BetaSuite 360 Online ERP

Full Tenant Lifecycle — Managed End to End

Enquiry to move-in. Rent. Maintenance. Renewal. Move-out. All tracked.

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Property & Tenant Management System Features

Manage tenants, collect rent and maintain properties — from one cloud dashboard

Tenant Registry & Lease Management

Maintain complete digital records for every tenant including lease terms, rent amount, escalation schedule, security deposit, emergency contacts and copies of signed lease documents. BetaSuite tracks lease start and end dates, sends automatic renewal reminders 90, 60 and 30 days before expiry, and manages the full lease lifecycle from offer letter to vacating. Lease agreement PDFs are generated from your template with one click.

M-Pesa Rent Collection

Send rent invoices to tenants via WhatsApp or SMS with an embedded M-Pesa payment link. Tenants pay directly via M-Pesa STK Push and BetaSuite confirms the payment, updates the tenant's account and sends a receipt automatically — without any manual intervention from your property management team. M-Pesa rent collection dramatically reduces the time and awkwardness of rent collection in multi-unit residential and commercial properties.

Automated Rent Invoicing

Rent invoices are generated automatically on the first day of each billing cycle based on the tenant's lease terms. Service charges, utility bills, parking and other recurring charges are added automatically before the invoice is sent. Late payment penalties are calculated and applied according to the lease agreement — ensuring the rent roll is always current without manual calculations by your accounts team.

Maintenance Request Management

Tenants submit maintenance requests via SMS, WhatsApp or a web portal. Requests are logged in BetaSuite with a reference number, assigned to the appropriate contractor or maintenance staff, tracked through completion and closed with the tenant's sign-off. Maintenance history per unit shows recurring issues that indicate structural problems or deferred maintenance that should be addressed proactively during lease renewals.

Rent Roll & Vacancy Reports

See the entire rent roll at a glance — every unit, tenant, monthly rent, outstanding balance and payment status on a single screen. Occupancy reports show vacancy rates by building, floor and unit type. Revenue forecasts based on current leases and scheduled escalations help property owners and investors understand their income position months in advance — invaluable for refinancing and portfolio management decisions.

Security Deposit Management

Record security deposits at lease commencement and track them as liabilities separate from income. At lease termination, deductions for damages and unpaid rent are documented against the deposit, and any balance is refunded to the tenant with a detailed statement. BetaSuite produces a deposit reconciliation report for each departing tenant — protecting landlords from disputes and giving tenants clear, documented accountability.

Utility Billing (Water, Electricity)

Enter water and electricity meter readings per unit monthly and BetaSuite calculates each tenant's utility bill based on consumption and current utility rates. Utility charges are added to the monthly invoice automatically. Historical meter reading records show consumption trends per unit — useful for identifying meter tampering, leaks or unusual usage that requires investigation before it becomes a large unexpected cost.

Owner Remittance & Portfolio Reporting

For property managers handling multiple landlords' properties, BetaSuite produces monthly remittance statements showing rent collected, expenses incurred, management fees deducted and net funds remitted to each property owner. Portfolio reports give investors a consolidated view across all their properties — total income, vacancy rate, maintenance costs and net operating income — exactly the data needed for portfolio management decisions.

How BetaSuite Property Management Works

From tenant onboarding to monthly remittance — a fully automated rent cycle

1

Onboard Tenants & Set Up Leases

Enter the tenant's details, upload the signed lease, set the rent amount, start date, payment day and escalation schedule. BetaSuite configures the automated invoicing cycle immediately — your accounts team does not need to create a new recurring task.

2

Invoices Generate & Are Sent Automatically

On the billing date, rent invoices and utility charges are generated automatically and sent to tenants via WhatsApp with an M-Pesa payment link. Tenants pay directly from their phone and receive an instant receipt — reducing rent collection from a week-long chase to a same-day settlement process.

3

Track Collections & Chase Arrears

The rent roll dashboard shows paid, partial and overdue accounts in real time. Automated payment reminders go out at 3, 7 and 14 days overdue. Late fees are applied per the lease terms automatically. The property manager focuses on escalated cases rather than routine chasing.

4

Report to Owners & File Accounts

At month end, owner remittance statements are generated automatically showing collections, expenses and net proceeds. All income and expense transactions post to the accounting module. VAT on commercial leases is calculated and reported for filing with KRA.

Frequently Asked Questions

Yes. BetaSuite sends each tenant their rent invoice with an embedded M-Pesa payment link. When the tenant pays, the STK Push payment is confirmed automatically and posted to their account in BetaSuite — no manual receipt capture or reconciliation needed. A payment confirmation WhatsApp message is sent to the tenant immediately. This eliminates the cash collection and bank deposit process that consumes days of management time in large residential properties.

When you set up a lease in BetaSuite, you define the rent escalation schedule — for example, a 10% increase on the anniversary of the lease start date. On the scheduled date, BetaSuite automatically increases the rent amount for future invoices and sends the tenant a notice of the new rent in accordance with the notice period defined in the lease. You can also trigger a manual escalation at any time with a configurable effective date and advance notice period.

Yes. BetaSuite's property management module handles residential apartments, commercial offices, retail spaces, industrial units and mixed-use developments. Commercial leases typically include service charges, VAT on rent and utility billing — all supported. Residential leases focus on rent, deposits and utility billing. Different property types can be managed within the same system and reported on separately or consolidated.

Security deposits are recorded at lease commencement and tracked separately from rental income as a tenant liability. When a tenant vacates, BetaSuite guides you through the deposit reconciliation process — recording any deductions for damages, unpaid rent or cleaning costs with supporting notes. The balance is refunded and documented in the system. The tenant receives a detailed deposit statement showing every deduction and the final amount refunded.

Yes. BetaSuite supports meter reading entry for water and electricity per unit. Each billing period, you enter the current and previous readings and BetaSuite calculates consumption and the corresponding charge at current rates. Utility charges are automatically added to the tenant's invoice for the period. Historical reading records make it easy to identify unusual consumption that might indicate a leak, tampering or meter fault.

BetaSuite produces a comprehensive set of property reports: rent roll summary, vacancy and occupancy analysis, aged arrears by tenant, lease expiry calendar, maintenance cost by unit, security deposit register, utility consumption analysis, owner remittance statement, property income and expense P&L, and portfolio performance summary for investors. All reports are available in real time and can be exported to Excel or PDF.

Yes. BetaSuite supports property management companies handling portfolios for multiple property owners. Each property is linked to its owner, and management fees are configured per property. At month end, BetaSuite produces individual owner remittance statements showing income collected, expenses incurred, management fees deducted and net funds to be disbursed. Consolidated portfolio reports show each owner's total income and occupancy across all their properties.

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