What can you achieve with it?

• Zero manual M-Pesa statement cross-referencing — every transaction auto-matched to the correct tenant • Real-time arrears view for all tenants in a single dashboard, bucketed by days overdue • Tenant self-service portal reduces 'did you receive my payment?' calls to zero • Automated reminders via WhatsApp/SMS replace manual chasing, improving on-time payment rates • Complete GL audit trail means any payment dispute is resolved in under 60 seconds • Partial payments tracked and allocated automatically — no more confusion on tenant balances

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Residential LandlordsResidential Apartments

How a Private Landlord Eliminated Rent-Chasing with M-Pesa Auto-Matching

Who this is for

You own between 5 and 30 residential units across one or two buildings in Nairobi, Mombasa, or another Kenyan city. You collect rent through an M-Pesa paybill but manually check the M-Pesa statement each month, chase tenants on WhatsApp, and keep records in a notebook or Excel. You've had instances where a tenant claimed to have paid but you couldn't locate the transaction.

The problem

M-Pesa paybill transactions arrive as a flat list with phone numbers and amounts — no automatic link to which unit or tenant they belong to. Every first week of the month becomes a painful exercise of cross-referencing a downloaded statement against a handwritten register, calling tenants who haven't paid, and sometimes missing payments that came in late under a different number.

The deeper problem is that there's no running balance per tenant. You don't know who is 1.5 months behind vs 3 months behind without doing the maths yourself. When a tenant moves out, working out their exact balance — including partial payments, arrears, and deposit — can take days and still lead to disputes.

What you can achieve

Zero manual M-Pesa statement cross-referencing — every transaction auto-matched to the correct tenant
Real-time arrears view for all tenants in a single dashboard, bucketed by days overdue
Tenant self-service portal reduces 'did you receive my payment?' calls to zero
Automated reminders via WhatsApp/SMS replace manual chasing, improving on-time payment rates
Complete GL audit trail means any payment dispute is resolved in under 60 seconds
Partial payments tracked and allocated automatically — no more confusion on tenant balances

The Kokodi workflow

1
Step 1
Add buildings and units
Setup
Create your building and add each unit with its rent amount and billing cycle (monthly, quarterly, etc.).
2
Step 2
Invite tenants to the portal
Action
Send each tenant an email invitation. They accept and get their own portal to view invoices, balances, and payment history.
3
Step 3
Link M-Pesa paybill to building
Setup
Connect your M-Pesa paybill or till number to the building. Kokodi registers a webhook with Safaricom's Daraja API.
4
Step 4
Monthly invoices auto-generated
Automated
On the billing date, Kokodi automatically creates a rent invoice for every active tenant and notifies them by email.
5
Step 5
Tenant pays via M-Pesa STK push
Automated
Tenants can pay directly from their portal. Kokodi triggers an STK push to their phone — they enter their PIN and it's done.
6
Step 6
Payment auto-matched and GL posted
Automated
Incoming M-Pesa transactions are matched to the tenant's account number. The GL posts: DR Bank 1040 / CR AR 1050.
7
Step 7
Arrears dashboard reviewed
Report
Check the defaults report and aged receivables to see exactly who is overdue by how many days and the exact amount.
8
Step 8
Automated reminders sent
Automated
Kokodi sends configurable payment reminders via email, SMS, or WhatsApp on days you specify (e.g., 3 days before, 5 days after due).