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RENTAL MESSAGING
Main
Dashboard
Property Management
Houses Tenants Future Tenancies
Financial
Payments Invoices Inv. Register Mgmt Expenses Deposit Refunds Commissions Pre-Exit Inspection Landlords
Communications
Broadcasts WhatsApp SMS
Operations
Work Orders
Reporting
Reports Monthly Reports
Documentation
Documents
System
Users Settings Sync Conflicts Archive Financial Mgmt Pending Ov.
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app v60
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RENTAL MESSAGING
Navigation

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ADMINISTRATOR
Dashboard Houses Tenants Payments Broadcasts WhatsApp SMS Invoices Work Orders Reports Documents Invoice Register Monthly Reports Mgmt Expenses Deposit Refunds Pre-Exit Inspection Landlords Financial Mgmt Commissions Archive Pending Overpayments Users Settings
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[RENTAL_SYS]

Admin Login

Property manager access

[FINANCIAL MANAGEMENT & RECONCILIATION]
Obligations: checking…

01 / DASHBOARD

Rental Command Center

Tenants, rent due dates, revenue & WhatsApp

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[TENANTS]

TOTAL

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[VACANT]

VACANT UNITS

—

[OVERDUE]

OVERDUE

—

[REVENUE]

COLLECTED MTD

—

[DUE_7D]

DUE IN 7 DAYS

—

[PENDING]

PENDING PAYMENTS

—

[ARREARS]

TOTAL ARREARS

KES 0

[COLLECTION]

COLLECTION PROGRESS · —

—

AMOUNT EXPECTED

KES 0

AMOUNT COLLECTED

KES 0

OUTSTANDING BALANCE

KES 0

COMMUNICATIONS

WhatsApp Module

QR-linked WhatsApp notifications using your own account

WhatsApp Status

Checking…
0
Today
0
Sent
0
Delivered
0
Failed
0
Queued

Connect WhatsApp

Scan this QR code using the WhatsApp account you want to use for tenant notifications.

Generating QR code…

  1. 1. Open WhatsApp on your phone
  2. 2. Go to Settings → Linked Devices
  3. 3. Tap "Link a Device"
  4. 4. Scan this QR code
Waiting for scan…

Notification Settings

Message History

Tenant Phone Type Status Message Created
No messages yet

Message Templates

Loading templates…

Send Test Message

COMMUNICATIONS

SMS Module

Bulk SMS via Bytewave Networks (Ultimate SMS gateway)

SMS Gateway Status

Checking…
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Rent Reminder Broadcast (SMS)

Payment-verified · SMS only · never WhatsApp

Sends a rent reminder via SMS only to tenants with a verified outstanding balance. Fully-paid and advance-covered tenants are automatically excluded. A confirmation popup shows the verified recipient list before anything is sent.

SMS History

Tenant Type Status Message Created
No SMS messages yet

Send Test SMS

TENANT DASHBOARD

Tenant Profile

Details and payment history

[OVERPAYMENT_CREDIT] Remaining credit: KES 0
ReceiptDatePaymentOverpayment
Total combined credit from receipts KES 0
[PAYMENT_STATUS]

—

KES —
Paid: KES 0 Rent: KES 0
Arrears (carry-forward): KES 0
Deposit: KES 0 / KES 0
Garbage Fee:
Agreement:
Charged: KES 0 Paid: KES 0 Balance: KES 0
Charged: KES 0 Paid: KES 0 Balance: KES 0
Credit: Advance Rent:
[MGMT_ARRANGEMENT]

Payment Arrangement — management only, never shown to tenant

NONE
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History (audit)

PeriodRequestedApprovedPaidStatus

[TENANT_STATUS]

—

TOTAL PAID

KES 0

PENDING

KES 0

PAYMENTS

0

[TENANT_INFO]
Name —
Unit Code —
Phone —
National ID —
Guardian / Emergency Contact —
Rent (KES) —
Next Rent Due —
Move-in Date —
Agreement Fee —
Water Charges —
Water Charge Paid —
[HOUSE_INFO]
House Name —
House ID —
Total Units —
[MAINTENANCE]

Maintenance / Repairs

WO No Issue Problem Responsibility Cost Status
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Maintenance Outstanding: KES 0
[PENALTIES]

Penalties / Invoices

Invoice No Type Description Amount Date Status Actions
No penalties
[TENANCY_AGREEMENT]

Signed Tenancy Agreement

Stored privately per tenant. Scanned pages are compressed to a few hundred KB before upload.

