Precision Property Management & Double-Entry Financial Control.
RenTracX unifies multi-property lease administration, complex South African municipal utility splits, trust & holding account reconciliation, and automated arrears recovery into one auditable, role-isolated platform.
Every invoice charge, payment receipt, overpayment credit transfer, and deposit allocation is tracked with complete debit/credit parity across the tenant statement and general cashbook.
Engineered on Strict Accounting Principles
Unlike basic property trackers, RenTracX enforces strict separation between operational income/expense ledgers and tenant/agent holding accounts so your Profit & Loss is never distorted by deposits or unallocated credits.
Synchronized Statement & Age Analysis
Tenant statements compute Brought-Forward balances, itemized invoice debits, approved payments, credit allocations, and overpayment transfers in real time — ensuring per-invoice balances and 30/60/90+ day aging buckets reconcile to the cent.
Segregated Holding & Trust Ledgers
Security deposits (deposit_transactions), tenant overpayments (unallocated_payments), and agent credits are isolated in dedicated holding ledgers until formally allocated or refunded.
Automated Lease Finalization & Interest
Daily cron automation calculates pro-rata overdue interest (compound or simple) with audit trails, while the Lease Finalization engine offsets damage claims and unpaid invoices against held deposits and unallocated credits.
Multi-Unit Municipal & Sub-Meter Split Reconciliation
Properties with shared municipal connections or sub-meters require exact pro-rata and consumption-based cost recovery. RenTracX automates the entire utility billing cycle from tenant meter photo capture to final invoice generation.
Designated Meter Reader Workflow & Photo Verification
Designated tenants or field staff submit timestamped meter readings with photographic proof directly from their mobile portal for Admin verification.
Configurable Municipal Tariffs & Shared Resource Splits
Supports electricity kWh consumption, water kilolitre calculations, sewerage, refuse, and occupant-weighted or unit-weighted shared property splits.
Municipal Cost vs. Tenant Recovery Analytics
Compare municipal bulk bills directly against tenant utility recoveries per property to detect leakage, faulty meters, or unbilled consumption immediately.
Water & Sanitation
Sub-meter kilolitre tracking with configurable tariff rates, fixed basic charges, and automatic rollover handling.
Prepaid & Conventional Power
Tracks conventional kWh readings, shared common-property electricity splits, and municipal bulk reconciliations.
Refuse & Rates Splits
Automated allocation of municipal refuse removal and ancillary service charges across active units on a property.
One-Click Utility Invoicing
Approved meter readings generate itemized utility invoices or append directly to monthly billing runs with PDF breakdowns.
Comprehensive Operational Modules
Every operational workflow is tightly integrated with the underlying accounting ledger, eliminating manual spreadsheets and reconciliation errors.
Automated Rent & Arrears Engine
Scheduled cron jobs generate recurring monthly rent invoices, apply automatic credit allocations, accrue daily overdue interest after grace periods, and dispatch tiered payment reminders.
Agent Commissions & Payouts
Calculates agent commissions dynamically as tenant payments are approved, supports agent manual invoices and credit allocations, and manages payout requests with POP verification.
Maintenance & Contractor SLA
Full maintenance ticketing with priority tracking, contractor dispatch, quote/invoice submission, payment approval workflows, and direct expense posting to the property P&L.
Executive Financial Reporting
Real-time Profit & Loss, Cashbook Ledger, Aged Arrears (Current/30/60/90+ days), Tax & Expense Summaries, Occupancy Analytics, and downloadable PDF statements.
Legal Handover & Debt Recovery
Flag delinquent accounts for legal handover, grant external Debt Collectors isolated read-only access to assigned tenant statements, FICA documents, and live balances.
System Audit Logs & Governance
Every create, update, deletion, approval, reversal, and authentication event is recorded with before/after JSON snapshots, user attribution, and IP address tracking.
Six Purpose-Built Stakeholder Portals
A single unified login automatically routes each stakeholder to their tailored, permission-enforced workspace.
System Administrator
Complete operational, financial, and system configuration authority across all properties.
- Property, Unit, Tariff & Lease Lifecycle Management
- Payment POP Approval, Reversals & Credit Allocations
- Municipal Split Billing & Bulk Expense Reconciliation
- User Impersonation, Cron Automation & Audit Logs
Accountant Portal
Dedicated financial oversight, tax compliance, and general ledger inspection workspace.
- General Cashbook, P&L & Holding Account Ledgers
- Tax Period Summaries & Deductible Expense Audits
- Aged Arrears & Tenant Statement Verification
- Exportable CSV/PDF Financial Packs for Sars/Auditors
Property Agent Portal
Scoped access to assigned units, tenant accounts, and real-time commission earnings.
- Live Commission Accrual on Approved Tenant Payments
- One-Click Commission Payout Requests & History
- Agent Billing Invoices & Credit Offset Management
- Assigned Unit & Tenant Arrears Monitoring
Tenant Self-Service Portal
Transparent financial statements, proof-of-payment uploads, and utility/maintenance tools.
- Live Statement of Account & Itemized PDF Invoices
- Instant Proof of Payment (POP) Upload & Credit Application
- Maintenance Ticket Logging & Lease Document Vault
- Designated Meter Reading Submission with Photo Proof
Contractor Portal
Streamlined work-order management and direct invoice billing for approved vendors.
- View Assigned Maintenance Tickets & Site Details
- Update Ticket Progress & Communicate with Admin
- Generate & Submit Contractor Invoices Linked to Jobs
- Verify Remittance POPs & Confirm Payment Receipt
Debt Collector Portal
Strictly isolated legal recovery workspace for handed-over delinquent accounts.
- Live Arrears Balances & Full Historical Statements
- Access to Signed Leases, IDs & Handover Documentation
- Next-of-Kin & Verified Contact Details for Tracing
- Strict Read-Only Isolation to Assigned Accounts Only
Ready to access your workspace?
Sign in with your registered credentials to access your role-specific dashboard and live financial ledgers.