EstateFlow
Run your rental agency on autopilot. Properties, tenants and leases in one place — with 3-way automated invoicing that bills the tenant, pays the landlord and keeps your commission straight, every month.
From R499/month · 14-day free trial · no card needed
Simple pricing
In Rand, per agency. Annual billing ≈ 2 months free. Every plan includes the tenant, landlord and contractor portals.
Lite
Solo agents & private landlords
or R4,990/yr
- Up to 10 properties
- 3-way automated invoicing
- Tenant & lease management
Standard
Growing rental agencies
or R9,990/yr
- Up to 50 properties, 5 users
- Landlord & tenant portals
- Online leases + e-sign
Full Suite
Everything, unlimited
or R19,990/yr
- Unlimited properties & users
- Full payroll & payslips
- Every feature, no limits
See every screen
Real screenshots — this is the actual software, not an artist's impression.
Your whole agency on one screen
Open EstateFlow and you already know where you stand — no report to run first.
- Properties, occupancy rate, overdue invoices and monthly revenue
- Property mix and tenant onboarding pipeline at a glance
- Upcoming reminders: invoices due, renewals, inspections, follow-ups
- Twelve-month income trend and the invoices needing attention now
Every property, owner and tenant linked
One list showing what's occupied, what's standing empty and what it earns.
- Landlord and current tenant on every row
- Occupancy, available, reserved and under-maintenance totals
- Flags a property marked occupied with no lease behind it
- Archive instead of delete — nothing is ever lost
From application to active tenancy
The onboarding pipeline is worked out from what actually happened, and rechecked nightly.
- Application → deposit → lease sent → signed → active
- Full contact details, documents and payment reference
- Every invoice and payment for that tenant in one place
- Message any tenant by email or SMS from their record
Leases signed online, in your wording
Tenant, landlord and agent each sign by typing their name — binding under the ECT Act 25 of 2002.
- Your own lease template, with click-to-insert placeholders
- Wording frozen at issue, so editing the template never rewrites live leases
- Rent roll, active leases and what's expiring in the next 60 days
- Automatic renewal reminders at 60, 30 and 7 days
Billing that runs itself
Rent, utilities, management fees and commission raised every month without you touching it.
- Choose how many days before the 1st it runs — it catches up anything missed
- Never duplicates an invoice, however many times it runs
- Pay Now button on every tenant invoice via PayFast
- Late fees applied automatically after your grace period
Money in and money out, kept apart
Tenants pay you; you pay landlords. Two opposite flows that should never be added together.
- Separate Money In and Paid to Landlords tabs, each with its own totals
- A true net figure, and revenue that actually means revenue
- Import your bank CSV and auto-match deposits by reference
- Anything that won't match is flagged, never silently dropped
Owners paid, and shown exactly why
Rent collected, your commission, repairs deducted, and the payout — itemised.
- Generated for every landlord each cycle
- Emailed as a branded PDF from your own domain
- Landlords can pull their own statements from their portal
Everyone you deal with, on file
Owners, their properties and their banking; agents, their portfolio and their commission.
- Commission percentage per agent, accruing as rent is billed
- Portal invites sent with one click
- Message anyone by email or SMS, with your signature added
Commission straight into payslips
What agents earned flows through to what you pay them — no spreadsheet in between.
- Commission accrues automatically as rent is invoiced
- Salary, commission and bonuses on one payslip
- Know what you owe before payday
Tickets from logged to fixed
Tenants report problems with photos; you assign a contractor and track it to completion.
- Priority, property, tenant and contractor on every ticket
- Full history — who did what, and when
- Contractors get their own portal for assigned jobs
- Repair costs feed through to the landlord's statement
Numbers you can act on
Profit and loss by billing month — June's rent counts as June, even if it landed in May.
- Collected, your take, paid out, payroll and net profit
- Arrears ageing, occupancy trend and income by property
- Export anything to CSV
SMS on a prepaid wallet
Text tenants, landlords and agents from inside the system. Top up by PayFast.
- Each message deducts automatically; failed sends are refunded
- Edit every automatic template and preview the finished text
- See the character count and the cost before you send 200 of them
An assistant that knows your data
Nova sits on every screen. Ask in plain English and she answers with your real figures.
- "Who's behind on rent?" — answered from your actual invoices
- She sees the page you're on, so "email this tenant" needs no explaining
- Runs real checks — including whether your email is actually sending
- Drafts emails and texts for you to approve; she never sends on her own
Made to look like your agency
Your logo, colours and bank details on every invoice, statement and lease.
- Send from your own mail server — clients see you, never Vivid
- Switch VAT off and it disappears from every document
- Tick exactly which notifications go out, and set your own reminder cadence
- Your lease template, arriving pre-filled with the wording actually sent
Your whole portfolio, handled
From lease signature to landlord payout.
3-way automated invoicing
Tenant invoice, landlord statement and agent commission generated automatically each cycle.
Leases & e-signing
Tenant, landlord and agent each sign online by typing their name — legally binding under the ECT Act 25 of 2002.
Maintenance tickets
Tenants log issues with photos; you track them to completion with full history.
Three self-service portals
Tenant, landlord and agent portals for statements, invoices, documents, leases and maintenance.
Payments & payouts
Collect by PayFast or EFT, import your bank statement to reconcile, and record landlord payouts.
Payroll & inspections
Agent commission and payslips, plus structured property inspection workflows.
Everything EstateFlow does
The six above are the headline acts. Here's the rest of what running an agency actually takes.
📄 Leasing & compliance
Lease template editor
Edit the full built-in agreement in your own words or write your own. Bold and italic, click-to-insert placeholders, and a live preview on your own letterhead.
