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Rental Management Software Kenya: Powerful Solutions for Smarter Property Management

Rental Management Software KenyaRental Management Software Kenya refers to digital software designed to help landlords and property managers manage rental properties, tenants, leases, rent payments, maintenance, expenses and reports from a centralized system.

Instead of keeping property information in different spreadsheets, files and notebooks, property managers can maintain structured digital records.

A complete system can help manage:

  • Properties.
  • Buildings.
  • Units.
  • Tenants.
  • Leases.
  • Rent.
  • M-Pesa payments.
  • Bank payments.
  • Arrears.
  • Expenses.
  • Maintenance.
  • Vacancies.
  • Communication.
  • Reports.
  • Owner statements.

PMS.co.ke describes its platform as a property management system designed for Kenyan landlords, property managers, real estate agencies and apartment operators. (PMS.co.ke)

This makes Rental Management Software Kenya particularly useful for businesses that have moved beyond simple spreadsheets.

Table of Contents

Why Rental Management Software Kenya Is Important

Property management involves many repetitive activities.

Every month, a landlord may need to determine:

  • Who has paid rent?
  • Who has not paid?
  • Which tenants are in arrears?
  • Which leases are expiring?
  • Which units are vacant?
  • Which repairs are pending?
  • Which expenses were incurred?
  • How much income was generated?
  • What should be reported to the property owner?

When this information is managed manually, mistakes can occur.

A properly implemented Rental Management Software Kenya platform can centralize these activities and make the information easier to access.

PMS.co.ke’s published feature set includes property records, tenant profiles, leases, vacancies, maintenance, M-Pesa and bank payment workflows, expenses, communications and financial reporting. (PMS.co.ke)

How Rental Management Software Kenya Works

The basic process is straightforward.

First, the property manager creates the properties and units.

Next, tenant information is added.

The manager then records lease information, rent amounts and payment requirements.

Once the system is configured, daily rental operations can be managed from the dashboard.

A typical workflow looks like this:

Property → Unit → Tenant → Lease → Rent Invoice → Payment → Receipt → Reconciliation → Report

Maintenance can follow another workflow:

Tenant Request → Maintenance Ticket → Vendor Assignment → Work → Approval → Completion

This creates a structured record of the property lifecycle.

With Rental Management Software Kenya, landlords can move away from fragmented records and toward a centralized workflow.

Rental Management Software Kenya for Landlords

Individual landlords often begin with spreadsheets or notebooks.

This can work when the number of properties is small.

However, managing several apartments, rental houses or commercial units can quickly create administrative work.

A landlord may need to monitor:

  • Rent due dates.
  • Tenant balances.
  • Lease expiries.
  • Deposits.
  • Maintenance.
  • Vacancies.
  • Expenses.
  • Monthly income.
  • Property performance.

Rental Management Software Kenya gives landlords a more structured way to organize this information.

For landlords who live outside Kenya, cloud access can also provide visibility into rental operations without requiring constant physical visits to the property.

Rental Management Software Kenya for Property Managers

Professional property managers often handle properties belonging to multiple owners.

This creates additional complexity.

A property manager may have:

Owner A → 30 units

Owner B → 50 units

Owner C → 80 units

Each property may have different tenants, rent amounts, expenses and reporting requirements.

A centralized Rental Management Software Kenya platform can help property managers organize multiple properties while maintaining separate records.

PMS.co.ke says its platform supports landlords, property management companies, real estate agencies, apartment managers and diaspora landlords. (PMS.co.ke)

Tenant Management With Rental Management Software Kenya

Tenant records are among the most important parts of rental administration.

A property manager may need to store:

  • Tenant name.
  • Phone number.
  • Email.
  • Identification details.
  • Unit.
  • Lease.
  • Deposit.
  • Rent history.
  • Payment history.
  • Documents.
  • Maintenance requests.

With Rental Management Software Kenya, these records can be centralized.

This makes it easier to search for tenant information when required.

A tenant management system can also help property teams maintain communication history and important documents.

The PMS.co.ke feature page specifically lists tenant profiles, contacts and lease history as part of its property-management functionality. (PMS.co.ke)

Rental Management Software Kenya for Rent Collection

Rent collection is one of the most important responsibilities in property management.

