Property Management Billing Guide

0 | 26 | 15 Mar 2026

Guide to perform property management billing

This is a guide on the best way to perform billing. 

1. Pre-requisite

Get the following from the caretaker or person on the property

1. Water readings

2. List of vacant house

3. List of new tenants

1. Administrative Tasks

Update vacant houses

1. Remove tenant who’ve left by:

   1. Making his account balance zero, you can do this by deleting or editing the last invoices

   2. Closing the lease

   3. Go to "Leases" tab, search the lease, Click "Edit", Set the "Date Tenant Left the Premise", Click "Update"  
      
      

Setup new tenants

1. List out the new tenants

   1. Eg R1 - Edwin and R23 - John

2. For each of the new tenants create the following on the system

   1. Add the tenant:
      Navigate to the "Tenant" tab. Click the "Add tenant" button and enter the required tenant details in the form. Click "Update" to save the information.
      

   2. Add the lease
      Navigate to the "Leases" tab. Click the "Add Lease" Fill in the lease and bill details and Click "Update" to save the information
      

1. Raise an invoice of the tenant who joined within the previous month
   Navigate to "Add income" tab. Select Invoice as the "type". Fill in the invoice details and click "Post".
   

2. Tenant transfer
   Navigate to "Leases" tab. Click the "Transfer" icon . Select the "From" (Current premise) and the "To" (New premise).  Click "Transfer".
   

3. 1. Edit the lease if the deposit or rent is different

   2. Edit the deposit transaction if it changes

4. Raise all the invoices
   

   1. List the bills down and raise each of them and the tick out and then invoice in batch
      Navigate to the "Add income" tab. Set "Type" to Invoice. Set "Number of transactions" to Multiple. Select the desired bills to include, then click "Post" to finalize.
      

Deposit - Done Rent - Done Internet Electricity Water

3. Transactions reconciliations

1. Post any cash/bank transactions
   Navigate to the "Add income" tab. Set "Type" to Payment/Receipt. Set "Number of transactions" to Single or Multiple, depending on the number of payments received, then click "Post" to finalize.
   

1. Un-reconciled Transaction -  Non-existent account number / Not successful

{guide 8}
Navigate to the "Transactions" tab. Locate the transaction record and click the "Edit" icon. Update the Account/House Number field with the correct information. Click "Save" to apply the changes.

1. Missing transaction - Safaricom Didn’t send is this transaction. On SapamaCash.com it will show as missing transaction

Request statement of account

1. Payment before creating the tenant or lease. Tenant will be empty in the income

2. Wrong Account Number ie exists but for a different house 

1. Send SMSes in batch

Video: 

https://drive.google.com/file/d/1Zu5SXUekw9wNfPyIKS2GIFvlhPezkL-6/view