Construction & Real Estate
Rental and Tenancy Management System
Handle the full tenancy cycle: applications, leases, deposits, rent invoices and reminders, mobile money receipts, arrears follow-up, renewals and move-out inspections.
- Web-based
- Android
- iOS
Overview
Rental and Tenancy Management System
A Rental and Tenancy Management System concentrates on the relationship between landlord and tenant. It tracks each lease from the first enquiry to the final deposit refund, making sure rent is invoiced on time, payments are matched to the right tenant and arrears are followed up before they grow. Extrion Tech can build it in-house for landlords and agents of any size, from a few houses to several hundred units.
Rent in Zanzibar and Tanzania is often paid quarterly, six-monthly or annually in advance, sometimes in TZS and sometimes in US dollars, and increasingly through mobile money or bank transfer. The system handles these patterns: it generates invoices according to each lease’s billing cycle, sends SMS or email reminders before the due date, and can match payments received through mobile money or bank statements where an API or import is available. Each tenant has a clear statement showing every charge, payment and balance.
Lease renewals, rent reviews and notices are scheduled automatically, with reminders well ahead of expiry. Move-in and move-out inspections are recorded with photos and a checklist so deposit deductions are documented. A tenant portal or mobile app can let tenants view statements, download receipts and report maintenance issues. Lease clauses, notice periods and reminder schedules are configured with you to match local practice.
Business problems it addresses
- Rent due dates are tracked in notebooks, so invoices and reminders are late.
- Mobile money and bank payments are hard to match to the correct tenant.
- Arrears build up because follow-up is inconsistent.
- Lease expiries and rent reviews are missed.
- Deposit deductions are disputed because inspections were not documented.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From enquiry to deposit refund
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1
Enquiry and application
Record the prospective tenant, unit of interest and supporting documents.
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2
Lease creation
Set rent, currency, billing cycle, deposit and lease start and end dates.
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3
Move-in inspection
Record unit condition with a checklist, meter readings and photos.
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4
Rent invoicing
Invoices are generated per billing cycle with reminders before due date.
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5
Payment matching
Receipts from cash, bank or mobile money are allocated to invoices.
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6
Arrears follow-up
Overdue balances trigger reminders, calls and formal notices.
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7
Renewal or notice
Leases are renewed with any rent review, or notice is recorded.
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8
Move-out and refund
Inspection deductions are agreed and the deposit balance refunded.
Functions covered
Modules and what they do
01 Leasing
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Tenant and application records
Stores tenant details, IDs, guarantors and application documents.
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Lease management
Manages terms, billing cycles, currency, escalations and lease documents.
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Renewals and notices
Schedules expiry reminders, rent reviews and notice periods.
02 Rent and collections
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Rent invoicing
Generates monthly, quarterly or annual invoices automatically.
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Receipts and allocation
Records payments and allocates them to the oldest or chosen invoices.
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Deposits
Holds security deposits and records deductions and refunds.
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Arrears management
Ages balances and tracks follow-up actions and promises to pay.
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Mobile money payments
Optional / subject to scope
Matches payments through mobile money providers where an API is available.
03 Tenant services
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Inspections
Runs move-in, routine and move-out checklists with photos.
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SMS and email reminders
Sends due-date, receipt and arrears messages through an SMS gateway.
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Tenant portal and app
Optional / subject to scope
Lets tenants see statements, download receipts and report repairs.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Tenant identity documents and payment histories are restricted to authorised staff, tenants see only their own records, and retention periods are agreed with the client for the relevant jurisdiction.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Secure API access
Authenticated, rate-limited access for integrations.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Data retention and deletion policies Retention periods and deletion rules agreed with you.
- Offline mode with controlled synchronisation Work offline and synchronise safely when the connection returns.
Data integrity
Every invoice, receipt, deposit movement and write-off is recorded as a transaction against the lease, so a tenant statement can always be regenerated. Payments cannot be deleted once posted, only reversed with a reason, and receipts from mobile money or bank imports are reconciled before allocation.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Billing cycles, currencies and rent escalation rules
- Reminder schedules and SMS wording in English or Kiswahili
- Lease templates, notices and receipt layouts
- Inspection checklists per property type
- Payment channels and tenant portal features
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Construction & Real Estate
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