Collect rent on time and know exactly who owes what
Rent invoices go out automatically before they are due, tenants pay by M-Pesa from a link, and you see arrears, deposits and rental tax in one place.
Who it is for
Rental Management is for you if
- Landlords with several units who still chase rent by phone and track it in a notebook.
- Property managers who look after properties for more than one landlord and need each kept separate.
- Owners who want deposits, rent increases and rental tax handled correctly.
The problems it is built for
What it fixes
Chasing tenants every month
Each month is invoiced about a week before it falls due. A reminders list shows who is due or late, with a message ready to send, including the M-Pesa pay link.
Not knowing who has really paid
Every lease has a standing M-Pesa link and QR code that always opens the oldest rent still owed. Payments are matched to the invoice, and each tenant has a statement with a running balance.
Deposits, increases and tax are a headache
Rent increases are scheduled with notice to the tenant, deposits are settled at move-out, and rental tax figures are worked out each month.
What it does today
What it does today
Properties, units and leases
A unit cannot be let twice at once, and a new lease can follow one that ended.
Automatic rent invoices
Rent is invoiced monthly and never billed twice. Missed months can be caught up, and the first month can carry a different amount.
M-Pesa payment links
Tenants pay by PIN prompt from a link or QR code, and the payment is recorded against the right invoice.
Reminders that are ready to send
Rent due soon and overdue rent are listed with a prepared message, and each reminder you send is logged.
Rent increases and renewals
Percentage or fixed increases are scheduled ahead, the tenant is told, and the old rent is kept for earlier months. Yearly renewals are proposed for you.
Deposits and move-in
Record deposits, settle them when a tenant leaves, and enter tenants who are already paid up without creating false arrears.
Statements and records
A PDF statement for each tenant, and lease documents stored privately.
Repairs and property results
Log maintenance requests, record a repair cost as an expense against the property, and see rent, costs and net by month.
Rental tax figures
Monthly rental income tax, VAT on commercial rent and withholding tax are worked out from the rules, with a monthly return as PDF or CSV.
Several landlords, kept separate
Each landlord or company has its own books, and one person's records never appear in another's.
Tested for the awkward cases
The rental module is covered by automated tests for the situations that cause trouble in practice: a month that was already invoiced, a lease that ends mid-year, a unit let twice, and a tenant who pays ahead.
What it does not do yet
Good to know before you start
We would rather you hear this now than find out in week two.
- KRA eTIMS invoicing. Rent invoices are issued by the system but not sent to eTIMS yet.
- A tenant login or app. Tenants use links and emails, not an account.
- It prepares your rental tax figures and a monthly return, but you submit to KRA yourself. This is not tax advice, so confirm the rules with your accountant.
- M-Pesa payment links need your own Paybill and Safaricom approval, which takes days. We handle the technical setup with you.
Getting started
How a pilot works
Nothing starts until you have the terms in writing.
-
Tell us about your business
A short chat on WhatsApp or a call: what you do, how many people use it, and how you get paid today.
-
We set it up with you
We load your products or records, set up your staff, and show them how to use it.
-
Run it as a pilot
You use it in your real business for an agreed period with support on WhatsApp. The pilot price and terms are written down before we start.
-
You decide
At the end we review the results together. You continue on an agreed monthly plan or stop, and your records can be exported.
Questions
Common questions
Can I move in tenants who already pay?
Yes. Months already paid become receipts and the rest stay open, so you do not start with false arrears.
What about tenants without a smartphone?
Staff can send an M-Pesa prompt to the tenant's phone, and cash or bank payments can be recorded as receipts.
I manage property for several landlords. Can I keep them apart?
Yes. A new landlord is set up as its own business with separate books, and records never mix between them.
Does it calculate rental income tax?
It works out the figures for the monthly rental income tax regime, VAT on commercial rent and withholding tax from the rules, and gives you a monthly return. You still file it, and the rules should be confirmed with your accountant.
How much does it cost?
We quote per portfolio and put the price and the pilot terms in writing before anything starts. Ask us on WhatsApp.
Try Rental Management in your business
Tell us about your business and we reply within 24 hours to arrange a walkthrough and agree the pilot terms in writing.