Signed means signed
A lease's wording is frozen onto it the moment it's issued, so editing your template can never rewrite an agreement somebody already signed.
Roll out new terms
Re-issue an updated agreement to live leases in one click. Every tenant is emailed the new PDF, and you choose whether they must re-sign.
Required documents
Choose what every tenant must upload — ID, proof of address, payslip, bank statement. They see what's outstanding; so do you.
Onboarding pipeline
Application → screening → deposit → lease sent → signing → active. Derived from what actually happened, and rechecked every night.
Expiry & renewals
What's expiring in 30, 60 or 90 days — plus leases that already lapsed — colour-coded by urgency, with the rent at risk.
💰 Billing & money
Billing runs itself
Rent, utilities, management fees and commission raised monthly without you. Set how many days before the 1st it runs; it catches up anything missed.
Money in vs money out
Tenants pay you; you pay landlords. Two opposite flows kept firmly apart — separate totals, a true net figure, and revenue that means revenue.
PayFast online payments
A Pay Now button on every tenant invoice. Confirmed straight back into the system, matched to the invoice and receipted automatically.
Bank CSV reconciliation
Import your bank statement and let it match deposits to invoices by reference. Whatever won't match is flagged, not lost.
VAT & late fees
Not VAT-registered? Switch VAT off and it vanishes from every document. Late fees apply themselves after your grace period.
Payroll & commission
Commission accrues as rent is billed, then flows into payslips with salary and bonuses. Know what you owe before you pay it.
💬 Communication
SMS with a prepaid wallet
Text tenants, landlords and agents from inside the system. Top up by PayFast; each message deducts automatically. Failed sends are refunded.
Tick exactly what sends
Portal logins, statements, invoices, payments, overdue notices, ticket updates — each its own switch. Nothing goes out unless you asked.
Your own overdue cadence
Choose how many days after the due date the first reminder goes, and how often it repeats. Set repeat to zero to nudge once and stop.
Editable SMS templates
See exactly what every automatic text says and change it. A live preview shows the finished message and what it costs — before you send 200.
Write to anyone
A Message button on every tenant, landlord and agent. Email or SMS, previewed exactly as they'll receive it, with your signature added for you.
Your own mail server
Connect your SMTP so everything arrives from your domain. Your clients see your agency — never Vivid.
📈 Insight
P&L by billing month
Rent counted in the month it's for — June's rent paid in late May counts as June. Collected, your take, paid out, payroll, net profit.
True occupancy
Occupied, awaiting signature, vacant, under maintenance — from leases that are genuinely live, not a stale flag. Plus what the empties cost you.
Tenant arrears
Who owes what, for how long, against which property — oldest first, so today's difficult phone call is at the top of the list.
Property performance
Rent collected against maintenance spent, per property, ranked by what it nets. The quiet money-loser has nowhere to hide.
Live dashboard
Occupancy, arrears and revenue at a glance, with a real twelve-month income graph and every tenant mid-onboarding.
Full audit trail
Every record, invoice, payment, signature and message — who, when and from where. Searchable, and not quietly editable.
👥 Self-service portals
Tenant portal
Invoices, pay online, read and sign the lease, upload documents, log maintenance with photos, browse other properties to apply for.
Landlord portal
Statements and payout history, property performance, maintenance, and their own leases to review and sign — without phoning you for a PDF.
Agent portal
Their properties, their tenants, their commission and the leases waiting on their signature. Everything they need, nothing they shouldn't see.
Works on a phone
Every portal works properly on mobile, because that's where tenants are. Sign a lease or photograph a burst geyser on the spot.
Live signing status
A panel showing who has signed and who you're still waiting on — and the office is emailed the moment anyone signs.
One-click invites
Create a portal login and email or text it straight from the record. Reset it just as easily when someone forgets.
🔧 Operations & admin
Contractors
Your trade list with their own logins. Assign a ticket, they're emailed, they upload the invoice — and it flows onto the landlord's statement.
Photo evidence
Tenants attach up to five photos when logging a problem, so you can price the job before anyone drives out to look at it.
Inspections
Move-in, move-out and periodic inspections recorded against the property, stored beside the lease and the deposit they justify.
Team & permissions
Admin, finance, rental agent, maintenance — each role sees exactly what it should, and portal users can never reach the back office.
Your brand, not ours
Your logo, colour, company details and banking on every invoice, statement, lease and email. Your clients only ever see you.
Nothing is ever lost
Delete a property and it archives rather than vanishes — restorable in a click, refused outright while a tenant still lives there. Daily backups behind it all.
Pricing
In Rand, per agency. Annual billing ≈ 2 months free.
Lite
Solo agents & private landlords
or R4,990/yr
- Up to 10 properties
- 1 user account
- Tenant & lease management
- 3-way automated invoicing
- Email notifications & receipts
- Basic reporting
Standard
Growing rental agencies
or R9,990/yr
- Everything in Lite, plus:
- Up to 50 properties, 5 users
- Landlord & tenant portals
- Maintenance tickets + photos
- Online leases + e-sign
- Auto landlord statements
- Advanced reporting
Full Suite
Everything, unlimited
or R19,990/yr
- Everything in Standard, plus:
- Unlimited properties & users
- Full payroll & payslips
- Property inspection workflow
- Bulk landlord payouts
- PayFast collection + bank CSV reconciliation
- SMS automation with prepaid wallet
- Custom branding & priority support
Add-ons
Stop chasing rent. Start growing your book.
See how much admin EstateFlow removes from your month — book a walkthrough.
Book a demo