RentSmart Documentation

Comprehensive guide for landlords, property managers, agents, caretakers, tenants, and administrators.

Getting Started

Sign up for a free trial, configure your company profile, add properties and units, and invite team members.

  1. Register an account from the homepage.
  2. Go to Settings → update Company name, logo, email, and phone.
  3. Add Properties and Units; set rent amounts and occupancy details.
  4. Add Tenants and create Leases for units.
  5. Invite your team with role-specific permissions.

User Roles & Permissions

Assign roles to users to control access:

  • Admin: Full access to system features, reporting, user management.
  • Landlord: Monitor properties, tenants, leases, payments, notices.
  • Property Manager / Agent: Manage properties, leases, tenants, maintenance, and notices.
  • Caretaker: Update unit status, submit maintenance updates.
  • Tenant: Access lease details, make payments, submit maintenance requests, and view notices.

Tip: Use role-based permissions to maintain security and ensure accountability.

Properties & Units

Manage property and unit details efficiently:

  • Properties: Create, edit, and upload documents or images for each property.
  • Units: Add multiple units, assign rent, occupancy status, and link tenants via leases.
  • Track vacant and occupied units for better occupancy management.

Tip: Update unit details whenever tenants move in/out to keep records accurate.

Tenants & Leases

Create and manage tenants and their leases:

  • Link active leases to units, setting rent, deposit, and lease duration.
  • Track tenant payment history, arrears, and lease expiry.
  • Generate reports for tenant balances and overdue payments.

Payments & Invoices

Track all payments and generate invoices:

  • Record rent and utility payments (supports M-PESA manual logs).
  • Create invoices with multiple line items, apply tax, and post to ledger.
  • Download or email invoices in PDF format to tenants.
  • Automatic ledger posting ensures accounting consistency.

Tip: Reconcile payments weekly to avoid discrepancies.

Maintenance

Track maintenance requests and costs:

  • Tenants or caretakers can submit requests via the system.
  • Record actual maintenance cost; optionally deduct from tenant rent balance.
  • Track maintenance status and completion dates for reporting.

Utilities

Manage utilities efficiently:

  • Add metered or flat utilities per unit.
  • Record readings or monthly charges.
  • Include utilities in tenant invoices for accurate billing.

Messaging

Communicate securely within RentSmart:

  • Chat with tenants, managers, caretakers, and admins in real-time.
  • Broadcast notices or individual messages.
  • Keep all communication centralized for auditing and tracking.

Notices

Broadcast or schedule notices to tenants and staff:

  • Send notices by property, unit, or individual tenant.
  • Schedule future notifications for rent reminders or announcements.
  • Track which tenants have read the notices.

Accounting

Comprehensive accounting module:

  • Chart of Accounts, General Ledger, Trial Balance.
  • Profit & Loss, Balance Sheet reporting.
  • Invoices automatically post to accounts receivable/revenue.

E‑Signatures

Digitally sign documents securely:

  • Create signature requests for tenants, managers, or staff.
  • Share public links for document signing.
  • Track signature status and download signed documents.

Tenant Portal

Tenant self-service portal:

  • View active lease, rent due, and payment history.
  • Submit maintenance requests and track progress.
  • Receive notices and communicate with property managers.

Reports & Analytics

Generate detailed reports for operational insights:

  • Occupancy & vacancy reports per property/unit.
  • Tenant payment history & arrears.
  • Maintenance cost and completion analytics.
  • Revenue, Profit & Loss, Trial Balance, Balance Sheet.
  • Export reports in PDF, Excel, or CSV format.

Notifications & Alerts

Automated alerts for timely actions:

  • Upcoming rent due notifications for tenants.
  • Lease expiry alerts for managers and landlords.
  • Maintenance updates and completion notifications.
  • System alerts for unpaid balances or failed payments.

Mobile & Accessibility

RentSmart is fully responsive and mobile-friendly:

  • Access all core features on tablets and smartphones.
  • Tenants can pay rent and submit requests on the go.
  • Receive push notifications for alerts and updates.

Tips & Best Practices

  • Update property and unit details regularly for accurate records.
  • Use scheduled maintenance tracking to prevent overdue repairs.
  • Reconcile payments weekly to avoid accounting errors.
  • Encourage tenants to use the portal for payments and requests.
  • Regularly back up system data and maintain user role security.

FAQ & Support

For questions or help, contact: