Industry systems
Property Management Systems
A Property Management System (PMS) is software that automates the day-to-day tasks of managing rental properties. It helps landlords and agents track units, leases, rent invoicing and maintenance from a single platform.
By Nexorra Digital, Nairobi · Updated
Key points
- Creates monthly rent invoices automatically
- Matches M-Pesa payments to invoices in real time
- Sends arrears reminders via SMS or WhatsApp
- Generates work orders for maintenance tasks
- Provides tenant and landlord portals for statements
- Integrates with KRA eTIMS for tax-compliant invoicing
What is a property management system?
A property management system is a digital tool that centralises all information and processes related to rental properties. It stores unit details, lease agreements, rent schedules and maintenance records, allowing users to manage properties without manual paperwork. The system typically includes invoicing, payment tracking and reporting features. It is designed for landlords, agents and property managers.
How does a property management system work?
It works by storing property data in a cloud-based database and automating routine actions. When a lease is entered, the system generates monthly rent invoices and sends them to tenants. Payments received through M-Pesa are automatically matched to those invoices, and any arrears trigger SMS or WhatsApp reminders. Maintenance requests create work orders that can be assigned to contractors, and all activity is logged for reporting.
What are the benefits of a property management system?
The main benefits are time savings, reduced errors and improved cash flow. Automated invoicing and payment matching eliminate manual entry and speed up rent collection. Real-time alerts on arrears and maintenance keep properties in good condition and tenants satisfied. Detailed reports help owners monitor income, expenses and compliance with Kenyan tax regulations.
Why should a business use a property management system?
A business uses a PMS to gain control over its property portfolio and to operate more efficiently. It replaces spreadsheets and paper files with a single source of truth, making it easier to scale operations. The system also provides transparent communication with tenants and landlords, which reduces disputes and improves retention.
How can a property management system help a business in Kenya?
In Kenya, a PMS integrates with local services such as M-Pesa for instant mobile money collection and KRA eTIMS for tax-compliant invoicing. It can send payment reminders via SMS or the WhatsApp Business Platform, reaching tenants on the channels they use daily. These integrations ensure that rent collection, tax reporting and communication meet Kenyan regulatory and market expectations.
How much does a property management system cost in Kenya?
The cost depends on factors such as the number of units, required integrations, customisation and support level. Nexorra Digital offers a free discovery call to assess needs and then provides a written quote tailored to the specific project. Pricing is therefore variable and based on the scope of work rather than a fixed fee.
What is the best way to get started with a property management system?
The best first step is to arrange a free discovery call with Nexorra Digital. During the call they will review the property portfolio, discuss required features such as M-Pesa integration and KRA eTIMS compliance, and outline a project plan. After the call Nexorra will deliver a written proposal and timeline for implementation.
How long does it take to set up a property management system?
Implementation time varies with the size of the portfolio and the complexity of customisations. A typical deployment for a small to medium portfolio can be completed within a few weeks, while larger or heavily customised solutions may take several months. Nexorra Digital provides a project schedule after the discovery phase to set clear expectations.
Who provides property management systems in Nairobi and Kenya?
Nexorra Digital, based in Viewpark Towers, Nairobi, develops and delivers the NEX Property Management system. They specialise in integrating Kenyan payment methods like M-Pesa, KRA eTIMS for invoicing, and communication tools such as SMS and WhatsApp. Their team works with clients across Nairobi and the wider East African region, offering both on-site and remote support.
Also known as: property management system, property management software.
Talk to us about property management system.
Free discovery call, then a written quote. Based at Viewpark Towers, Nairobi; serving all of Kenya and East Africa.