File Size Uploaded Actions
No signed agreement on file.

Agreement Preview

[PAYMENT_HISTORY]

Payment History

Receipt No. Amount M-Pesa Ref Date Status Actions
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[DEPOSIT_REFUND]

Deposit Refund

Deposit Paid

KES 0

Deductions

KES 0

Refundable

KES 0

Status

—

Due: — Countdown: —

02 / HOUSES

Managed houses

House ID House name Number of Units Clients Payment Notes

02 / HOUSE DASHBOARD

House dashboard

Clients, occupancy & actions

TOTAL UNITS

0

CLIENTS

0

VACANT UNITS

0

PAID TENANTS

0

UNPAID TENANTS

0

MAINTENANCE

KES 0

0 issues

[COLLECTION POSITION]

Overall financial collection performance for this house — —

TOTAL AMOUNT EXPECTED

KES 0

—

TOTAL AMOUNT COLLECTED

KES 0

—

REMAINING BALANCE

KES 0

 

COLLECTION %

0%

Collected ÷ Expected × 100

VACANT HOUSE NUMBERS

—

Unit number Name Phone Status Payment

02 / HOUSE

Add house

House Charges

Configure charges for this house. Toggle each on/off. Enabled charges auto-apply to new tenants.

Payment Configuration

02 / TENANTS

Tenant registry

Unit number Name Phone House Rent (KES) Agreement Due date Status

FUTURE TENANCIES

Reserved Units & Future Payments

Track prospective tenants, record pre-move-in payments, and allocate them to future months

0
Reserved
0
Activated
KES 0
Total Approved
KES 0
Pending Approval
Property Unit Prospective Tenant Phone Allocated Month Rent (KES) Deposit (KES) Total Paid Status

Record Future Payment

Payment History

Date Amount Mode Purpose Allocated To Reference Status

03 / PAYMENTS

Rent payments

Record and approve tenant payments — WhatsApp confirmation on approve

Record Payment

Select a payment mode and click Parse.

Receipt No. Tenant Amount Mode / Ref Date Status

05 / BROADCASTS

Broadcast center

Send to all houses or a single house, using templates or custom text.

Send broadcast

Templates

[INVOICE_GENERATOR]

Invoice Center

Generate and send PDF invoices to tenants

Leave blank to use the current month.

TENANT
—
PROPERTY / UNIT
—
MONTHLY RENT
—
PHONE
—

Leave blank and the system auto-generates a unique number: GEHPM-INV-YYYYMM-NNNNNN

Line Items

Qty Description Unit Price Total
Subtotal: KES 0
Total Deductions: KES 0
V. A. T(16%):
Grand Total: KES 0

Plot Expenses
Total: KES 0

Exp No Date Category Description Source Property Amount Paid Outstanding Status Actions
Loading expenses...

Management Expenses History

Total Incurred

KES 0

Total Paid

KES 0

Outstanding

KES 0

Expenses

0

Date Invoice # Category Description Property Source Amount Status
Click "Search" to load expenses.

Property Expense Report

Record Payment

Payment History

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Salary Management

Previous Outstanding: KES 0  +  Current Salary: KES 0  =  Total Payable: KES 0

Current Month Salary Summary

Total Expected

KES 0

Total Paid

KES 0

Total Outstanding

KES 0

Employees

0

Employee Month Prev. Balance Expected Total Payable Paid Outstanding Status Actions
Loading salary records...

Record Salary Payment

Payment History

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Salary History

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Staff Advances

Staff Advances Summary

Total Advanced

KES 0

Total Recovered

KES 0

Total Outstanding

KES 0

Active Advances

0

Employee Type Date Reason Property Amount Recovered Outstanding Status Actions
Loading staff advances...

