RentPilot

Property management software for South African portfolios

Run your entire property portfolio from one system.

RentPilot brings leases, invoicing, bank reconciliation, arrears and legal recovery, maintenance, inspections and on-site operations together in a single platform, built for commercial, retail and mixed-use property managers.

  • Built in South Africa
  • Role-based access for every team
  • Offline-capable site inspections
https://app.rentpilot.co.za/dashboard
RP
Executive Command CenterSANDTON PORTFOLIO
Interactive Preview • Click tabs & actions
6-Month Performance Trend (COLLECTIONS)Live Automated Rollup
Mar
Apr
May
Jun
Jul
Aug
Priority Arrears & Live Collections2 Auto-Reconciled Today
Unit 402 - The Regent
R 16,500.00 • 3 Days Past Due
Unit 108 - Camps Bay Coastal
R 28,000.00 • EFT Matched
Auto-Reconciled

Illustrative interface shown with sample data.

The platform

Twelve integrated modules. One source of truth.

Finance, operations, legal and on-site teams work from the same live data, so nothing is re-captured and nothing falls between systems.

Leases & tenants

A single register for every lease, tenant and unit across your portfolio.

  • Lease onboarding, renewals and escalations
  • Deposits and vacate processing
  • Lease documents, notes and tenant statements

Invoicing & reconciliation

Monthly billing and bank reconciliation without the spreadsheet work.

  • Bulk monthly invoice generation with PDF delivery
  • Bank and TPN statement import with payment matching
  • Suspense account for unallocated receipts

Arrears, debt & legal

Follow every rand owed from first reminder through to legal action.

  • Rent-due and unpaid rental tracking
  • Debt management cases and Acknowledgements of Debt
  • Eviction matters, letters of demand and legal billing

Maintenance, suppliers & quotes

Log, quote and track repairs against the right property and supplier.

  • Maintenance requests linked to properties and units
  • Supplier register and pro forma quotes
  • Assigned tasks with due dates and status

Property inspections

Structured inspections completed on a phone or tablet, on site.

  • Reusable inspection templates and scheduling
  • Photo capture with on-image markup
  • Works offline and syncs when back online

Boardroom bookings

Manage shared meeting rooms and bill tenants for their use.

  • Room availability and booking calendar
  • Bookings invoiced to the tenant account
  • Usage visible per building

Percentage & turnover rent

Calculate turnover-based rent for retail tenants accurately.

  • Capture tenant turnover figures
  • Automatic percentage rent calculation
  • Drill-down by property and tenant

Guardian site security

Visitor access and guard patrols, managed from the same platform.

  • Visitor access logging at the gate
  • Blocklist management
  • Patrol routes with checkpoint verification

Staff timekeeping

Verified attendance for on-site and field staff.

  • Facial-recognition check-in per site
  • Check-in schedules by employee
  • Attendance records and audit log

CRM & communications

Leasing leads and tenant conversations in one shared inbox.

  • Lead pipeline with follow-up alerts
  • WhatsApp and email inbox per conversation
  • Approved WhatsApp message templates

Reporting & dashboards

Live portfolio performance for managers, executives and owners.

  • Collection rate and vacancy by building
  • Executive portfolio report
  • Multi-branch manager dashboards

Landlords & owners

Keep owner records and reporting organised per portfolio.

  • Landlord profiles and property assignment
  • Owner statements and portfolio reporting
  • Per-property invoice branding

How it works

Built around the way property teams actually work

Finance, operations and management each get the tools they need, all working from the same live data.

01 • Billing & reconciliation
For finance teams

Accurate invoicing and reconciled accounts, every month.

Generate monthly lease invoices in bulk, email PDF invoices and statements to tenants, and match bank statement lines to the right lease.

  • Bulk monthly invoicing across all leases
  • Bank and TPN statement import with payment allocation
  • Suspense account, credit notes and deposit tracking
02 • Maintenance & inspections
For operations teams

Every repair and inspection, logged and accountable.

Log maintenance jobs, obtain supplier quotes, assign follow-up tasks and complete property inspections on a phone or tablet, even without signal.

  • Requests linked to properties, units and suppliers
  • Inspection templates with photo markup and offline mode
  • Tasks assigned to staff with due dates and status
03 • Reporting
For management

A clear, current view of portfolio performance.

Track collections, arrears and vacancies by building, and produce executive reports for owners and stakeholders.

  • Collection rate and arrears by building
  • Vacancy tracking by building and unit
  • Executive and multi-branch dashboards
https://app.rentpilot.co.za/dashboard/invoicing
Monthly Lease Invoicing & Statement Generator
Interactive Sample
Electricity Recovery450 kWh
100 kWhTariff (R 2.88/kWh)900 kWh
Water Recovery18 kL
Monthly Invoice #INV-8402Unit 402 - The Regent
Base Monthly RentalR 16,500.00
Electricity (450 kWh @ R 2.88)R 1 296,00
Water (18 kL @ R 34.50)R 621,00
Total DueR 18 417,00
Automated batch scheduled on the 25thTax Invoice Format

FAQ

Frequently Asked Questions

Answers to the questions we hear most from property managers.

Property management companies and landlords running commercial, retail, office and mixed-use portfolios in South Africa, from a single building to multi-branch operations.

Have a specific question about your portfolio?

Book a walkthrough and we'll answer it against your own portfolio.

See RentPilot with your portfolio in mind

Book a walkthrough with our team. We'll show you the modules that matter to your operation and how your existing data moves across.

Contact us