What can you achieve with it?

• Every maintenance expense linked to a specific building, supplier, and GL account — no more guesswork • AP register shows exactly what you owe at any moment — no surprise payment calls • Dual-control approval on large bills before payment — prevents unauthorised spend • Building owners receive expense-backed P&L reports — no unexplained line items • Bank reconciliation confirms that every payment is accounted for — double payments caught before they clear • Year-end separation of operating vs. capital expenses takes minutes, not days

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How PMCs Track Maintenance Spend Accurately and Reconcile at Month-End in Hours

Who this is for

You manage maintenance and repairs across multiple buildings — plumbers, electricians, painters, lift technicians, security companies. Payments go out from company accounts, petty cash, or sometimes personal cards. At month-end, your accountant tries to reconstruct what was spent on what property, and it's always incomplete. Building owners query expenses that 'seem high' and you can't always substantiate them.

The problem

Maintenance spend is notoriously hard to track across a property portfolio. Contractors send informal invoices via WhatsApp. Payments are made from multiple accounts. There's no system that links a payment to a specific building, a specific invoice, and a specific expense category. When you try to report on maintenance costs per building, you're working from memory and guesswork.

The accounts payable problem is worse. Without a proper AP system, you don't know what you owe until someone calls asking for payment. You sometimes pay the same invoice twice because there's no central record. Building owners notice inflated expense lines and lose trust. And at year-end, the accountant spends days identifying which payments were operating expenses vs. capital improvements — a distinction that has material tax implications.

What you can achieve

Every maintenance expense linked to a specific building, supplier, and GL account — no more guesswork
AP register shows exactly what you owe at any moment — no surprise payment calls
Dual-control approval on large bills before payment — prevents unauthorised spend
Building owners receive expense-backed P&L reports — no unexplained line items
Bank reconciliation confirms that every payment is accounted for — double payments caught before they clear
Year-end separation of operating vs. capital expenses takes minutes, not days

The Kokodi workflow

1
Step 1
Add suppliers to the supplier register
Setup
Create a record for each contractor: plumber, electrician, security company, landscaper. Add their KRA PIN for withholding tax compliance.
2
Step 2
Create supplier bill on receipt
Action
When a contractor completes work and sends an invoice, create a bill in Kokodi against the correct building and expense account. GL: DR Expense / CR AP 2010.
3
Step 3
Route bill for approval if required
Approval
Bills above a configured threshold require director or portfolio manager approval before payment. Approval is tracked with timestamp and comment.
4
Step 4
Record AP payment
Action
Once approved, record the payment method (bank transfer, M-Pesa, cheque). GL: DR AP 2010 / CR Bank 1040. The bill is marked as paid.
5
Step 5
Run expense reports by building
Report
Filter the P&L by building and date range to see exactly what was spent on maintenance, utilities, and other expense categories for each property.
6
Step 6
Bank reconciliation confirms completeness
Report
Match every bank outgoing to a supplier bill. Unreconciled items surface immediately — catching missed entries or potential double payments.