Record Recovery Payment

Recovery History

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Employee Rent

Previous Balance: KES 0  +  Monthly Rent: KES 0  =  Total Rent Due: KES 0

Employee Rent Summary

Total Rent Due

KES 0

Total Paid

KES 0

Total Deducted

KES 0

Total Outstanding

KES 0

Records

0

Employee Property / Unit Period Monthly Rent Paid Deducted Outstanding Status Actions
Loading employee rent records...

Water Bill Invoices

Invoice Number Property Unit Tenant Name Billing Month Amount Date Issued Invoice Status Payment Status Actions
Loading water invoices...

Water Rate Management

New Water Bill Invoice

Tenant Name
Enter property and unit
Current Charges (Water Only)
Total Current Charges
KES 0
Water Consumption Details
Units Used
0
Previous Outstanding Balance (Water)
Total Previous Outstanding
KES 0
TOTAL AMOUNT PAYABLE
KES 0
Payment Terms
—

Review Monthly Rent & Utility Invoice

Water Bill Invoice

Record Rent Payment

Payment History

Loading...

Deduct Rent from Salary

Rent outstanding: KES 0

Select Work Order Management Expense

Loading eligible expenses...
[WORK_ORDERS]

Work Orders

Create and manage maintenance work orders, assign technicians and generate PDFs

Work Items

Paste issues by unit. One unit per line. Format: A401: issue one, issue two, issue three

# Unit Problem Repair Required Responsibility Mat. Cost Labour Total Status
Total Work Order Cost: KES 0
Total Issues:0
Management Responsibility:KES 0
Tenant Responsibility:KES 0
Total Work Order Cost:KES 0

WO No Property Units Technician Priority Status Total Created Actions
Loading work orders...

Recent Inspections

Property inspections — conducted online or offline, synced automatically

Property Unit Status Date
Loading inspections...
[REPORT_GENERATOR]

Payment Reports

Generate Excel reports and send them via WhatsApp

Leave empty for all houses, or pick a specific house.

Leave empty for current month.

Only needed when sending via WhatsApp. Leave blank to just download the Excel file.

Month-End Rollover

Manually carry forward unpaid rent as arrears and advance due dates for all overdue tenants. This runs automatically on the 1st of each month at 6:00 AM.

Receipt & Invoice Numbering

Receipt and invoice numbers are generated automatically and are lifetime continuous — the sequence never resets.

Receipt Format GEHPM-RCT-YYYYMM-000001
Invoice Format GEHPM-INV-YYYYMM-000001

[DOCUMENT_HUB]

Documents Hub

Search, download, print and share every generated document

Stored Documents

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Type Document No Title / Tenant Property / Unit Date Amount Actions
No documents yet.

Share Document via WhatsApp

Defaults to the tenant's number on file.

Document

Select Document Template

Official GEHPM letterhead is applied automatically on generate.

New Document

Custom Notice — Blank Letterhead

Official letterhead, footer and watermark are automatic. One separate notice is created per tenant and saved under that tenant — nothing is sent until you click Send on each notice.

TenantUnitProperty
No recipients selected
Auto per tenant: {{TENANT_NAME}} {{UNIT_NUMBER}} {{PROPERTY_NAME}} {{TODAY}}

[INVOICE_REGISTER]

Invoice Register

Permanent record of every issued invoice — rent, maintenance, penalty & exit. Never deleted; original PDFs stay re-viewable and re-sendable.

Issued Invoices by Month

Loading monthly summary…

Invoice Register Entries

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Type Invoice No Tenant Property / Unit Date Amount Status Paid Actions
No invoices yet.

Invoice

Resend Invoice via WhatsApp

Defaults to the tenant's number on file. Reuses the original invoice PDF — no new number issued.

Edit Invoice Amount

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[MONTHLY_REPORTS]

Monthly Reports

Automatically generated financial and maintenance reports for each billing period

Standard Monthly Report

Revenue Collected

—

Total Maintenance Expenses

—

Outstanding Recovery

—

Management Expenses

WO NoIssueUnitProblemMaterialLabourTotalParty

Tenant Recoveries

WO NoIssueUnitTenantProblemTotalRecoveredOutstandingStatus

Summary

Property / Unit Performance

Occupied Units

0

Vacant Units

0

New Tenants

0

Exiting Tenants

0

Paid: 0
Partially Paid: 0
Unpaid: 0
Collection %: 0%

Penalty Invoices

TenantDescriptionCategoryAmountStatus

Exit Invoices

Exit NoTenantUnitRent TreatmentDeductionsDeposit RefundFinalStatus

Notices to Vacate

TenantUnitNotice DateExpected VacateStatus
Select a month to view its financial report. Reports are auto-generated during monthly rollover.

