M-Pesa Paybill Integration
Tenants pay rent to your own Safaricom Paybill from the M-Pesa menu, or tap Pay now for an STK prompt on their phone.
Rental management software features
Rental Software Features: M‑Pesa Paybill, Water Billing, SMS & Portals
Every feature in Rentals is built around how rent is actually paid in Kenya. Here is what the system does for landlords, caretakers and tenants in Nairobi, Mombasa, Nakuru, Machakos and every other town.
Auto Reconciliation
Every M-Pesa payment is matched to the right tenant and invoice in seconds. Overpayments become credit. No statement checking.
Water Readings & Billing
Caretakers enter meter readings; units and the water bill are calculated at your rate and added to the invoice.
Auto SMS & Email
Receipts, invoices, reminders and welcome messages go out automatically by SMS and email.
Tenant, Caretaker & Owner Portals
Everyone signs in to their own portal and sees only their part. Secure email-code sign-in.
Multiple Buildings
Manage many buildings in different towns, each with its own caretaker, water rate and charges. No mix-up of data.
Agreements & PDF Invoices
Digital tenancy agreements and branded PDF invoices are generated and emailed automatically.
Owner Analytics
Rent received, arrears, occupancy and water use per building and per month — accurate and live.
✓ Paid via Paybill · SMS sent
Fully integrated Paybill
M-Pesa Paybill rent collection
Rentals connects to your own Safaricom Paybill. Rent goes straight to your account — the system only records and matches it.
- Pay from the M-Pesa menu — Lipa na M-Pesa → Paybill → your number → the tenant's account number (e.g. RIQ00017).
- Pay now button — the tenant portal sends an STK push; the tenant enters their PIN.
- Instant confirmation — Safaricom notifies Rentals the moment money arrives.
- Cash and bank too — caretakers record non-M-Pesa payments with a receipt.
Oldest invoice first · credit kept
Auto reconciliation
Automatic rent reconciliation — no more statements
- Matched by account number, room code or invoice — within seconds.
- Settles the oldest unpaid invoice first, then the next.
- Overpayments become credit and clear next month's invoice automatically.
- Unmatched payments (wrong account number) are held safely for the owner to assign.
- Every M-Pesa code is unique — a payment can never be counted twice.
Water readings
Water meter readings & water billing
Perfect for buildings with individual meters — whether water comes from the county, a borehole or a bowser.
Readings on the phone
The caretaker picks the tenant and types the new reading. The previous reading fills in automatically.
Bill calculated for you
Units × your rate per m³ is added to the tenant's invoice, with the rate shown on the PDF.
Rules that prevent errors
First reading is the month after move-in, months can't be skipped, vacant months are zero, and past bills never change when you update the rate.
Auto SMS sending
Automatic SMS & email for every payment and bill
- Payment receipts by SMS and email as soon as M-Pesa confirms.
- Monthly invoices with rent, water and balance, plus a PDF by email.
- Welcome message & tenancy agreement at move-in.
- Secure sign-in codes for owners, caretakers and tenants.
Portals
Tenant portal, caretaker portal & owner portal
Tenant Portal
For tenants · any phone browser
- Sign in with a code sent to their email
- View invoices, water bills & balance
- Pay now with M-Pesa (STK push)
- Download receipts & tenancy agreement
- Full payment history
Caretaker Portal
Only their assigned buildings
- Move tenants in and out
- Record monthly water readings
- Generate invoices in bulk
- Record cash & bank payments
- See M-Pesa payments as they arrive
Owner Portal
Landlords, agents & property managers
- Dashboard: received, arrears, occupancy
- Buildings, units, rent & water rates
- A caretaker for each building
- Paybill reconciliation & unmatched payments
- Water, invoices & agreements reports
Multi-building & multi-town
Hold buildings in Nairobi, Mombasa, Nakuru or Machakos in one account. Each caretaker sees only their buildings.
Tenancy agreements & invoices
Agreements are generated at move-in with rent, deposit and charges, and kept unchanged for the tenancy. PDF invoices every month.
Accurate dashboards
Money received, collection rate, arrears, occupancy and water consumption per month, per building, per year.
Ready to see these features on your own property?
Open the live system now, or talk to our team. Call or WhatsApp to book a free walkthrough.