What can you achieve with it?

• Every material payment has a documented, timestamped approval chain — external audit-ready by default • Junior staff cannot post GL journals unilaterally — finance controls are structurally enforced, not voluntary • Approval via the platform replaces WhatsApp messages — no ambiguity about what was authorised • Directors spend 30 minutes a day on structured approvals instead of ad-hoc interruptions throughout the day • Internal audit findings on control weaknesses eliminated — Kokodi's approval trail is the control evidence • Building owners can be shown documented approval evidence for any expense on their property

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Property Management CompaniesLarge Property Management

How Large PMCs Enforce Dual-Control on Every Material Financial Decision

Who this is for

You run a professional property management company with a significant portfolio — 50+ buildings, a finance team, and multiple senior managers. You've had issues with payments going out without proper sign-off, GL journals being posted incorrectly by junior staff, or supplier bills approved informally via email or phone without a documented audit trail. Your external auditors have flagged internal control weaknesses.

The problem

Property management at scale involves hundreds of financial transactions per month: invoices, supplier payments, journal entries, credit notes. Without a structured approval system, the organisation relies on people being diligent and processes being followed voluntarily. But under workload pressure, shortcuts happen. A bill gets paid without a second signature. A GL journal is posted to fix a mistake without going through a proper process.

The consequences can be severe: a KRA audit finds transactions with no approval documentation, an owner notices an unauthorised expense on their building's P&L, or an internal audit reveals that a payment was made twice because two people approved the same WhatsApp message. External auditors classify this as a material control weakness — it affects the company's reputation and the owner relationships at the core of the business.

What you can achieve

Every material payment has a documented, timestamped approval chain — external audit-ready by default
Junior staff cannot post GL journals unilaterally — finance controls are structurally enforced, not voluntary
Approval via the platform replaces WhatsApp messages — no ambiguity about what was authorised
Directors spend 30 minutes a day on structured approvals instead of ad-hoc interruptions throughout the day
Internal audit findings on control weaknesses eliminated — Kokodi's approval trail is the control evidence
Building owners can be shown documented approval evidence for any expense on their property

The Kokodi workflow

1
Step 1
Define approval tiers by amount
Setup
Configure amount thresholds: bills under KES 10,000 need one approver; KES 10,000–100,000 need two; above that require director sign-off.
2
Step 2
Assign approvers by role
Setup
Map each approval tier to named users by role. Finance Manager approves tier 1 and 2; Director approves tier 3. Approval permissions are enforced at the system level.
3
Step 3
Supplier bill submitted by staff
Action
An accounts assistant creates the bill in Kokodi. It enters a Pending Approval state — it cannot be paid until the approval chain is satisfied.
4
Step 4
Approver receives notification and reviews
Automated
The approver is notified by email. They review the bill details, attached invoice document, and expense account. They approve or reject with a mandatory comment.
5
Step 5
GL journal approval follows the same workflow
Approval
Manual GL journals — adjustments, corrections, opening balances — are also subject to approval. A junior accountant cannot post a journal unilaterally.
6
Step 6
Approved transaction locked and immutable
Automated
Once approved, the GL posting is locked. Changes require a formal reversal journal, which itself requires approval. Every step is timestamped and attributed.
7
Step 7
Approval audit report for external review
Report
Generate a full approval history report for any period: every bill, every journal, who approved it, who rejected it, and when. Handed directly to auditors.