Enhanced Monthly Report

Detailed Unit-by-Unit Financial Table

UnitTenantTelephoneDeposit WaterPenalty Monthly RentBalance B/F Rent DueRent Paid Receipt NoTransaction RefPayment Date BalanceStatus

Work Done During the Month

WO NoUnitTenantProblem Reported Work DoneMaterialLabour TotalPartyRecovered OutstandingStatus

Invoices Issued During the Month

Invoice NoTypeProperty/UnitDescription AmountDate IssuedParty StatusPaidOutstanding

Monthly Summary / Totals

Water Bill Report

UnitTenantStatus PreviousCurrent ConsumptionRate Amount (KES)

[MGMT_EXPENSES_REPORT]

Monthly Management Expenses

Track all management expenditures: property maintenance, salaries, reimbursements, petty cash, office purchases, administration

Tip: Use Month for monthly reports, or From/To for custom date ranges. You can also set just From for a single date.

Total Incurred

KES 0

Total Paid

KES 0

Outstanding

KES 0

Period

—

Property Management Expenses

KES 0

Office / General Management Expenses

KES 0

Expenses by Category

Expenses by Source

Salary Report

Employee Expected Prev. Balance Paid Outstanding Status

All Expenses

Date Invoice # Category Description Property Source Amount Paid Outstanding Status
Select a month and click "Generate Report" to view management expenses.
[TENANCY_ARCHIVE]

Tenancy Archive

Permanent record of every completed tenancy — payments, invoices, statements, maintenance & exit snapshots

Archived Tenancies

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Tenant Unit Property Move In Move Out Exit Invoice Deposit Paid Deposit Refund Exit Reason Actions
No archived tenancies yet.
[OCCUPANCY_HISTORY]

Unit Occupancy History

Unit Tenant Status Move In Move Out Total Paid
Select a property to view occupancy history.
[PENDING_OVERPAYMENTS]

Pending Overpayments

Excess payments approved without an immediate allocation. Resolve later by moving them to Advance Rent or Credit Balance.

Pending Overpayment Records

Tenant Unit Property Payment Overpayment Receipt No. Transaction Ref Payment Date Status Actions
No pending overpayments.

DEPOSIT REFUNDS

Deposit Refunds

Track and manage tenant deposit refunds

PENDING

0

KES 0

DUE SOON

0

KES 0

DUE TODAY

0

KES 0

OVERDUE

0

KES 0

REFUNDED

0

KES 0

Tenant Property Exit Date Refundable Due Date Countdown Status Action
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[SYS_ADMIN]

User Management

Username Display Name Role Status Last Login
[SYS_ADMIN]

Company Settings

Official document assets applied automatically to finalized PDFs.

Official GEHPM Stamp

Transparent-background PNG preferred. Applied automatically to finalized PDFs (download / generate / send) in each document's authorization area — never in editors or previews. Replacing the stamp updates all future PDFs with no template changes.

Official stamp preview
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Authorized Signature

Pre-assigns the authorized signatory on letter documents (signature image + holder name in the signature block) so downloads are never left blank. Applies to previews and finalized PDFs — never in editor inputs. Replacing updates all future documents.

Signature preview
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[SYNC_CONFLICTS]

Sync Conflicts

Offline uploads the server rejected (duplicates, occupied units, invalid readings). Dismiss keeps the server record; Retry uploads the agent's version again. Resolutions apply to agents' devices automatically on their next sync.

Date Type Tenant / Unit Reason Server record Status Action
Loading…

[PRE_EXIT_INSPECTION]

Pre-Exit Inspection Inventory

Record inspection findings before the Exit Invoice, share them with the tenant, then transfer agreed items into the existing Exit Invoice.

