What an agency manager asks before entrusting their portfolio
The answers below describe what the software does today. What it does not do is written down too, further down this page. You can check every answer in the administrator manual, delivered with the application.
Who collects, who pays what
Does the rent money pass through you?
No. Never. The rents you collect belong to your owners, and we never hold them at any point.
If you switch on online payment, it is you who opens a merchant account with the provider of your choice and who enters your own keys. The provider pays straight into your account. Until you have declared anything, no online payment method is offered to your tenants — better that they call you than a button that fails.
Two completely separate circuits: your subscription, which you pay us; the rents of your owners, which never pass through us.
How is the agency’s commission chosen for a property?
The most precise wins: the property’s commission, otherwise its building’s or estate’s, otherwise the one you set on the owner’s page for all their properties. Your usual commission (Settings) never applies by itself: a button offers it at each entry. A property that is “mine” has no commission, and a change applies to rents collected afterwards: a statement already issued does not change.
Example: Mr Diallo: 8% for all his properties; the building Les Cocotiers: 10%; flat B2: 20,000 F per month → B2 pays 20,000 F, the other flats of Les Cocotiers 10%, his other properties 8%.
What does it cost with 15 properties? And with 200?
The price does not depend on the size of your portfolio, but on the rent of each property : a studio does not pay the price of a villa. Your invoice is the sum of the properties you manage, each at its own price.
Two limits frame each property: at least 200 FCFA a month, and never more than 2 000 FCFA, whatever the rent. The calculation is made in bands.
The full table is on the home page — it shows the scale actually applied, not a copy. And when importing an existing portfolio, the preview screen tells you your current monthly cost, your future cost and the pro-rata difference before before a single row is created.
How is the subscription paid?
On a balance, which you top up whenever you want: you pick a tier, you pay by mobile money or by card, and your balance is credited as soon as it is confirmed.
At the end of each month, your invoice is issued on its own and settled from that balance if there is enough. What is left stays yours and goes towards the next invoice.
If your balance is not enough, nothing is taken — not a part of it, not a deposit. The screen tells you exactly how much is missing. A part-used balance and an unsettled invoice would leave you with neither money nor service.
Can the price change after I sign up?
The scale may change over time. What does not change: your current subscription is never modified without notice, and every top-up and every settlement stays recorded line by line — your balance explains itself, you can always trace where it comes from.
Yours, and retrievable
What do I keep if I do not carry on?
Everything you have entered stays yours, and stays readable: your leases, your receipts, your history, your documents. Nothing is deleted, and nothing is locked away.
You start entering data again the day you subscribe, with nothing to re-enter: you find your portfolio exactly where you left it. And if you need a little time, just ask — every extension is justified and logged.
Is my data mine? What happens if I stop?
It is yours. Reading is never cut off, in no state of your account: an agency that has not paid still sees its leases, its receipts and its history. Holding your data hostage is not a mechanism we have built.
What you can take away today: the list of your properties, your owners and your receivables as an Excel workbook; your six statements as PDFs, with your letterhead; your entries to your accounting software; every document filed, downloadable one by one.
And all at once: a single export of your whole portfolio, in the very format of the import template — properties, owners, tenants, mandates and deposits. The file you get imports back as it is: that is the only proof that it is complete.
Is a deletion permanent?
No. Each module has its Archives and its Recycle bin. A deleted item stays restorable by you for 7 days — a period you can set.
Same rule for money: an incorrect receipt is reversed, it is not deleted. Its number stays used, because a series of receipts with a gap can no longer be audited. And a filed document stays filed, including for a tenant who has left — that is what lets you produce proof years later.
Do my owners and tenants see the same figures as I do?
Yes — and only what concerns them. Yes: they see what you recorded, not a summary rebuilt for them.
Each person enters through their own door and finds only their own file: an owner never sees another owner’s properties, a tenant never sees their neighbour’s lease, and neither of them sees what you earn.
The owner sees their properties and their occupancy, the net due to them this month, their tenants’ arrears, the works awaiting their approval, their mandates coming to an end, their reports and their documents. The tenant sees what is left to pay, each instalment with what was charged and paid, the penalties if any, and their downloadable receipt.
The consequence is worth knowing: a payment received but not entered does not appear, and your tenant will call to point it out. Hence the habit worth taking: record a payment the day you receive it.
Who sees what within my team?
Three roles. Theadministrator does everything, including what commits the agency. The manager runs the ground: properties, tenants, leases, works — not the settings, not the team. The accountant handles the money: receipts, expenses, deposits, payouts, penalties, reports — they do not create a lease.
Beyond the role, each module is switched on or off member by member: a member sees in their menu only what they are allowed to open. And a property can be restricted to one or more named managers — the administrator always sees the whole portfolio.
Committing the agency — changing plan, paying an invoice, switching on a billable option — is reserved by default to the administrator. Viewing the billing screen is open to the whole team. These rights are set member by member from the Team screen: the administrator can delegate them, and only the administrator can.
Arriving with a portfolio already under management
Can I import my existing properties, with the tenants already in place?
Yes, and it is the point we have worked on most — an agency managing two hundred properties never starts from scratch.
A single row of your file creates the owner, the property, the sitting tenant, their lease, their opening balance (arrears in months or as an amount), your management commission, the deposit already collected, the service-charge advance, their due day and the end of their lease.
You download the template as a CSV or an Excel workbook. The workbook carries its own sheet How it works : the exact name of each column, the expected format, the accepted values, a filled-in example. Precise enough for you to fill it in, or for an artificial intelligence to convert your current spreadsheet so that you only have to check it.
