Tenant Wetu Application Guide

System User Roles

• Property Admin / Agent: Full operational access to add properties, onboard tenants, configure M-Pesa Paybills, record meter readings, log expenses, and send SMS notices.
• Property Owner (Landowner): Dedicated portal link for building owners to inspect real-time rent collection, vacant units, and net payouts without editing system data.
• Tenant Portal: Passwordless access via magic token link for tenants to view live balances, pay via M-Pesa STK Push, download PDF receipts, and submit complaints.
• SuperAdmin: System administrator overseeing billing subscriptions, SMS packages, and global system configurations.

Initial Profile & Branding Setup

1. Navigate to Settings > Company Profile in your Admin menu.
2. Enter your official business name, contact phone numbers, and official address.
3. Upload Business Logo: Upload your company logo. The logo will automatically format on tenant invoices, PDF receipts, and portal headers.

Step 1: Adding a Property

1. Go to Properties > Add Property.
2. Fill in the Property Name, physical location (City/Town, Street), and assign the Property Owner (Landowner).
3. Click Save Property.

Step 2: Adding Units (Single & Bulk Import)

Units represent individual rentable spaces within a property:

• Single Unit Creation: Go to the Property detail page > Click Add Unit. Enter Unit Number (e.g., House A1), Unit Type (Bedsitter, 1 Bedroom, 2 Bedroom, Shop), Monthly Rent (KES), and Security Deposit.
• Bulk Loading Units: For large multi-unit blocks (e.g. 50+ apartments), click Bulk Import / Unit Generator. Specify the starting prefix (e.g., Unit 101 to Unit 150), set uniform rent/deposit rates, and generate all units instantly in one click!

Tenant Onboarding Workflow

1. Go to Tenants > Add Tenant or click Assign Tenant on a vacant unit.
2. Enter tenant details: Full Name, Phone Number (e.g. 0712345678 or 254712345678), National ID number, and Emergency contact.
3. Set lease details: Move-in Date, Monthly Rent, Payment Due Date (e.g., 5th of every month), and recorded Initial Security Deposit.
4. Click Save & Onboard.

Installing the Tenant Portal App on Smartphone Home Screen (PWA)

Tenants do not need to search or download from Play Store or App Store. The Tenant Portal is a Progressive Web App (PWA) that installs directly from their phone browser to their home screen:

How Owner Links Work

Property agents can generate a dedicated access account or direct portal link for property owners:

1. Go to Owners / Landlords in the Admin navigation.
2. Click Add Owner and link them to their specific property/properties.
3. Send the Owner Portal Access Link to the landlord.

What Landowners Can See

• Live Occupancy & Vacancy: Real-time list of occupied vs vacant units.
• Rent Collections Status: Track how much rent has been collected for the month vs outstanding arrears.
• Net Payout Statements: View management fees deducted, logged maintenance expenses, and net payout totals.
• Downloadable Financial Reports: Export PDF/Excel monthly statements for tax and auditing purposes.
• Security Restriction: Owners have view-only rights and cannot modify tenant records or alter financial entries.

Automated Monthly Rent Invoices

On the configured billing day of each month, Tenant Wetu automatically generates recurring rent invoices for all active leases, applying any carried-forward balances or credit adjustments.

Bulk Utility Meter Loading

For sub-metered water and electricity, use our bulk reading sheet at the end of each month:

1. Go to Utilities > Meter Readings.
2. Select the target Property and Billing Cycle Month.
3. Bulk Entry Table: The system automatically populates all units with their Previous Meter Readings. Simply enter the Current Meter Reading for each unit in the bulk grid.
4. Automatic Calculation: The system instantly calculates: Units Consumed = (Current Reading - Previous Reading) and computes Cost = Consumption × Utility Unit Rate (KES).
5. Click Post & Attach to Invoices. The calculated utility totals are instantly added as itemized charges on each tenant's upcoming monthly invoice!

