This case study shares the experience of a property management company in Kenya that moved from spreadsheets and manual collection to Nyumba Zetu across a 100-unit portfolio. Within a year, they saw a significant improvement in collection rates and a large reduction in time spent on reconciliation and chasing payments.
Starting point
The company managed about 100 units across several buildings. Rent was collected via M-Pesa and bank transfer; invoices were prepared in Excel and sent by email. Matching payments to the correct tenant and month was done manually, often taking days. Arrears were tracked in another spreadsheet, and follow-up was ad hoc. Collection rates were acceptable but left room for improvement, and the team spent many hours on repetitive admin.
Implementation
The company onboarded all properties and units into Nyumba Zetu. They set up automated monthly invoicing and linked their M-Pesa paybill so that incoming payments were automatically matched to tenants and invoices. Reminders were configured to go out before and on the due date. The team was trained on the dashboard and reports so they could see real-time collection status and arrears aging.
Outcomes
Over the next 12 months, the company saw collection rates improve by roughly 30% compared to the previous year. On-time payments increased because tenants received clear, consistent invoices and reminders. Time spent on reconciliation dropped sharply because matching was automatic. The team could focus on genuine arrears cases and on growing the portfolio. Financial reports were always up to date, making month-end and client reporting much easier.
If you manage a growing portfolio and want to improve collections and reduce admin, see our solution for property managers and request a demo to see how Nyumba Zetu can deliver similar results.