Nothing is written before you confirm. The preview shows you what will go in, what will be ignored, and what it changes for your subscription. You can look at it, close the screen and come back.
What if two of my properties have the same name?
The import flags, it does not refuse them. Each row is compared with your existing portfolio and with the other rows of your own file, first by reference, then by name — ignoring accents, case and extra spaces.
You are the one who decides, row by row: import it anyway, or set it aside. Two buildings can legitimately bear the same name in two different districts.
How long is it free?
Your trial lets you manage up to 2 properties without paying anything, with 1 accounts for your team.
It is open for 90 days. The end date is calculated once, when you sign up, then frozen: if we set the offer differently the following month, what you were promised applies.
Beyond that limit, each property is charged on its own rent.
What happens when the trial ends? Do I lose anything?
Nothing is lost, and reading stays open. You carry on seeing your leases, your receipts and your history.
First comes a grace period of 7 days during which you read everything without changing anything. It is not a favour: it is the same gradation as for a late invoice — we warn, we switch to read-only, we suspend afterwards.
After that, you must subscribe to start entering data again. The period can be extended, agency by agency, on request — and every extension is justified and logged.
Can I see the product before creating my workspace?
A full demonstration workspace exists, read-only: every screen, every report, every document, and no change is saved. They wonder — we give you the access details.
You can also create your workspace and record a single real property: the free plan is enough to get to your first receipt and judge on the evidence. Write to us if you would rather see a demonstration.
The field, the phone, the network
Does it work on a phone?
Yes, and it is built for it. The application installs straight from your browser, on a phone as on a computer, without going through an app store: it takes its place on your home screen, with your logo if you have uploaded one.
Your property managers use it on site — photos for an inventory, proof of an expense, the record of a repair.
What happens if I have no internet?
Nothing works offline, and we would rather say so. The application needs the network both to show a screen and to record an entry.
What is kept on your device concerns only the appearance — the stylesheet and the scripts — which speeds up opening when the connection is weak. No data of your agency is set aside to be consulted or filled in without a network, and there is no deferred synchronisation. A cut interrupts your work; it saves nothing pending.
Do my tenants have to create an account?
No. To settle an instalment you send them their link: they open it without an account, sees the amount due and chooses how to pay.
For their own portal — their instalments, their penalties, their receipts — they enter the phone number from their record and the code printed on their receipt. No sign-up, no password to invent. The owner, for their part, receives a link and chooses their own password: you never give them a password, and you know none of them.
I already have tenants in my properties: how do I record them?
Already living there: Take over a tenant already in place. One by one, or all at once with the import. The takeover copies their situation as it is today (up to date, arrears, advance, deposit and who holds it): nothing is collected.
Example: Mrs Koné lives in Mr Diallo’s villa, pays 150 000 F a month and has not paid September or October. Four answers are enough: the property, Mariam Koné and her phone number, 150 000, “No, the tenant owes” 2 months. A debt of 300 000 F is recorded, nothing is collected; you will collect it when she pays. The advance, deposit and move-in date are under “More details (optional)”.
Moving in now: New tenant. For a tenant moving into a vacant home: the lease starts, and the deposit, advance and agency fees are collected on the day you record them.
Do you send SMS messages to my tenants?
Not until you have decided to. E-mail, SMS and WhatsApp channels exist, and they are delivered switched off. Nothing goes out before you have switched on a channel and entered your own credentials with your aggregator — it is your account, and they are your messages that you pay for.
By default, the channel is your tenant’s own portal. The shortest way to get them there is still WhatsApp: from your screens, a document is shared to the number on their record, with a message and a link. The link, not the attachment — WhatsApp’s “click to chat” only carries text, and we will not promise you an attached PDF that we cannot send.
Do I need the owner’s approval for every job?
You choose, and that choice is a setting of your agency, not a rule we impose on you.
Three policies: information only — you carry out the works then report on them, with photos and costs; approval above a threshold — their approval is asked only if the quote exceeds the amount you set; approval every time — to switch on when your mandate requires it. In every case, the owner keeps the record, the photos, the costs, and the right to dispute or ask for information.
Can I use my own name, logo and colours?
Yes. The displayed name, the logo, the tagline and the colour theme are yours, and they apply everywhere: your public site, your owners’ and tenants’ portals, your PDF documents, and the application installed on the phone.
The header and the legal footer of your documents — registered name, address, company number, legal notices — are set once and come out on every receipt, every statement, every contract.
Can I keep my accounts in it?
Yes, and it is not a paid add-on. Accounting, treasury and annual documents are included.
You import your own chart of accounts if you have one, and you export your entries to your software. The setup is done country by country, which matters in the OHADA zone.
Worth knowing: several chart-of-accounts decisions still have to be settled with you — they are choices, not defaults we would take in your place.
Can my storage space fill up?
Yes, it depends on your plan, and the tile Storage on your dashboard warns you before how full it is: amber when the space is nearly full, red when the next uploads will be refused.
Take the second message literally: once the limit is reached, a receipt can no longer be attached to an expense nor a photo to a works record, and the refusal lands at the moment of entry — often in front of a tenant who is waiting. Nothing is ever deleted to make room.
What the software does not do
Better to know it before you commit. If one of these points matters to you, write to us.
And one point about online payment: everything is in place, but before opening it to your tenants, make a first small payment from your own phone. That is the only proof your merchant account is cleared to collect. The screen prompts you to.
A question that is not here?
Ask it: you will get a straight answer, even when it is no.