Property management
Property management software for rent, leases and records
Manage the records behind your property portfolio in Kenya: units, tenants, leases and charges. Connect billing and reviewed receipts to statements, so your team can explain what is due, what is paid and what needs follow-up.
Properties & units
Keep buildings, units, occupancy and owner details together, with a consistent reference for each property record.
Lease records
Follow lease terms, rent changes, renewal dates and expiry reminders alongside the tenant and unit.
Rent & service charges
Raise periodic charges from the agreed lease terms. Review the billing period, amounts and applicable invoice settings.
Deposits & arrears
Track deposits separately from unpaid rent. Review ageing, outstanding invoices and the next collection action.
Maintenance records
Connect tenant requests, work orders and costs to the unit, with the evidence needed to review completed work.
Tenant & owner statements
Review charges, matched receipts and balances by tenant and owner, with the source records behind each figure.
Property records connected to VisionONE ERP
Discuss your property workflowOn this page
Part of VisionONE ERP
Properties, units and lease records
From the lease
to the ledger.
Follow one fictional unit through September’s billing, reviewed receipts and statement. Keep the lease terms and allocation decisions behind the figures.
Stage 1 of 4 · Lease
Start with the tenant and unit.
Give the unit, tenant and owner consistent references. This fictional lease has KES 30,000 monthly rent, KES 2,500 service charge and a refundable KES 30,000 deposit held separately.
Illustrative record
- Unit
- UNIT-DEMO-A03
- Owner
- OWNER-DEMO-A
- Lease
- LEASE-DEMO-015
- Monthly billing
- KES 32,500
Stage 2 of 4 · Bill
Raise the period’s agreed charges.
The September invoice totals KES 32,500: rent of KES 30,000 and a KES 2,500 service charge. Add the KES 7,500 opening arrears to see KES 40,000 due before this period’s receipts.
Illustrative record
- Invoice
- INV-DEMO-015-SEP
- Due date
- 1 September 2026
- Opening arrears
- KES 7,500
- Current charges
- KES 32,500
Stage 3 of 4 · Match
Allocate confirmed receipts to the account.
After the references and tenant are confirmed, the example applies KES 20,000 from M-Pesa and KES 10,000 from bank. KES 7,500 settles opening arrears; KES 22,500 reduces the September invoice.
Illustrative record
- Matched M-Pesa
- KES 20,000
- Matched bank
- KES 10,000
- September allocation
- KES 22,500
- Unmatched receipt
- KES 5,000 · under review
Stage 4 of 4 · Statement
Read the statement with its context.
KES 40,000 due less KES 30,000 matched receipts leaves KES 10,000 outstanding at 30 September 2026. The separate deposit and unresolved receipt do not reduce this tenant balance in the example.
Illustrative record
- Matched receipts
- KES 30,000
- Closing receivable
- KES 10,000
- Deposit held separately
- KES 30,000
- Snapshot
- 30 September 2026
Fictional records explain the workflow, not the software interface. Tax is not modelled in this example; review applicable treatment before configuring actual invoices.
Arrears, deposits and owner statements
Know what sits
behind the balance.
Review account movements, overdue invoices and owner records with the same unit and period. Keep unallocated receipts and refundable deposits visible without treating them as settled rent.
See the movement, then the balance.
The amount due before receipts is KES 40,000: KES 7,500 brought forward and KES 32,500 billed for September. Subtract KES 30,000 matched receipts to see KES 10,000 outstanding.
- Closing tenant balance
- KES 10,000At 30 September 2026
| Record | Amounts due | Receipts |
|---|---|---|
| Opening arrears31 August 2026 | 7,500 | — |
| September rent1 September 2026 | 30,000 | — |
| Service charge1 September 2026 | 2,500 | — |
| Matched M-Pesa receipt5 September 2026 | — | 20,000 |
| Matched bank receipt19 September 2026 | — | 10,000 |
| Totals | 40,000 | 30,000 |
The refundable deposit is held separately. Its KES 30,000 does not settle rent in this example.
Follow the unpaid invoice.
The earlier KES 7,500 is fully settled. KES 22,500 is allocated to the September invoice, leaving KES 10,000 from its KES 32,500 charges. Its 1 September due date is 29 days before the snapshot.
- Outstanding September invoice
- KES 10,00029 days overdue at the snapshot
| Invoice | Unpaid | Days overdue |
|---|---|---|
| September chargesINV-DEMO-015-SEP Due 1 September 2026 | 10,000 | 29 |
The KES 5,000 receipt with an unclear reference remains in review. It has not been allocated to this tenant.
Give each owner a clear review.
Keep the property and owner identity with collections, expenses and deposit records. Review the service-charge basis, fees, reserves, tax and opening balances before agreeing an owner remittance.
- Matched collections
- KES 30,000Owner remittance needs its own review
| Record to review | Amount |
|---|---|
| Matched tenant receiptsCollections allocated to this owner’s unit | 30,000 |
| Recorded repair costWO-DEMO-015 · supporting record | 3,500 |
| Deposit held separatelySeparate from rent collections | 30,000 |
These are separate review items, not amounts to add together. An unresolved receipt stays outside the owner’s allocated collections.
The views use the same fictional lease and receipts as the workflow above. Owner review includes a separate recorded repair cost; it is not a payout calculation. Use the demo to review the actual statement fields and reporting scope.
