Property Management Software for Kenyan Landlords & Agencies

Managing property manually — tracking leases in spreadsheets, sending rent reminders by phone, reconciling M-Pesa payments by hand, and handling maintenance requests through WhatsApp — works until your portfolio grows beyond what a spreadsheet can hold. I build property management systems for Kenyan landlords and property agencies that handle the full management workflow from tenant onboarding through rent collection, maintenance, and reporting.

Property and Unit Management

The system models your portfolio: properties (buildings or estates), individual units within each property, and the current and historical occupancy of each unit. Unit details include type, size, floor level, furnished status, and current rent. The property manager sees a dashboard showing occupancy rate, vacant units, upcoming lease renewals, and overdue rent across the entire portfolio.

Tenant Management and Onboarding

Tenant records store personal details, national ID, guarantor information, employer details, and emergency contacts. The onboarding process captures the signed lease agreement, entry condition report, and upfront payments. Each tenant's file is available digitally — no hunting through physical filing cabinets. When a tenant moves out, the system records the notice, departure date, and handles the security deposit deduction and refund workflow.

Lease Management

Leases are tracked with start and end dates, renewal reminders, rent review schedules, and escalation clauses. The system alerts property managers 60 and 30 days before a lease expires so renewals are handled proactively rather than reactively. Lease terms are stored digitally and can be printed or emailed to tenants as PDF documents.

Rent Collection and M-Pesa Integration

Automated rent reminders sent by SMS on configurable dates before the due date. M-Pesa Paybill integration means tenants pay through the normal M-Pesa menu and payments are automatically reconciled to the correct tenant and unit. The system handles the case where a tenant pays the wrong amount — partial payments are recorded and the balance flagged. Receipts are generated automatically and sent to tenants by SMS or email.

Maintenance and Repairs

Tenants log maintenance requests through a simple portal or by SMS. The property manager assigns requests to contractors, tracks completion status, records costs, and marks items resolved. Outstanding maintenance items are visible on the property dashboard so nothing is forgotten. Recurring maintenance tasks — annual fire extinguisher service, quarterly water pump checks — can be scheduled and automatically added to the maintenance queue.

Financial Reporting

Income statements by property, by unit, and by owner. Outstanding rent reports showing which tenants are how far in arrears. Maintenance cost summaries. Security deposit registers. These reports are generated on demand and can be exported to Excel for your accountant or for owner reporting.