A Clear Path From Spreadsheets to Live
We do not hand you a login and wish you luck. Onboarding is a guided project with clear steps, owners and checkpoints.
How Onboarding Works
Timelines depend on portfolio size and data quality, so we agree dates with you rather than promise one number.
- 01
Discovery
We learn how you manage today: properties, owners, billing day, utilities, fees, team and tools. We agree what "done" means.
- 02
Structure and settings
We set up your organization, properties, units, roles and billing rules, including late fees, reminders and utilities.
- 03
Data import
Tenants, leases, opening balances and deposits are imported from your spreadsheets and checked line by line.
- 04
Payments and messaging
We help you connect your own M-Pesa paybill and SMS account, verify them and send a test prompt and message.
- 05
Training
Short, role-based sessions for managers, accountants and caretakers. Tenants are invited by SMS.
- 06
Go-live and review
We stay close through your first billing cycle and review results with you afterwards.
What to Have Ready
Your tenant list
Names, phone numbers, ID numbers, units and rent. A spreadsheet is fine.
Opening balances
What each tenant owes or has paid ahead, and deposits held.
Payment details
Your paybill or till, and access to the Daraja credentials if you use M-Pesa prompts.
Owner agreements
Commission terms for each owner if you manage on behalf of others.
Protect Your Records During the Move
- Opening balances are reconciled against your last statement before go-live
- You can run in parallel for a billing cycle if you prefer
- Nothing is deleted from your old records until you are comfortable
- Every import is reviewed with you before it is final
- Nightly verified backups run from day one
- Your data remains yours, and can be exported in standard formats
Implementation FAQ
It depends on the size of your portfolio and how clean your current records are. A single building can be set up quickly; a large multi-owner portfolio takes longer. We agree a plan with you at the start.
Yes. Most portfolios start from a spreadsheet. We help structure it so properties, units, tenants and balances arrive correctly.
Very little. Tenants receive an SMS with their login and account number, and the portal is designed to be used on a phone without instructions.
That is common and sensible. Many organizations run Oxflare beside their old records for a billing cycle before switching fully.
Plan Your Move to Oxflare
Book a call and we will outline your onboarding plan.