Late payments can affect:

  • Cash flow.
  • Property maintenance.
  • Staff salaries.
  • Loan repayments.
  • Utility payments.
  • Owner distributions.

A good Rental Management Software Kenya platform can help property managers monitor rent due, rent paid and outstanding balances.

Instead of manually checking multiple messages, the manager can review the tenant ledger.

Rental Management Software Kenya and M-Pesa Payments

M-Pesa is an important payment channel for many Kenyan businesses and landlords.

Property managers therefore need systems that can work with local payment workflows.

PMS.co.ke states that its platform supports M-Pesa Paybill and Till workflows, including payment matching, receipts and arrears visibility. (PMS.co.ke)

This is an important advantage of Rental Management Software Kenya designed around the Kenyan market.

A structured payment workflow can help reduce manual reconciliation.

Automated Rent Reminders

Following up on rent manually can consume a significant amount of time.

A landlord may have to contact dozens of tenants every month.

Automated reminders can help reduce this workload.

A system can be configured to send reminders for:

  • Upcoming rent.
  • Rent due.
  • Overdue rent.
  • Lease renewal.
  • Important property notices.

PMS.co.ke lists SMS, email and in-app communication capabilities among its features. (PMS.co.ke)

This makes Rental Management Software Kenya useful for creating a more consistent communication process.

Rental Management Software Kenya for Lease Management

Lease management is another important part of property administration.

A lease can contain information about:

  • Tenant.
  • Property.
  • Unit.
  • Rent.
  • Deposit.
  • Start date.
  • End date.
  • Renewal terms.
  • Notices.
  • Other contractual requirements.

When leases are stored in paper files, it can be difficult to remember every expiry date.

Rental Management Software Kenya can help organize lease information and provide reminders around important dates.

PMS.co.ke lists digital lease storage, lease templates, renewals, expiry tracking and e-signature functionality among its capabilities. (PMS.co.ke)

Rental Management Software Kenya for Maintenance

Property maintenance is unavoidable.

Tenants may report:

  • Leaking taps.
  • Electrical problems.
  • Broken doors.
  • Plumbing issues.
  • Water problems.
  • Damaged fixtures.
  • Security concerns.
  • General repairs.

Managing maintenance through WhatsApp messages alone can become difficult.

A maintenance module can turn each issue into a trackable request.

The workflow can be:

Tenant reports issue → Manager reviews request → Technician assigned → Work completed → Request closed

PMS.co.ke supports maintenance ticketing with tenant requests, photos, vendor assignment, status tracking and service-level workflows. (PMS.co.ke)

This makes Rental Management Software Kenya useful for improving maintenance accountability.

Rental Management Software Kenya for Vacant Units

Vacant units can reduce rental income.

Property managers therefore need to know:

  • Which units are vacant?
  • When did the vacancy begin?
  • Which units are available soon?
  • Which leases are ending?
  • Which units require maintenance before re-letting?

A Rental Management Software Kenya platform can help managers monitor occupancy and vacancy information.

PMS.co.ke lists vacancy monitoring as one of its property management capabilities. (PMS.co.ke)

Early visibility allows property managers to prepare units and market vacancies faster.

Rental Management Software Kenya for Property Accounting

Property management involves more than collecting rent.

There are also expenses.

These may include:

  • Repairs.
  • Security.
  • Cleaning.
  • Water.
  • Electricity.
  • Landscaping.
  • Property management fees.
  • Staff costs.
  • Maintenance materials.
  • Professional services.

A property accounting module can help categorize these transactions.

Rental Management Software Kenya can therefore help managers understand both income and expenses.

PMS.co.ke lists expense categorization, financial reports, rent rolls, aged receivables, profit-and-loss reporting and cash-flow reporting. (PMS.co.ke)

Rental Management Software Kenya for Owner Statements

Property owners need clear information.

A property owner may ask:

How much rent was collected this month?

How much remains outstanding?

What expenses were incurred?

What is the property’s occupancy rate?

How much should I receive?

A professional Rental Management Software Kenya system can make these reports easier to generate.

Owner statements can provide a clearer picture of property performance.

This is especially useful for agencies managing properties on behalf of several landlords.

Rental Management Software Kenya for Communication

Communication is essential in property management.

Tenants may need information about:

  • Rent.
  • Maintenance.
  • Inspections.
  • Lease renewal.
  • Property rules.
  • Notices.
  • Service charges.
  • Utility bills.

