What can you achieve with it?

• 200 invoices generated, sent, and tracked in the time it takes to make a coffee — zero staff effort • Consistent tenant communication on every invoice via email, SMS, and WhatsApp • On-time payment rates improve because reminders are systematic and never forgotten • Arrears are identified in one report, not through manual register cross-referencing • Staff freed from invoice generation spend time on tenant relationship and property operations • Audit trail on every invoice: when created, when sent, when paid — defensible in any dispute

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How a PMC Managing 200 Units Eliminated Manual Monthly Invoicing

Who this is for

Your property management company handles invoicing for a large residential or mixed portfolio — anywhere from 80 to 300+ units. Every month, your team generates invoices one by one, then spends the first two weeks of the month following up with tenants who haven't paid. The invoicing process alone takes two to three staff days each month. Late reminders go out inconsistently because there's no systematic process.

The problem

At 200 units, manual invoicing is not just tedious — it is a source of errors. Wrong amounts, wrong billing dates, invoices sent to old email addresses, duplicate invoices. Each error requires manual correction and a follow-up message to the tenant. Meanwhile, the tenant experience is poor: they receive invoices on different days each month, can't see their balance history, and have no self-service option.

The reminder problem is equally bad. There's no agreed workflow for who sends reminders, when, and through which channel. Some staff use WhatsApp, others use email. Nothing is tracked. The result is inconsistent follow-up, higher arrears, and more time spent chasing payments than would be needed with a structured system.

What you can achieve

200 invoices generated, sent, and tracked in the time it takes to make a coffee — zero staff effort
Consistent tenant communication on every invoice via email, SMS, and WhatsApp
On-time payment rates improve because reminders are systematic and never forgotten
Arrears are identified in one report, not through manual register cross-referencing
Staff freed from invoice generation spend time on tenant relationship and property operations
Audit trail on every invoice: when created, when sent, when paid — defensible in any dispute

The Kokodi workflow

1
Step 1
Configure billing cycle per unit
Setup
Set each unit's billing cycle (monthly, bi-monthly, quarterly), rent amount, and billing start date. This is a one-time setup per unit.
2
Step 2
Invoices auto-generated on schedule
Automated
On the configured billing date, Kokodi generates all invoices simultaneously. 200 invoices created in seconds — no staff time required.
3
Step 3
Tenants notified automatically
Automated
Each tenant receives an email notification with their invoice details and a link to their portal to pay or view their account.
4
Step 4
M-Pesa STK push payment
Automated
Tenants initiate payment from the portal. The STK push goes to their phone. On payment, it's matched and allocated to the correct invoice automatically.
5
Step 5
Reminder schedule executes automatically
Automated
Configure reminders: 5 days before due, on due date, 3 days after, 7 days after. Kokodi sends via email, SMS, or WhatsApp based on your settings — for every tenant, every month, without staff action.
6
Step 6
Defaults report reviewed weekly
Report
Run the Defaults Report to see all tenants currently in arrears sorted by amount and days overdue. Escalate the serious cases manually.

Kokodi features used

Automated Invoice GenerationBilling Cycle ConfigurationTenant PortalM-Pesa STK PushEmail / SMS / WhatsApp RemindersDefaults ReportPayment Auto-Allocation