12 Questions to Ask Before Choosing Property Management Software in Kenya

Choosing software for your rental business is a decision you will live with for years. Rent history, tenant records and owner statements all end up inside it. These twelve questions help you compare options calmly.

Payments

• Does money go to my account or yours? Rent should land in your own paybill or till. Be wary of any system that holds tenant money on your behalf.
• How are paybill payments matched to tenants? Look for tenant account numbers, a queue for unmatched payments and automatic handling of overpayments.
• What happens if a callback is missed? Ask how the system recovers when Safaricom's confirmation never arrives.

Billing and money

• Can it bill utilities? Water and electricity from meter readings should flow into the same statement as rent.
• How are deposits and late fees handled? A deposit ledger and once-only late fees prevent disputes.
• Are payments ever deleted? Good systems reverse rather than delete, so history stays honest.

People and reporting

• Can owners, tenants and caretakers have their own access? Each should see only what they need.
• Can it produce owner statements with commission? This matters as soon as you manage for others.
• What does reporting show about arrears? Aging buckets let you act early.

Risk and growth

• How is data separated and protected? Ask about roles, two-factor sign-in, audit logs and backups.
• Can I export my data? You should be able to leave with your records.
• Will it handle tax needs such as eTIMS? Even if you do not need it today, you may later.

Take these questions to every demo. A confident vendor will answer each one clearly. Ready to see how Oxflare answers them? Book a demo.