1. Safaricom M-Pesa Paybill & STK Push Setup

1. Go to Settings > M-Pesa Integration.
2. Input your Safaricom Paybill Shortcode, Consumer Key, and Consumer Secret from your Safaricom Developer Portal.
3. Set Confirmation Callback URL: https://app.tenantwetu.com/api/mpesa/callback

2. Direct Bank API & Virtual Account Integration

For property owners who collect rent directly into corporate bank accounts:

• Supported Banks: Direct API connectivity with Equity Bank, KCB, Co-op Bank, NCBA, Stanbic, and major financial institutions in Kenya.
• Bank Paybill & Virtual Accounts: Assign unique Bank Virtual Account Numbers or Unit Account numbers to tenants. Payments into your bank account trigger instant HTTP callbacks.
• Bank STK / Push Prompts: Tenants can trigger bank payment prompts straight from their tenant portal link.

3. Smart Auto-Reconciliation Engine (M-Pesa & Bank)

When a tenant pays via M-Pesa or Bank API:

• Primary Match: The engine parses the Account / Reference Number entered by the tenant (e.g. House A1 or Tenant ID).
• Secondary Match: If the reference number is omitted or misspelled, the system matches the payment using the sender's mobile phone number or bank account record.
• Automatic Action: Invoice is marked as PAID, current balance is updated, and an instant SMS payment receipt is dispatched to the tenant!

4. Manual Payment Recording & Bank Transfer Instructions

• Custom Bank Instructions: Under Settings > Payment Settings, property managers can define custom bank payment instructions (bank name, account number, swift code) displayed directly to tenants on their portal link.
• Manual Payment Recording: For offline bank transfers, cheques, or cash, go to Payments > Add Payment. Select the tenant and invoice, choose payment method (M-Pesa, Bank, or Cash), input the reference code, amount, and payment date.
• Automated Balance Update: Saving the record instantly marks the invoice as paid, updates the tenant's live statement, and dispatches a digital PDF payment receipt via SMS!

Automated SMS Reminder Workflow

• Upcoming Due Reminder: Sent automatically 3 days before rent due date (e.g. "Dear [Name], your rent of KES [Amount] for Unit [No] is due on [Date].").
• Due Date Notice: Sent on the exact due date with Paybill & Account instructions.
• Overdue Alert: Sent automatically for unpaid invoices after the grace period.
• Instant Payment SMS: Automatically sent upon successful M-Pesa or manual payment verification.

Tenant Maintenance Complaints & Chat

1. Tenants tap Messages / Submit Complaint in their portal link.
2. They select a topic (Plumbing, Electrical, General Inquiry, Noise Complaint) and type their message.
3. Admin receives an instant notification under Messaging in the Admin Dashboard.
4. Admin can reply directly to the tenant thread, attach photos/documents, and track complaint resolution status.

Building Broadcast Announcements

To send announcements to an entire building (e.g. water maintenance schedule, gate security notice):

• Go to Messaging > Send Broadcast.
• Select Property / Building.
• Type announcement content. Check "Also Send as SMS" to deliver text messages directly to tenant mobile phones.

1. Rent Roll & Arrears Tracking

• Rent Roll Summary: Overview of total billed rent vs total collected rent per building and across the portfolio.
• Live Arrears List: Instant aging report showing tenants with overdue balances, days delinquent, and contact buttons.

2. Operating Expense Logging & Management

Track all money going out to maintain true profitability:

1. Go to Financials > Expenses > Add Expense.
2. Select Property, Expense Category (e.g. Repairs & Maintenance, Caretaker Salary, Garbage Collection, Water Bill, Management Fee), Amount (KES), Date, and Vendor details.
3. Attach receipt photo or PDF invoice for audit trail.

3. Profit & Loss (P&L) & Statement Exports

Tenant Wetu automatically calculates your Net Profit:

Export clean, formatted landlord statements in PDF or Excel format with one click!