[DRAFT]

—

Changes made after the last share — use Share with Tenant to send the latest version.
Item / DescriptionQtyCost per QtyTotal Remarks / NotesAgreedTransferActions
Total estimated inspection costs KES 0

Amounts are inspection estimates only — they become deductions only after being transferred into the Exit Invoice and processed through the existing exit workflow.

[FINANCIAL_MGMT]

Financial Management & Reconciliation

Obligations, monthly reports, registers and the double-entry trial balance — all from the same underlying records.

Outstanding Financial Obligations

BucketObligationPartyAmountDue / Status

Consolidated Monthly Report

Financial Registers

Trial Balance

CodeAccountDrCr
Totals

Property Arrangements

A = rent paid directly to landlord (never GEHPM cash/income) · B = GEHPM receives rent and remits to landlord. Changing never rewrites history.

PropertyLandlordArrangement

Unit–Tenant Integrity Audit

Read-only diagnostic — nothing is modified
SeverityPropertyUnitOccupancyTenantRecord statusReason
Not run yet.

Record Other Legitimate Income

[LANDLORD_ACCOUNTS]

Landlord Commission Ledger

One landlord profile → many properties — each property keeps its own commission account, invoices, payments and balance.

Remittances payable
KES 0
Mgmt fees payable (GEHPM)
KES 0
Overdue remittances
0
Overdue mgmt-fee invoices
0
Pending reviews / verification
0

Landlords

NamePhonePropertiesTotal Outstanding
[LANDLORD]

—

PropertyRateRent CollectedCommission (month) InvoicedPaidCommission OutstandingRemittance Outstanding Agreed DayActions
Totals (accounts stay separate) KES 0 KES 0

Commission = rate% × rent collected per property. Balances carry forward automatically — never mix properties.

[COMMISSIONS]

Agent Commissions

Commission = chosen % × (rent collected − deposit − garbage fee − water bill), per house per month. Set each house's rate, then review what is owed to you and what goes to the landlord.

Total collected

KES 0

Commissionable rent

KES 0

Your commission

KES 0

To landlords

KES 0

House Collected − Deposit − Garbage − Water = Rent base Rate % Commission Landlord payout
Pick a month and press Calculate.

Add User

Required for new users.

Building dashboard

TOTAL UNITS

0

CLIENTS

0

VACANT UNITS

0

PAID TENANTS

0

UNPAID TENANTS

0

VACANT HOUSE NUMBERS

—

Unit number Name Phone Status Payment

Add tenant

Guardian / Emergency Contact

Rent & Billing

Leave blank to use Rent as the recurring amount

Opening Advance Rent for this tenancy. Fully editable — adjust or clear it at any time; the change commits on Save and is recorded in the audit trail.

Tenancy Agreement Fee

Add template

Use placeholders: {{client_name}}, {{house_name}}, {{house_number}} (unit), {{tenant_code}}

Record Payment

Tenant Statement

Generate a statement of account for this tenant. Choose how to deliver it.

Notifications

PriorityIssueProperty / AccountOutstandingStatus

Notifications are generated from live records. Viewing never resolves an alert — only the underlying issue clearing does.

New Landlord

Assign Property to Landlord

Generate Commission Invoice

—

View PDF

Record Commission Payment

—

Property Ledger Dashboard

—

Agreed landlord payment day:
A. Commission Ledger (payable to GEHPM)
DateInvoiceCommissionPaymentReferenceBalance
—
B. Rent Remittance Ledger (payable to the landlord)
Billing monthRent collectedCommissionOther deductionsNet payablePaidBalance
DateMonthAmountMethodReferenceStatus
—
Reconciliation: —

Record Landlord Remittance

—

Exit Invoice

—

—

Deposit Paid

KES 0

Water Charges (Refundable)

KES 0

Outstanding Balance

KES 0

Monthly Rent

KES 0

Total Refundable

KES 0

[DEDUCTIONS]

Deductions / Charges

Category Description Amount
[SETTLEMENT_DECISION]

Rent Treatment

[DEPOSIT_DECISION]

Deposit Treatment

Total Refundable KES 0
Total Deductions KES 0
Net Refund / (Amount Due) KES 0
[DEPOSIT_REFUND]
Refundable AmountKES 0
Due Date—
Status—
Finalized — permanent record. Tenant details and every figure on a finalized exit invoice stay unchanged forever. Download or send the PDF for your records.

Exit Invoice completed successfully. Would you like to mark this unit as VACANT?

The tenancy will be closed and permanently archived.

Tenancy Payment History

—

[FINANCIAL SUMMARY — THIS TENANCY]

[PAYMENT HISTORY — MOVE-IN TO EXIT]

Charge postings during this tenancy (rent, garbage, water, penalties)

Archived Tenancy

—

Deposit Refund

[TENANT]
Name—
Phone—
Property—
Unit—
[EXIT_INVOICE]
Exit Invoice—
Exit Date—
Due Date—
Countdown—
[FINANCIAL_BREAKDOWN]
Deposit PaidKES 0
Deposit Applied to RentKES 0
Deposit Applied to DeductionsKES 0
Deductions TotalKES 0
Refundable Amount KES 0
[DEDUCTION_ITEMS]

Deduction Line Items

CategoryDescriptionAmount
[REFUND_TRANSACTION]
Amount RefundedKES 0
RemainingKES 0
Refund Date—
Payment Method—
Transaction Ref—
Recorded By—
Remarks—

Cancel Refund / Reinstate Deposit

Review the original records below, then choose how to proceed. The original exit invoice and payment history are preserved.

[ORIGINAL_RECORDS]
Original unit is available for the original tenant.
Option 1 — Reassign to another vacant unit
Option 2 — Cancel refund & hold deposit (no unit yet)

Record Refund

Tenant—
OutstandingKES 0

Details

—

Send Custom Message

Use Tenant Deposit for Rent?

The tenant has an outstanding rent balance. You are about to authorize the use of the tenant's security deposit to cover rent.

Tenant:—
Unit:—
Billing Period:—
Rent Due:—
Already Paid:—
Outstanding Rent:—
Available Deposit:—
Amount to Apply:
Rent Loss (write-off):

If the deposit doesn't cover the full rent, enter the unrecovered amount to write off as landlord loss.

Overpayment Detected

This tenant has paid more than the outstanding balance.

How would you like to allocate the overpayment?

Skipping keeps the excess as a Pending Overpayment Allocation until you resolve it — it is never ignored.

Skip Overpayment Allocation?

You are about to approve this payment without allocating the overpayment. The excess amount will remain pending until resolved. Continue?

Allocate Advance Rent

Choose the future month(s) the advance of should be allocated to.

Each selected month is covered up to the monthly rent. Any amount that cannot fit into the selected months remains as Advance Rent balance.

Review Confirmation Message

The overpayment has been allocated. Review the message below before sending to the tenant.


      

      
      

      

        
        
      

    

  


  
  

    

      
Apply Credit Balance

      
Available credit: 

      
      

        

          
          
        

        

          
          
        

        

          
          
        

      

      

      
Are you sure you want to apply this credit balance? The amount, reason, date and approving user will be recorded.

      

        
        
      

    

  


  
  

    

      
Resolve Pending Overpayment

      
Tenant: 

        Overpayment: 

      
How would you like to resolve this pending overpayment?

      
      

      

        
        
        
      

    

  


  
  

    

      

        
Diagnostics Report

        
      

      
If a menu shows blank, open this and send the report to support — it shows exactly what your device sees.

      
Collecting…

      

        
        
        
      

    

  


  
  

    

      

        
Property Inspection 📴 OFFLINE — will sync

        
      

      
      

        

          
          
        

        

          
          
        

        

          
          
        

        

          
          
        

      

      
Checklist (OK / Needs attention)

      

      

        
        
        

      

      

        
        
      

      

        
        
      

      

      

        
        
      

    

  


  
  



  

    

      
Confirm SMS Rent Reminder

      
    

    

      Payment-verified recipients only. Fully-paid and advance-covered tenants are excluded.
      This sends via SMS only (never WhatsApp). Review the recipients below before confirming.
    

    

    

      
Eligible recipients (0)

      

        

          

            TenantStatusArrears
            Current RentPaidOutstanding