Instead of using disconnected conversations, property managers can centralize communication.

Rental Management Software Kenya can help create a more organized communication process.

PMS.co.ke currently lists centralized SMS, email and in-app communication with templates and schedules. (PMS.co.ke)

Rental Management Software Kenya for Multi-Property Portfolios

A growing property company may manage several buildings.

For example:

Building A — Nairobi

Building B — Mombasa

Building C — Kisumu

Building D — Nakuru

Each building can have different units, tenants and financial records.

Managing these properties separately using spreadsheets creates unnecessary duplication.

A centralized Rental Management Software Kenya platform can provide portfolio-level visibility.

PMS.co.ke states that its platform is designed for portfolios ranging from individual rental houses to multi-block apartments and agency-managed estates. (PMS.co.ke)

Rental Management Software Kenya for Real Estate Agencies

Real estate agencies can use property management technology to offer better services to landlords.

An agency may manage:

  • Property listings.
  • Tenants.
  • Rent.
  • Leases.
  • Maintenance.
  • Owner statements.
  • Expenses.
  • Property performance.

A strong Rental Management Software Kenya platform can centralize these activities.

Agencies can also combine property management software with other business systems.

For example, Zivo provides invoicing, expense tracking and business finance tools that can complement wider financial workflows. Zivo currently positions its platform around invoices, M-Pesa, expenses, staff and cash-flow visibility. (Zivo)

Rental Management Software Kenya and Retail Operations

Some property businesses operate shops, supermarkets or commercial units.

For tenants operating retail businesses, sales and inventory systems may be important.

Vega POS is designed for retail checkout, stock management, payments and daily sales reporting. (vega.co.ke)

This means a property owner can manage the property side with Rental Management Software Kenya while individual commercial tenants may use retail technology such as Vega POS for their own operations.

Rental Management Software Kenya for Business Automation

Automation is one of the biggest reasons property businesses adopt software.

Without automation, staff may spend hours:

  • Entering payments.
  • Sending reminders.
  • Preparing receipts.
  • Updating spreadsheets.
  • Checking arrears.
  • Creating reports.
  • Searching documents.

A Rental Management Software Kenya platform can automate or centralize many of these repetitive activities.

This gives property managers more time to focus on tenants, property quality and portfolio growth.

Rental Management Software Kenya and Digital Documents

Property businesses generate many documents.

These can include:

  • Lease agreements.
  • Inspection reports.
  • Receipts.
  • Tenant identification documents.
  • Maintenance records.
  • Notices.
  • Statements.
  • Vendor documents.

Digital document storage makes information easier to retrieve.

PMS.co.ke lists secure document storage and digital lease capabilities as part of its platform. (PMS.co.ke)

With Rental Management Software Kenya, managers can reduce dependence on physical files.

Rental Management Software Kenya and Property Security

Property information can contain sensitive personal and financial information.

Therefore, security should be considered when choosing software.

Important features include:

  • User accounts.
  • Role-based permissions.
  • Secure authentication.
  • Data encryption.
  • Backups.
  • Access controls.
  • Audit trails.

PMS.co.ke states that its platform uses encryption, daily backups, MFA and role-based permissions and aligns its security approach with the Kenya Data Protection Act. (PMS.co.ke)

Property managers should always evaluate the security practices of any Rental Management Software Kenya provider before onboarding.

Rental Management Software Kenya for Large Organizations

Large property organizations may require more than basic rent collection.

They may need:

  • Multiple branches.
  • Multiple users.
  • Role-based permissions.
  • Approval workflows.
  • Financial reports.
  • Maintenance teams.
  • Vendor management.
  • Portfolio dashboards.

Enterprise property teams can also explore KayaPro360 for broader property-management workflows. The platform is positioned around tenants, leases, collections, maintenance, accounting, reporting and branch operations. (PMS.co.ke)

The right Rental Management Software Kenya solution should match the size and complexity of the organization.

Rental Management Software Kenya for Property Technology Integration

Modern property businesses rarely operate with one technology platform.

A property company may use:

  • Payment systems.
  • Accounting software.
  • SMS.
  • Websites.
  • CRM.
  • Maintenance tools.
  • Property software.
  • Business dashboards.

