Automatic Bank Deposit Recording for Your Rental Management System
When tenants pay rent via M‑Pesa to your bank Paybill number, Property Admin, Kenya’s leading property management system, captures and reconciles each payment automatically.
Learn more about our full rental management system .
How Our Rental Management System Automates Bank Deposits
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Tenant Pays via Bank Mpesa Paybill
Tenant initiates rent payment to your designated account at Equity, KCB, Co-op, etc.
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SMS Notification Received
The bank sends an SMS alert to your registered number for each deposit.
Equity Bank:
A deposit of KES 25,000.00 has been received on A/C 123456#12 via M-Pesa.
Ref: MQL0AEXXX, Date: 24-04-2025 08:32AM.
New balance: KES 88,100.45. -
App Captures & Uploads
Property Admin’s mobile app reads the SMS and uploads payment details to our cloud-based system.
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Invoice Settlement
Our rental management system matches the payment to the tenant’s invoice and marks it paid—no manual work.
Option 2: Direct Bank API Integration
Prefer a more automated and secure setup? Property Admin integrates directly with APIs from top Kenyan banks—enabling automatic deposit reconciliation without relying on SMS messages.
Supported Banks in Kenya:
- Equity Bank – Via Paybill
247247and a unique linked account ID - Co-operative Bank – Special Paybill with API-based account mapping
- KCB Bank – Buni API Gateway supporting webhooks and real-time alerts
- Stanbic Bank – Enterprise-grade APIs with secure notifications
- Standard Chartered Kenya – Developer portal access for tailored integrations
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Step 1: Request a dedicated Paybill account number (e.g.,
123456#12) from your bank through your relationship manager. - Step 2: Share your account setup details with us and we’ll handle the technical integration.
- Step 3: Once connected, rent deposits made to your Paybill will trigger automatic invoice reconciliation in your account—no mobile device or SMS monitoring needed.
- This setup is ideal for enterprise landlords and property managers seeking full automation and bank-grade data security.
Why Automate Bank Recording in Your Rental Management System?
Accurate Reconciliation
Eliminate errors and ensure every rent deposit is matched correctly.
Save Time
Free hours spent on manual data entry and reconciliation each month.
Secure & Compliant
All payment data is encrypted and stored safely in the cloud.
About Automatic Bank Deposit Recording
Property Admin’s rental management system and property management system integrates seamlessly with multiple banks—Equity, KCB, Co‑operative Bank, and more—to deliver true end‑to‑end automation of rent collections. When tenants pay via M‑Pesa into your dedicated bank Paybill number, every SMS notification from the bank is automatically captured by our mobile app, securely uploaded to the cloud, and reconciled against outstanding invoices without any manual effort.
This feature forms a critical component of our broader property management software offering. It eliminates the need for spreadsheets, reduces reconciliation errors, and provides landlords with real‑time visibility into cash flow. By leveraging Property Admin’s powerful rule engine, you can configure automatic matching criteria—such as tenant name, unit number, or custom transaction codes—so that each bank deposit is accurately posted against the correct tenant’s account.
Beyond simple reconciliation, Property Admin’s bank deposit automation enhances financial accountability and audit readiness. Every captured transaction is timestamped, logged with original SMS details, and stored in an immutable ledger. This ensures compliance with financial regulations and makes it easy to generate comprehensive reports on rent trends, deposit aging, and payment histories. As part of our full‑suite real estate management system, you can export these insights to PDF or Excel or share them directly with stakeholders from within the platform.
Landlords and property managers using this rental management system benefit from immediate alerts on late payments, automated follow‑up messages, and the ability to reconcile multiple payments from a single tenant in one click. The integration also supports partial payments, advance deposits, and security deposit tracking—empowering you to manage complex billing scenarios effortlessly. Because all features reside in one unified property management system, teams can collaborate in real time, assign deposit reconciliation tasks, and maintain a centralized audit trail.
Security is at the forefront of Property Admin’s design. All SMS capture processes occur on-device, with data encrypted both in transit and at rest using AES‑256 standards. Our cloud infrastructure features ISO‑compliant backups and role‑based access controls, ensuring only authorized users can view sensitive financial records. As your portfolio scales from a handful of units to hundreds, our system remains performant and reliable—delivering the high availability required for professional landlords.
In summary, automatic bank deposit recording within Property Admin transforms your rent collection workflow into a seamless, error‑free process. It elevates our property management system beyond basic tenancy tracking to a comprehensive financial operations hub, making Property Admin the preferred choice for savvy landlords seeking a modern, all‑in‑one rental management system.
