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
Your agency. Your package. 14 days free.
Choose Lite, Standard or Full Suite with monthly or annual billing. Nothing is due today and no card is required.
1. Choose your package
Your trial includes the features and limits of your selected plan. Set up your agency using the activation link sent by email.
2. Work for 14 days
Explore properties, tenants, leases and invoicing with your team. See the exact trial end and first billing date in your client portal.
3. Continue when ready
Your first bill is created when the 14 days end. Pay by PayFast or EFT; available account credit can settle the bill. Cancel in My Software before the trial ends to avoid billing.
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/year — 2 months free
- Up to 10 properties
- 3-way automated invoicing
- Tenant & lease management
Standard
Growing rental agencies
or R9,990/year — 2 months free
- Up to 50 properties, 5 users
- Landlord & tenant portals
- Online leases + e-sign
Full Suite
Everything, unlimited
or R19,990/year — 2 months free
- Unlimited properties & users
- Full payroll & payslips
- Every feature, no limits
Explore the current EstateFlow
Fresh captures of the software with fictional sample data. Select any image to view it full size. Features depend on your package.
Your agency at a glance
Track occupancy, tenant onboarding, income trends and invoices from the dashboard.
Linked properties, landlords and tenants
See occupancy and rent beside each property. Search your portfolio and archive records while retaining their history.
Lease signing and renewal tracking
Separate active leases from agreements awaiting signatures. Track upcoming expiries and the rent roll, with built-in lease creation and signing.
Tenant statements and invoice previews
Find statements by tenant, property or payment reference. Preview the document alongside the list, then send, download or print it.
Maintenance tickets and contractor assignments
Track urgent work, assign contractors and follow open tickets through completion. View estimates and completed maintenance costs.
Tenant receipts and landlord payouts
Review money received separately from money paid to landlords. Match payments to invoices and import bank transactions from CSV.
Agency income and profit reporting
Review monthly rent collected, agency revenue, landlord payouts and payroll expenses in the profit-and-loss report.
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/year — 2 months free
- 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/year — 2 months free
- 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/year — 2 months free
- 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.
Start free trial