What can you achieve with it?

• Consistent onboarding experience across all agents and all landlord buildings — no individual variation • Signed agreements stored and accessible — any lease dispute resolved by pulling the document • Tenants reach a professional portal on day one — first impression consistent with agency brand • Zero physical paperwork at onboarding — the entire process is completed digitally • Full transaction history from the first deposit — defensible if landlord or tenant raises a query • Multiple agents can manage different buildings under one PMC without data getting mixed

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How an Estate Agency Onboards New Rental Tenants Professionally at Scale

Who this is for

Your estate agency manages rental properties on behalf of multiple landlord clients. You source tenants, vet them, and then handle the ongoing relationship including rent collection. Onboarding a new tenant involves physical paperwork, manual payment recording, and setting up a new WhatsApp group. The process is inconsistent between different agents and buildings.

The problem

Estate agencies managing rentals face a specific problem: they are accountable to two parties simultaneously — the landlord (who expects professional reporting) and the tenant (who expects a smooth experience). Poor onboarding undermines both. Tenants who receive their first invoice late, don't know where to pay, or can't access their tenancy documents form a negative first impression that affects the entire tenancy.

For the agency, inconsistent onboarding creates compliance risk. When agreements aren't formally stored and linked to tenancy records, disputes about lease terms are unresolvable. When payment records are spread across individual agents' WhatsApp chats, the agency has no consolidated view of portfolio health.

What you can achieve

Consistent onboarding experience across all agents and all landlord buildings — no individual variation
Signed agreements stored and accessible — any lease dispute resolved by pulling the document
Tenants reach a professional portal on day one — first impression consistent with agency brand
Zero physical paperwork at onboarding — the entire process is completed digitally
Full transaction history from the first deposit — defensible if landlord or tenant raises a query
Multiple agents can manage different buildings under one PMC without data getting mixed

The Kokodi workflow

1
Step 1
Add landlord building under agency PMC
Setup
Each landlord's building is configured under the agency's PMC account. This separates income and expenses by landlord for clean reporting.
2
Step 2
Create unit and set rental terms
Setup
Add the unit with rent amount, billing cycle, and deposit amount. Configure whether the unit is subject to VAT.
3
Step 3
Invite tenant via email
Action
Enter the tenant's details and send the invitation. The tenant receives a branded portal link. No physical meeting required for portal setup.
4
Step 4
Upload signed rental agreement
Action
Attach the signed agreement document to the tenancy. Both agency and tenant can retrieve it at any point — no lost paperwork.
5
Step 5
Issue and collect deposit invoice
Action
Generate the deposit invoice. Tenant pays via M-Pesa or bank transfer. Receipt generated automatically.
6
Step 6
First rent invoice sent automatically
Automated
On the billing start date, the first invoice is generated and sent. The tenant pays via the portal. The agency has a complete transaction record from day one.