What can you achieve with it?

• Monthly owner statements compiled in 30 minutes per building, not 3 days for the entire portfolio • Building-level P&L means every expense is correctly attributed — no cross-owner allocation errors • Owner disputes answered in under 2 minutes with transaction-level drill-down • Scales to 50+ owner buildings without adding headcount — the process is the same at any size • Professional statement presentation increases owner confidence and reduces churn • Management fee tracking and disbursement recorded in the same system — no separate spreadsheet

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How a PMC Cut Monthly Owner Reporting from 3 Days to 30 Minutes

Who this is for

Your property management company manages buildings on behalf of 10 to 30 private property owners. Each month you owe every owner a statement showing rent collected, expenses incurred on their property, your management fee, and the net amount disbursed. Compiling these statements currently means exporting M-Pesa statements, manually allocating expenses, and building each owner's statement in Excel before emailing it out.

The problem

When you manage multiple owners' properties on a single M-Pesa paybill, all income comes in as one stream. Splitting it by owner, deducting the right expenses, and computing the management fee requires significant manual effort every month. A single mistake — an expense allocated to the wrong owner, a payment assigned to the wrong building — cascades through all the statements and takes hours to correct.

The problem compounds as you grow. What works for 5 owners in Excel becomes completely unmanageable at 20. Owners start calling to query their statements. You spend time defending numbers instead of managing properties. Some PMCs hire a full-time bookkeeper just to handle this monthly cycle — but the root problem is a process issue, not a staffing one.

What you can achieve

Monthly owner statements compiled in 30 minutes per building, not 3 days for the entire portfolio
Building-level P&L means every expense is correctly attributed — no cross-owner allocation errors
Owner disputes answered in under 2 minutes with transaction-level drill-down
Scales to 50+ owner buildings without adding headcount — the process is the same at any size
Professional statement presentation increases owner confidence and reduces churn
Management fee tracking and disbursement recorded in the same system — no separate spreadsheet

The Kokodi workflow

1
Step 1
Set up each building under the PMC
Setup
Add each owner's building separately under your PMC account. Buildings function as reporting units — all income and expenses are tracked per building.
2
Step 2
Configure M-Pesa per building
Setup
Link each building's rent collection to your M-Pesa paybill using unique account references per tenant. Payments auto-route to the correct building.
3
Step 3
Record maintenance expenses against building
Action
When you pay a plumber or caretaker for a specific building, create the supplier bill against that building's expense account. GL maintains building-level separation.
4
Step 4
Run per-building rent ledger
Report
The Rent Ledger report shows every invoice, payment, and balance for a specific building. Filter by date range for the month's activity.
5
Step 5
Run P&L statement per building
Report
Generate a P&L for each building showing gross rent collected, expenses, and net income. This is the core of the owner statement.
6
Step 6
Run aged receivables per building
Report
Show the owner exactly which tenants are in arrears and by how much. Demonstrates proactive management and pre-empts queries.
7
Step 7
Export and deliver owner statement
Report
Export all reports as PDF. Send to the owner. The entire process — from month-end to delivery — takes 30 minutes per building, not hours.