Property Management System

What It Is

What Is a Property Management System?

A Property Management System (PMS) is a comprehensive software platform that helps landlords, property managers, and real estate companies manage their property portfolios efficiently. It centralizes tenant information, automates rent collection, tracks maintenance requests, manages leases, and generates financial reports — all from one dashboard.

At Zurihub Technology, we build custom property management solutions designed for the Kenyan real estate market. Our systems feature M-Pesa rent collection, automated SMS reminders, tenant portals, caretaker apps, and landlord dashboards that give you complete control over your properties from anywhere.

From individual landlords with a handful of units to large real estate companies managing hundreds of properties, our PMS scales to meet your exact needs while reducing administrative overhead and maximizing rental income.

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Our Process

How We Build Your Property System

Our development process ensures your PMS handles the unique challenges of property management in Kenya.

Portfolio Assessment

We analyze your property portfolio, management workflows, payment processes, and reporting needs to design the ideal system architecture.

Interface Design

We design intuitive dashboards for landlords, tenant portals, caretaker mobile apps, and admin panels with your branding.

Development & Integration

We build the platform with M-Pesa integration, SMS notifications, document management, accounting modules, and maintenance workflows.

Data Migration

We migrate your existing tenant records, lease agreements, payment history, and property data into the new system.

Launch & Onboarding

System deployment with training for property managers, caretakers, and tenant onboarding to the portal/app.

Ongoing Support

Continuous technical support, system updates, feature enhancements, and performance optimization.

Portfolio & Leasing

Rental and Leasing Management

Our property management systems support full rental and leasing workflows — from tenant screening and lease signing to rent collection, maintenance tracking, and vacancy management across your entire portfolio.

Whether you manage residential units, commercial spaces, or mixed-use properties, one unified platform gives you real-time visibility and control.

Real estate rental and leasing management

Key Features

Comprehensive Property Management Features

Everything you need to manage properties efficiently and maximize rental income.

Tenant Management

Complete tenant profiles with contact details, lease terms, payment history, documents, move-in/move-out dates, and communication logs.

Automated Rent Collection

M-Pesa integration with auto-reconciliation, SMS payment reminders, late fee calculations, receipt generation, and real-time payment tracking dashboards.

Maintenance Management

Tenant maintenance request portal, work order assignment, technician tracking, photo documentation, cost tracking, and completion verification.

Lease & Document Management

Digital lease agreements with e-signatures, automatic renewal reminders, document storage, notice generation, and compliance tracking.

Financial Reporting

Income statements, expense tracking, occupancy reports, arrears summaries, tax-ready financial reports, and ROI analysis per property.

Multi-Property Dashboard

Centralized view of all properties with occupancy rates, revenue summaries, pending maintenance, lease expirations, and vacant unit listings.

Tenant Portal & Mobile App

Self-service portal for tenants to view statements, make payments, submit maintenance requests, download receipts, and communicate with management.

Vacancy & Listing Management

Publish vacant units to your website and listing platforms, process applications, screen tenants, and manage the entire move-in workflow digitally.

Automated Notifications

SMS and email alerts for rent due dates, overdue payments, lease expirations, maintenance updates, and important property announcements.

Why It Matters

Why You Need a Property Management System

Landlords using property management software collect rent 25% faster and reduce vacancy periods by 30%. Here is why automation is essential.

Collect Rent Faster

Automated M-Pesa reminders and instant payment tracking mean you collect rent on time and reduce arrears significantly.

Reduce Administrative Overhead

Automation replaces manual spreadsheets, paper receipts, and phone calls — saving hours of administrative work every month.

Improve Tenant Satisfaction

Tenant self-service portals, quick maintenance response, and transparent communication build trust and reduce tenant turnover.

Complete Financial Visibility

Know your exact rental income, expenses, ROI per property, and cash flow at any time — accessible from your phone.

Scale Your Portfolio

Manage 10 or 10,000 units from one platform without proportionally increasing your management team or overhead.

Tax-Ready Records

Automated financial records, expense categorization, and tax-ready reports make KRA compliance effortless at year end.

Industries We Serve

Property Management for Every Segment

We build PMS solutions for all types of property portfolios.

Residential Properties

Apartments, flats, townhouses, bedsitters

Commercial Properties

Office buildings, shops, malls, co-working spaces

Real Estate Companies

Multi-property portfolios, agency management

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Gated Estates

Integrated with gate management

Getting Started

What You Need to Get Started

Prepare these elements for a smooth PMS implementation.

Property Portfolio Details

List of properties, unit types, sizes, rental rates, and amenities for system configuration.

Tenant Database

Current tenant records, lease agreements, contact details, and payment histories for data migration.

Payment Setup

M-Pesa till/paybill numbers, bank account details for rent collection integration.

Management Team

Define user roles: landlords, property managers, caretakers, accountants, and their access levels.

Lease Templates

Your standard lease agreement templates, house rules, and notice templates for digital conversion.

Reporting Needs

Define key reports you need: income summaries, arrears reports, occupancy rates, expense tracking.

Results

Expected Outcomes

What property owners achieve with our management system.

25%

Faster rent collection with automated reminders

30%

Reduced vacancy periods through better listing

70%

Less time on administrative tasks

100%

Financial transparency across all properties

FAQs

Frequently Asked Questions

Common questions about property management systems.

How much does a property management system cost?

Basic systems for individual landlords with up to 50 units start from KES 70,000. Multi-property solutions for real estate companies with advanced features, tenant portals, and accounting modules range from KES 100,000 to KES 180,000+ depending on portfolio size and feature requirements.

Can tenants pay rent via M-Pesa?

Yes, our systems feature deep M-Pesa integration with STK push for instant rent payments, automatic payment matching to tenant accounts, real-time receipt generation, and comprehensive reconciliation dashboards. Tenants receive automated SMS reminders before due dates and payment confirmations.

Can I manage multiple properties from one system?

Absolutely. Our platform supports unlimited properties with centralized dashboards showing occupancy, revenue, expenses, maintenance status, and arrears across your entire portfolio. You can drill down into individual properties or view consolidated summaries.

Does the system handle maintenance requests?

Yes, tenants submit maintenance requests through the tenant portal or mobile app with photos and descriptions. Requests are tracked through the workflow — from submission to assignment, progress updates, completion, and tenant feedback. Property managers can monitor response times and maintenance costs across all properties.

Can it generate financial reports for tax purposes?

Yes, the system generates comprehensive financial reports including rental income statements, expense categorization, net operating income calculations, cash flow summaries, and KRA-ready tax reports. Reports can be generated per property, per period, or for your entire portfolio.

Does it support tenant screening?

Yes, features include online tenant application forms, document upload and verification, employment and reference checks, credit assessment tools, and digital lease agreement generation with e-signature capabilities. This streamlines the tenant onboarding process and reduces the risk of problematic tenants.