What can you achieve with it?

• Every tenant has a complete, searchable history from move-in to move-out — accessible in 10 seconds • Signed agreements stored and retrievable — no more lost paperwork or 'I never signed that' disputes • Tenant portal eliminates phone calls — tenants check their balance, invoices, and payment history themselves • Move-out calculations are instant and indisputable — all numbers come from the same GL • Professional tenant experience increases on-time payment behaviour and reduces conflict • One platform replaces WhatsApp groups, Excel spreadsheets, physical folders, and M-Pesa screenshots

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How to Manage the Full Tenant Lifecycle — From Invite to Move-Out — Without Paperwork

Who this is for

You manage tenants directly without a property management company. Onboarding a new tenant currently involves printing agreements, meeting in person for signatures, collecting a cheque or bank transfer, and manually setting up a WhatsApp group to send invoices. When a tenant eventually moves out, working out what they owe or are owed takes a spreadsheet and several calls.

The problem

Each tenant onboarding is a bespoke process — different paperwork, different payment methods, different records. There's no centralised record that shows a tenant's full history: when they moved in, what they owe, what they've paid, what their deposit status is, and any communication history. This makes managing even 10 tenants surprisingly time-consuming.

The same problem appears at move-out: what does the tenant owe in final rent? What's the deposit balance? Were there any deductions? Getting these numbers right requires digging through months of M-Pesa messages, WhatsApp threads, and handwritten notes. Most landlords either undercharge or give up on small balances to avoid the conflict.

What you can achieve

Every tenant has a complete, searchable history from move-in to move-out — accessible in 10 seconds
Signed agreements stored and retrievable — no more lost paperwork or 'I never signed that' disputes
Tenant portal eliminates phone calls — tenants check their balance, invoices, and payment history themselves
Move-out calculations are instant and indisputable — all numbers come from the same GL
Professional tenant experience increases on-time payment behaviour and reduces conflict
One platform replaces WhatsApp groups, Excel spreadsheets, physical folders, and M-Pesa screenshots

The Kokodi workflow

1
Step 1
Invite tenant via email
Action
Enter the tenant's name and email in Kokodi. They receive an invitation link, set a password, and land in their personal tenant portal.
2
Step 2
Upload signed rental agreement
Action
Attach the signed rental agreement PDF to the tenancy record. Available at any time for both landlord and tenant to retrieve.
3
Step 3
Set billing start date and rent amount
Setup
Configure the tenancy start date, monthly rent, billing cycle, and whether the tenant is subject to VAT. Kokodi will generate invoices from this point forward.
4
Step 4
Create deposit invoice
Action
Issue a deposit invoice if applicable. The tenant pays via their portal or you record the cash/bank receipt manually.
5
Step 5
Ongoing invoices and payments auto-managed
Automated
Monthly invoices are generated automatically. M-Pesa payments are matched and allocated. The tenant's running balance is always current.
6
Step 6
Move-out: generate final invoice
Action
Issue a final invoice for any outstanding period. The system shows the tenant's exact balance including all partial payments.
7
Step 7
Settle deposit and process refund
Action
Apply the deposit against any outstanding balance. Refund the remainder via M-Pesa or bank and record it. Full deposit ledger generated automatically.