Spreadsheets, Accounting Software or a Property Platform?
Every approach works at some size. Here is where each one starts to strain, and what a purpose-built platform changes.
Typical Capabilities
General comparison of approaches, not of any named product. Individual tools vary.
| Capability | Spreadsheets & chat apps | General accounting software | Oxflare |
|---|---|---|---|
| Matches M-Pesa payments to tenants | No | Partly | Yes |
| Tenant account numbers for paybill | No | No | Yes |
| Tenant portal with self-service payment | No | No | Yes |
| Automatic rent billing and late fees | No | Partly | Yes |
| Deposit ledger with move-out settlement | No | No | Yes |
| Water and electricity meter billing | Partly | No | Yes |
| Owner statements with commission | Partly | Partly | Yes |
| Caretaker field app | No | No | Yes |
| Role-based access by property | No | Partly | Yes |
| Audit log of sensitive actions | No | Partly | Yes |
| Arrears aging and portfolio analytics | Partly | Partly | Yes |
| Maintenance request tracking | No | No | Yes |
When Each Approach Makes Sense
Spreadsheets
Fine for a handful of units and one person doing everything. Strain shows when payments multiply, staff share the file or an owner asks for history.
Accounting software
Excellent for the books. It does not know about units, leases, meter readings or tenants paying by M-Pesa with the wrong reference.
A property platform
Worth it once rent collection, reconciliation and reporting take real time, or when more than one person touches the numbers.
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