Tenant payments and M-Pesa review
A receipt needs
the right account.
Confirm who paid, which unit the payment belongs to and how it is allocated. Agree the source records and supported matching process for your rent collection workflow.
- Review the payment reference, amount, tenant and unit together.
- Record partial payments and the invoices each receipt settles.
- Keep unclear references and duplicates available for follow-up.
When the money arrives, but the reference is unclear.
The example’s KES 5,000 receipt stays in review. Confirm its tenant, owner and purpose before allocation. Until then, the tenant balance remains KES 10,000.
Confirm the tenant, unit, reference and allocation before treating a receipt as matched.
Review applicable invoices and returned details through the agreed eTIMS integration.
Agree the applicable tax treatment for the property, owner and charge during setup.
Payment sources, integration scope and applicable tax settings are confirmed during setup.
Maintenance requests and cost tracking
Keep the request,
the work and the cost together.
Follow a tenant request through its work order and supporting record. Give your team the unit, responsibility and evidence needed to review the cost.
Identify the unit and request
Record what needs attention, the tenant or contact, the unit and the person responsible for follow-up.
Review completion and support
Keep the work-order history, completion evidence and supplier record together before the job is closed.
Assign and review the expense
Agree the unit, property and owner allocation. Keep the cost available for the finance and owner statement review.
Rent and service-charge billing
Make each period
worth reconciling.
Put checks around the lease, invoice, receipt and expense. Resolve differences before they become next month’s opening balance.
Lease terms and changes
Review the rent, service charge, deposit terms and effective dates. Keep agreed changes and renewal records with the lease.
Period and invoice checks
Check the unit, tenant, billing period and any agreed adjustments before recurring charges enter the tenant account.
Payment allocation
Match the receipt reference and payer to the right tenant. Give partial payments and unclear references a documented review path.
Arrears follow-up
Use invoice due dates and allocated receipts to explain ageing. Record the next action rather than assuming a deposit clears unpaid rent.
Maintenance cost review
Follow the request to its work order, completion evidence and supplier record. Agree where the expense belongs before the owner review.
Owner and finance review
Keep owner identities, statements and financial responsibilities distinct. Reconcile opening balances and agree the remittance basis.
Connected property records
Keep the ledger
and evidence in view.
Choose the finance, invoicing and document workflows around the property work your team needs to review.
Start with your property software requirements. This page covers leases, billing, payments, deposits, arrears and maintenance. Wider property-business ERP needs, such as payroll or project operations, can be scoped alongside the modules your team will use.
Plan the rollout
Pricing, migration
and setup.
Agree the portfolio, users, records and connected workflows first. Use a reconciled test period to confirm the setup before wider use.
Prepare the property data
Bring properties, units, owners, tenants, current leases, opening arrears, deposits and a sample of receipts and statements.
Agree billing and matching
Confirm charge schedules, receipt sources, allocation rules, owner responsibilities and the applicable invoice and tax settings.
Reconcile a test period
Test a few units through billing, receipt review and statements. Reconcile deposits, arrears, maintenance costs and finance totals before wider use.
Related controls
Customer statements and tenant reminders
VisionONE sends customer statements on configured dates and sends tenant payment reminders by email or WhatsApp according to the organisation's settings. WhatsApp messages are sent through the official WhatsApp Business API. See internal controls and the customer and supplier portal.
Questions, answered
Before your
property demo.
Bring the records you use today and one balance you need to explain. Confirm the billing, matching, statements and connected modules your team needs.
Can we manage property for several owners?
Yes. Property and unit records can belong to different owners, with separate statements. Agree ownership, collection responsibilities, expense allocation and the owner reporting you need during setup.
How are M-Pesa rent receipts matched?
Match the receipt reference and amount to the tenant, unit and relevant invoice or account. Confirm the payment source and supported matching process in your demo. Keep unclear references, partial payments and duplicate receipts available for review.
Can we produce tenant and owner statements?
Yes. Tenant statements explain charges, allocated receipts and balances; owner statements support a separate review of collections and property records. Agree the reporting period, expense and service-charge basis, deposits and remittance requirements.
How are arrears tracked?
Review unpaid invoice amounts and their due dates after allocating confirmed receipts. Age the remaining balances at a stated snapshot date, then record the follow-up. Track refundable deposits separately and review any agreed deduction or transfer before applying it.
Which tax treatment applies to our property invoices?
Review the applicable tax and eTIMS treatment for your property, owner and each charge with your tax adviser before configuration. Property use and business circumstances matter; confirm the current requirements and test the agreed invoice flow in your demo.
How do we plan pricing and migration?
Request a scoped proposal using your property and unit lists, owners, users, required modules and payment workflow. Include opening balances, deposits, document history and training needs so software, implementation, migration and support can be reviewed together.
What should we bring to a property demo?
Bring an anonymised lease, one period’s charges, a few tenant receipts, a deposit record and the tenant or owner statement you need to produce. Include an unmatched payment or maintenance request so the demo covers exceptions as well as routine work.
See it with your records
Bring one lease.
Follow the whole account.
Review a billing period, tenant receipts, deposit records and the statement you need to produce. Include one exception so the demo covers the work behind the balance.
A focused demo around your portfolio, with no obligation.