Zamacore develops custom software, SaaS platforms, M-Pesa workflows, dashboards and business systems in Kenya. Its published solutions include property-related platforms such as RentalDesk. (Zamacore)

For organizations with specialized workflows, integration can make Rental Management Software Kenya more useful as part of a wider technology ecosystem.

Rental Management Software Kenya and Tenant Experience

Good property management is not only about collecting rent.

It is also about creating a professional tenant experience.

Tenants appreciate:

  • Clear rent statements.
  • Timely reminders.
  • Fast maintenance responses.
  • Digital documents.
  • Clear communication.
  • Accurate receipts.
  • Easy access to information.

A well-organized Rental Management Software Kenya workflow can support these expectations.

When tenants know where to report a problem and how to access their account information, communication becomes easier.

Rental Management Software Kenya for Property Maintenance Teams

Maintenance teams need visibility.

A manager should know:

Which repair is pending?

Who is handling it?

When was it reported?

How much will it cost?

Has it been completed?

A centralized maintenance system can answer these questions.

Rental Management Software Kenya can connect maintenance requests to tenants, units and property records.

This creates an operational history that can be useful when evaluating recurring problems.

Rental Management Software Kenya for Reports

Reports are important for decision-making.

Useful property reports can include:

  • Rent roll.
  • Arrears report.
  • Income report.
  • Expense report.
  • Cash-flow report.
  • Profit and loss.
  • Occupancy report.
  • Vacancy report.
  • Tenant ledger.
  • Owner statement.

PMS.co.ke lists Rent Roll, Aged Receivables, P&L, Cash Flow and agency reporting among its reporting features. (PMS.co.ke)

This makes Rental Management Software Kenya useful for property owners who want better visibility into performance.

Rental Management Software Kenya for Diaspora Landlords

Many property owners need to manage Kenyan rental properties while living outside the country.

Physical visits may not be practical.

Cloud-based systems can provide remote visibility into:

  • Rent.
  • Tenants.
  • Arrears.
  • Maintenance.
  • Leases.
  • Expenses.
  • Reports.

PMS.co.ke specifically identifies diaspora landlords as one of the user groups for its property management platform. (PMS.co.ke)

For these property owners, Rental Management Software Kenya can make remote property administration more structured.

Rental Management Software Kenya for Apartment Managers

Apartment managers have unique responsibilities.

They may need to coordinate:

  • Tenants.
  • Security.
  • Maintenance.
  • Cleaning.
  • Water.
  • Service charges.
  • Parking.
  • Common areas.
  • Vendors.

A centralized Rental Management Software Kenya platform can help apartment teams organize rental information while maintaining visibility over individual units.

Rental Management Software Kenya and Service Charges

Some residential and commercial properties have service charges.

These may cover:

  • Security.
  • Cleaning.
  • Common-area maintenance.
  • Landscaping.
  • Waste management.
  • Shared utilities.
  • Other estate services.

The property manager needs to know which tenants have paid and which accounts are outstanding.

A property-management platform can help bring service-charge records into the wider property workflow.

Rental Management Software Kenya for Student Accommodation

Student accommodation can involve frequent tenant turnover.

Managers may need to handle:

  • Student records.
  • Room allocation.
  • Payments.
  • Deposits.
  • Lease periods.
  • Vacancies.
  • Maintenance.
  • Move-in and move-out processes.

Using Rental Management Software Kenya can help property managers create more consistent workflows.

The system can also provide historical information when a tenant moves out and another tenant occupies the same unit.

Rental Management Software Kenya for Commercial Properties

Commercial property management can involve:

  • Offices.
  • Shops.
  • Warehouses.
  • Retail spaces.
  • Mixed-use buildings.

Commercial tenants may have different lease terms and billing arrangements.

A structured Rental Management Software Kenya platform can help maintain records across different property types.

For retail tenants, a separate POS platform such as Vega POS can handle sales and inventory while the property platform manages rent and tenancy.

Choosing the Best Rental Management Software Kenya

Before choosing software, property owners should consider several factors.

M-Pesa Integration

Does the system support the payment methods your tenants use?

Tenant Management

Can you store tenant profiles, documents and payment histories?

Lease Management

Can the system track lease dates and renewals?

Maintenance

Can tenants submit maintenance requests?

Reporting

Can you generate rent rolls, arrears and financial reports?

