Terms are defined the way the system uses them. Where a word is commonly used loosely (wallet, prepaid, void), the precise meaning matters — it changes what the numbers mean.
Property & tenancy
Organisation — your company on the platform. Owns branches, settings, branding and users.
Branch — an operating unit of the organisation (a region, an office, a scheme). The scope for almost every list, KPI and report.
Block — a building or estate holding units.
Unit — the billable physical place. Carries unit type, size, occupancy type and, optionally, an owner.
Lease — the contract between the organisation and a resident for a unit, with dates, rent, charges and deposit. A lease is a separate record from the unit it occupies; a unit can have many leases over time.
Resident — a person attached to a lease. Residents carry a role per unit: tenant, owner, next of kin, or other contact.
Occupancy — whether a unit currently has an active lease. Derived from lease status, never typed in.
Portfolio — a grouping of units or blocks used for reporting and assignment, cutting across blocks.
Billing
Service type — the catalogue entry for a billable thing (rent, water, service charge, deposit, late fee). Maps to an income account in the chart of accounts and carries the tax treatment. Every invoice line references one.
Invoice — a bill issued against a lease. Carries lines, tax, due date and a balance.
Recurring invoice — a rule on a lease that generates an invoice every cycle. Also called a recurring charge.
Charge escalation — a schedule that raises a recurring charge over time (for example annual rent increases), with projections you can review before they take effect.
Adjustment — a credit note or debit note that changes an invoice balance without receiving or paying money.
Void — cancelling an issued invoice; the system reverses its ledger posting.
Write-off — accepting that a debt is uncollectable. The invoice stays for history; the receivable is removed as bad debt. Not the same as a void.
Tax exclusive — the platform applies tax on top of the line amount, everywhere. A line of KES 10,000 at 16% bills KES 11,600.
Money received
Payment — money received (or, for payables, money sent), with a method, a date and a reference.
Allocation — the act of applying a payment against one or more invoices. Until money is allocated, the invoice is still outstanding even though cash has arrived.
Wallet amount — money received against a lease that has not been allocated to any invoice yet. It is unapplied cash, and it is the only figure that can be netted off a balance.
Prepaid amount — an invoice's already-settled portion. It is already inside the invoice's due amount; it is not additional money sitting somewhere. Prepaid attributes to the invoice's unit; wallet attributes to the payment's unit.
Due amount — what remains payable on an invoice.
Suspense — received money that cannot yet be matched to a lease or a payer.
Refund — money returned to a payer, tracked as its own ledger with over-refund and bank guards.
Collections
Case — the recovery workflow for one indebted lease. One open case per lease at a time; a new recovery cycle after closure opens a fresh case linked to the previous one.
Debt item — the breakdown of a case's debt by service type or invoice, refreshed from the ledger. Read-only.
Collectability score — a 0–100 score (higher = more collectable) computed from aging mix, debt-to-rent ratio, payment recency and regularity, partial-payment behaviour, promise history and contact responsiveness. Bands A (80+) to E (<20).
Strategy (dunning ladder) — the ordered list of steps applied to a case: reminders, demand letter, IoT disconnect link, penalty, handover, agent task — each with a trigger delay, band range, and whether it needs approval.
Treatment state — what is happening on the case: active, promise, dispute, hardship, legal flagged. Tracked separately from case status (open / on hold / closed).
Contact state — not contacted, contacted, unreachable, or right party.
Promise to Pay — a recorded commitment from a resident to pay by a date, optionally split into instalments, evaluated as kept, partially kept, missed, or renegotiated.
Shadow mode — the engine computes, scores and stages actions but sends nothing until a human confirms. The default for anything that touches money or reaches a resident.
Aging bucket — how old the debt is: current, 1–30, 31–60, 61–90, 90+ days.
Accounting
Chart of accounts — the account tree that every posting lands in.
Journal — the double-entry record generated from an operational event (invoice, payment, allocation, expense, refund).
Accounting period — a month (or defined period) that can be open or closed. Closing prevents further posting into history.
Trial balance — every account's debit and credit totals as at a date; the check that the books balance.
Profit & loss — income and expenses over a date range.
Balance sheet — assets, liabilities and equity as at a date.
Tax & compliance
eTIMS — the Kenya Revenue Authority's electronic tax invoice management system. Invoices are submitted for certification.
DigiTax — the integration provider the platform submits through. Credentials are configured per business.
Tax class — the KRA classification applied to a service type. The platform default is D (Non-VAT); VAT-rated items are mapped explicitly.
Certified receipt — the KRA-stamped result of a successful submission, including the QR code and fiscal details, shown on the invoice.
Re-file — resubmitting an already-accepted invoice. Use with care: it reports the invoice to KRA a second time.
Ownership plans (TPS)
TPS — Tenant Purchase Scheme. A resident buys the unit over time under a contract.
Amortisation schedule — the instalment plan of principal and interest over the contract term.
At-risk contract — a contract in arrears against its schedule.
Ownership progress — how much of the purchase price has been settled.
Certificate — the document issued when ownership conditions are met.
Utilities & IoT
Smart meter — a connected water, electricity or gas meter polled by a vendor integration.
Reading — a raw meter value at a point in time.
Consumption — the difference between two readings, after quality checks.
Tariff — the rate structure that converts consumption into money.
Billing run — the batch that turns a period's consumption into invoices, with per-unit run items you can inspect before and after posting.
Valve command — a disconnect or reconnect instruction sent to a meter.
IoT arrears enforcement — the warn → disconnect → reconnect ladder driven by unpaid balances.
Platform mechanics
Setting — a configuration value resolved through a scope chain: lease → unit → block → branch → organisation → platform default. The most specific scope wins.
Feature flag — a switch that turns a module or behaviour on for a scope. Used to roll new modules out branch by branch.
Approval — a routed decision on a high-impact action, handled in the approvals inbox.
Audit event — an append-only record of who changed what, when, and why.
Job — a scheduled background process (recurring invoices, allocation, penalties, collections sweep, IoT polling). Jobs are individually switchable and default to off outside production.