What can you achieve with it?

• Arrears identified within 24 hours of a missed payment — not weeks later when it becomes a crisis • Tiered automated reminders reduce arrears without staff manually drafting individual messages • Landlords informed proactively about defaults — agency relationship strengthened, not damaged by surprises • Legal escalation cases have a documented communication history that's court-ready • Portfolio arrears rate visible as a management metric — enables proactive tenant selection decisions • Good payers never receive aggressive reminder messages — communication is proportionate by design

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How Estate Agencies Proactively Manage Tenant Defaults Across Their Portfolio

Who this is for

You manage 30 to 100 tenancies on behalf of multiple landlords. Some tenants are always on time. Some are always late. A few are accumulating serious arrears. Right now, identifying which category each tenant falls into requires manually reviewing individual M-Pesa records or calling caretakers. By the time you know a tenant is 3 months behind, the situation is much harder to resolve.

The problem

Arrears management at agency scale is a visibility problem. When you can see the problem early — a tenant who has been late consistently for 3 months — you can intervene before it becomes a legal matter. When you discover the problem late — because there was no automated flag — you're already 3 months in debt with little leverage.

The communication problem compounds it. Sending targeted, proportionate reminders — different messaging for 1 week late vs 2 months late — requires a system that knows the balance. Without it, you either send generic reminders to everyone (which annoys good payers and has no effect on bad ones) or you do it manually case by case (which is unsustainable at 100+ tenancies).

What you can achieve

Arrears identified within 24 hours of a missed payment — not weeks later when it becomes a crisis
Tiered automated reminders reduce arrears without staff manually drafting individual messages
Landlords informed proactively about defaults — agency relationship strengthened, not damaged by surprises
Legal escalation cases have a documented communication history that's court-ready
Portfolio arrears rate visible as a management metric — enables proactive tenant selection decisions
Good payers never receive aggressive reminder messages — communication is proportionate by design

The Kokodi workflow

1
Step 1
Aged receivables report reviewed
Report
Run the Aged Receivables report for the entire portfolio. Every tenant's outstanding balance is bucketed: current, 30 days, 60 days, 90+ days.
2
Step 2
Defaults report identifies risk cases
Report
The Defaults Report surfaces tenants who have missed payments, partially paid, or not paid at all — with exact amounts and number of days overdue.
3
Step 3
Automated tiered reminders deployed
Automated
Configure reminder tiers: gentle nudge at 5 days, firmer reminder at 14 days, formal notice at 30 days. Kokodi sends the right message to the right tenant automatically.
4
Step 4
Landlord notified of serious defaults
Action
For tenants in the 60+ day bucket, generate a building-level arrears report and share with the landlord. The landlord is informed, not surprised.
5
Step 5
Manual escalation recorded in system
Action
For tenants requiring legal escalation or formal notice, record the action and date in Kokodi. The record shows the full history of communication before legal action.
6
Step 6
Portfolio health dashboard monitored monthly
Report
Review the overall accounts summary showing total rent expected, total collected, and total outstanding. Track the trend month on month — improving or deteriorating.