What can you achieve with it?

• Every transaction attributed to a named user — accountability replaces shared-login ambiguity • Role-based access means staff only see and do what their role requires — data security by design • Dual-control approval on bills and journals structurally prevents unauthorised payments • Immutable GL means no silent corrections — every change leaves a visible trail • Director oversight without micromanagement — approvals happen in the platform, not on WhatsApp • Investor, owner, or auditor confidence that internal controls are real, not theoretical

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How Growing PMCs Implement Financial Controls Without Slowing Down Operations

Who this is for

Your PMC has grown to a team of 5 to 20 people: property managers, accountants, caretakers, and a director. Not everyone should see everything — a caretaker doesn't need to see the company's P&L, and a property manager shouldn't be able to post journal entries. You've had incidents where incorrect entries were made by staff who shouldn't have been in that part of the system.

The problem

As PMCs grow, the same admin login shared by everyone becomes a liability. There's no accountability for who made what change. A junior staff member can accidentally void an invoice, edit a payment, or export the full tenant database. In one common scenario, a company only discovered a data integrity problem months later when an audit found payments posted under the wrong tenants.

The dual-control problem is equally pressing. In property management, significant financial transactions — large payments, GL journals, bill approvals — should require a second set of eyes before execution. Without a structured workflow, approvals happen via WhatsApp messages that get lost, and there's no auditable record of who authorised what and when.

What you can achieve

Every transaction attributed to a named user — accountability replaces shared-login ambiguity
Role-based access means staff only see and do what their role requires — data security by design
Dual-control approval on bills and journals structurally prevents unauthorised payments
Immutable GL means no silent corrections — every change leaves a visible trail
Director oversight without micromanagement — approvals happen in the platform, not on WhatsApp
Investor, owner, or auditor confidence that internal controls are real, not theoretical

The Kokodi workflow

1
Step 1
Create PMC user accounts
Setup
Add each staff member as a named user with their own login. No more shared passwords — every action is attributed to a specific person.
2
Step 2
Assign roles by function
Setup
Assign roles: Director, Accountant, Property Manager, Caretaker. Roles determine which features and buildings each user can access.
3
Step 3
Configure approval chains for bills
Setup
Set which bill amounts require approval and who the approvers are. A bill created by an accounts assistant requires accountant + director sign-off before payment.
4
Step 4
Staff work within their permitted scope
Action
Property managers handle tenant and invoice management. Accountants handle GL journals and reports. Directors see everything but approve only when required.
5
Step 5
Approval notifications route correctly
Automated
When a bill or journal requires approval, the designated approver is notified automatically. Approval or rejection is logged with timestamp and comment.
6
Step 6
Immutable GL prevents retrospective changes
Automated
Once a GL journal is posted and approved, it cannot be edited or deleted. Corrections require a formal reversing journal — full audit trail at all times.
7
Step 7
Review audit reports
Report
Directors can see all approval activity, all GL journal history, and all user actions — by person, by date, and by transaction type.