Multi-Property Support

Can you manage multiple buildings?

Security

Does the system provide appropriate access controls and data protection?

Mobile Access

Can you manage your properties when away from the office?

Support

Is local assistance available when you need help?

These factors can help you select the right Rental Management Software Kenya for your portfolio.

Rental Management Software Kenya vs Spreadsheets

Spreadsheets can be useful for basic records.

However, they can become difficult to manage when the portfolio grows.

A spreadsheet may not automatically provide:

  • Tenant portals.
  • Payment reconciliation.
  • Maintenance tickets.
  • Automated reminders.
  • Lease workflows.
  • Role-based access.
  • Portfolio dashboards.

A modern Rental Management Software Kenya platform can provide these capabilities in one environment.

The goal is not simply to replace Excel.

The goal is to create a structured operating system for the property business.

Rental Management Software Kenya and Website Visibility

Property businesses also need an online presence.

A professional website can help landlords, agencies and property companies showcase:

  • Available units.
  • Property services.
  • Locations.
  • Amenities.
  • Contact information.
  • Tenant resources.
  • Rental application information.

Kenya Website Experts provides website design and development services for Kenyan businesses, with a focus on modern, mobile-friendly digital experiences. (kenyawebsiteexperts.co.ke)

A strong website can work alongside Rental Management Software Kenya to support both marketing and property administration.

Rental Management Software Kenya and Digital Connectivity

Property technology also depends on reliable internet connectivity.

Apartment managers may use:

  • Internet services.
  • Wi-Fi networks.
  • CCTV.
  • Access-control systems.
  • Digital payment systems.
  • Cloud software.

Spacekits provides Starlink hardware, installation and support for homes, offices, schools, farms and other sites across Kenya. (Spacekits)

Reliable connectivity can help property teams access Rental Management Software Kenya from offices, property sites or remote locations.

Rental Management Software Kenya and Engineering Infrastructure

Large property sites may also require:

  • Security systems.
  • Electrical infrastructure.
  • ICT networks.
  • Fire systems.
  • Access control.
  • Backup power.

ZES provides engineering services covering electrical and power systems, security, fire and life-safety systems, ICT and network infrastructure and automation. (ZES — Zama Engineering Systems)

These services can complement the digital infrastructure supporting Rental Management Software Kenya within larger property environments.

Rental Management Software Kenya and Business Finance

Property businesses need accurate financial records.

Managers need to understand:

Money expected → Money collected → Money outstanding → Expenses → Net position

A financial platform such as Zivo can support invoicing, expenses, M-Pesa records and cash-flow visibility for businesses. (Zivo)

When combined with Rental Management Software Kenya, property organizations can create a more organized technology environment around collections and financial administration.

Rental Management Software Kenya for Property Operations

Property management is a daily operation.

It requires coordination between:

Landlord → Property Manager → Tenant → Accountant → Maintenance Team → Vendor

A centralized Rental Management Software Kenya platform can provide a common source of information.

This reduces the need to repeatedly search through separate records.

How Rental Management Software Kenya Can Save Time

Consider a landlord managing 100 units.

If each tenant requires only a small amount of manual administration each month, the total workload can become significant.

Software can reduce repetitive activities such as:

  • Payment recording.
  • Reminder preparation.
  • Receipt generation.
  • Report preparation.
  • Lease tracking.
  • Maintenance follow-up.

PMS.co.ke positions its platform around automation of rent, tenant management, maintenance and reporting workflows. (PMS.co.ke)

That is one of the major reasons businesses invest in Rental Management Software Kenya.

Rental Management Software Kenya FAQ

What is Rental Management Software Kenya?

Rental Management Software Kenya is software designed to help landlords, property managers and real estate agencies manage rental properties, tenants, leases, rent payments, maintenance, expenses and reporting.

What does rental management software do?

It can help manage properties, tenants, leases, rent collection, arrears, maintenance, vacancies, expenses, communication and financial reports.

Can Rental Management Software Kenya manage M-Pesa payments?

Yes. PMS.co.ke states that its platform supports M-Pesa Paybill and Till workflows with payment matching, receipts and arrears visibility. (PMS.co.ke)

Can I manage multiple properties?

Yes. Modern Rental Management Software Kenya platforms can support multiple properties, units and tenants from a centralized dashboard.

Can tenants submit maintenance requests?

Yes. PMS.co.ke’s published features include maintenance requests, photos, vendor assignment, tracking and status management. (PMS.co.ke)

Can landlords manage properties remotely?

Yes. Cloud-based systems can allow landlords and managers to access property information from different locations.

Can rental software manage lease renewals?

Yes. Lease management can include lease dates, renewals, expiries, templates and digital document storage.

Can Rental Management Software Kenya track arrears?

Yes. Rent and arrears tracking is one of the core functions of modern rental-management platforms.

Can rental software generate financial reports?

Yes. PMS.co.ke lists rent rolls, aged receivables, profit-and-loss, cash-flow and owner reporting capabilities. (PMS.co.ke)

Is rental management software suitable for apartments?

Yes. Apartment managers can use it to manage units, tenants, leases, rent, maintenance and reporting.

Is rental management software suitable for real estate agencies?

Yes. Agencies managing properties for multiple landlords can benefit from centralized property, tenant and financial records.

Can I use rental software for commercial properties?

Yes. Commercial property managers can use property-management systems to organize tenants, units, leases, billing and reporting.

How much does Rental Management Software Kenya cost?

Pricing varies depending on the provider, number of units, features, integrations and level of support. PMS.co.ke currently publishes different plans based on portfolio size. (PMS.co.ke)

Benefits of Rental Management Software Kenya

The main benefits include:

  • Better rent collection.
  • Easier payment reconciliation.
  • Improved tenant records.
  • Organized leases.
  • Faster maintenance follow-up.
  • Better vacancy visibility.
  • Centralized property information.
  • Automated reminders.
  • Better financial reporting.
  • Easier owner reporting.
  • Reduced paperwork.
  • Improved accountability.
  • Better portfolio visibility.
  • Remote property management.

For growing property businesses, these benefits can make daily operations more organized.

Rental Management Software Kenya With PMS.co.ke

A successful property business needs more than a list of tenants and units.

It needs a complete workflow connecting:

Property → Unit → Tenant → Lease → Rent → Payment → Maintenance → Expenses → Reporting

Rental Management Software Kenya helps bring these activities together.

PMS.co.ke is specifically positioned for Kenyan landlords, property managers, real estate agencies, apartment managers and other rental operators. Its current platform includes property management, tenant management, leases, M-Pesa and bank payment workflows, maintenance, vacancies, expenses, communications and reporting. (PMS.co.ke)

Property businesses can also operate alongside other Kenyan technology platforms.

RentalDesk provides rental-management workflows around collections, tenant visibility, billing automation and portfolio accountability. (RentalDesk)

Zamacore provides software development, SaaS, M-Pesa integrations, dashboards and business systems for Kenyan organizations. (Zamacore)

Zama Web Experts builds secure portals, SaaS platforms, M-Pesa-integrated systems and custom business software. (zama.co.ke)

Vega POS supports retail businesses with checkout, stock, payments and sales reporting. (vega.co.ke)

Zivo provides invoicing, expense management, M-Pesa and cash-flow tools for businesses. (Zivo)

Spacekits provides Starlink equipment, installation and connectivity support across Kenya. (Spacekits)

ZES provides electrical, security, ICT, network and engineering solutions that can support larger property environments. (ZES — Zama Engineering Systems)

Kenya Website Experts can help businesses establish modern websites and digital experiences around their property services. (kenyawebsiteexperts.co.ke)

The broader technology ecosystem can therefore support property companies beyond rent collection alone.

Why Choose Rental Management Software Kenya for Your Property Business?

If you are still managing your property portfolio through notebooks, spreadsheets, WhatsApp messages and separate payment records, it may be time to consider a centralized system.

The right Rental Management Software Kenya can help you:

Manage tenants.

Track leases.

Collect rent.

Monitor arrears.

Reconcile payments.

Handle maintenance.

Track vacancies.

Manage expenses.

Generate reports.

Improve communication.

Monitor portfolio performance.

The objective is simple: less manual administration and better control of your rental business.

For landlords, property managers and real estate agencies in Kenya, moving to a structured digital system can create a more professional and scalable approach to property management.

If your portfolio is growing, PMS.co.ke provides a Kenya-focused platform for managing properties, tenants, leases, rent collection, maintenance and reporting from a centralized system. (PMS.co.ke)

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