Age
every balance
Escalate
automatically
Recover
with paper trail
Defend
at the tribunal
Why it matters

Most landlord losses are arrears the owner gave up on

Rent arrears in Kenya rarely walk in the door labelled as a crisis. They accumulate quietly — a partial M-Pesa in March, no payment in April, a half-promise in May. By the time you notice the problem, the tenant has moved out, the deposit is gone, and you are weighing whether the Rent Tribunal is worth the time.

Most of that loss is preventable with a system that flags balances the day they age, runs an escalating recovery sequence on autopilot, and produces a defensible paper trail if the matter has to be enforced. Pangoni does all of that in the background while you get on with the rest of your portfolio.

Auto-aging into buckets

1-7, 8-30, 31-60, 60+ days. Tenants slip into the next bucket without you doing anything.

Escalating recovery sequence

SMS → firmer SMS → email → formal notice → escalate to landlord. Tone hardens, never starts hostile.

Tribunal-ready statements

Full audit trail exported as PDF when the matter has to escalate to the Rent Tribunal.

Arrears dashboard — Westlands court
1-7 days: 2 tenants — KSh 48,000
8-30 days: 3 tenants — KSh 92,500
31-60 days: 1 tenant — KSh 45,000
60+ days: 1 tenant — KSh 90,000
Total open arrears: KSh 275,500
Recovered (90 days): KSh 180,000
[ Run escalation ]
[ Generate demand letter ]
[ Export tribunal statement ]
The escalation ladder

Recovery sequence that hardens as the balance ages

Starts friendly. Ends with a defensible paper trail. Editable per property, per tenant, or per portfolio.

Day 1 overdue

Polite SMS reminder with the M-Pesa Paybill and account. Most arrears are paid at this step alone.

Day 3-7

Firmer SMS with running balance. Late fee (if your lease has one) triggers automatically and is invoiced.

Day 14

Email + SMS arrears notice. Formal, timestamped, logged for any future tribunal use.

Day 21 — demand letter

Auto-generated demand letter, pre-filled with lease details, delivered via SMS / email / PDF.

Day 30 — escalate

Notification to you (or your manager) with the full arrears statement attached. The next conversation is informed.

Resolved

M-Pesa lands, reconciliation runs, the case closes — or the matter moves to the Rent Tribunal with a clean export.

Aging buckets

Know which arrears are recoverable and which are bleeding out

Arrears age. The longer a balance sits unpaid, the lower the probability of full recovery. Pangoni surfaces this on the dashboard so you can act on what matters — cleaning up the 60+ day cases before they become write-offs.

1-7 days — almost always recoverable

Tenants forgot, payday slipped, M-Pesa still on their phone. Reminder is usually enough.

8-30 days — still recoverable

Needs an escalating sequence and usually a direct conversation. Late fee may apply.

31-60 days — act now

Demand letter, schedule payment plan, or prepare tribunal package. Recovery rate drops sharply past this point.

60+ days — tribunal or write-off

The decision usually comes down to: take it to the Tribunal, or write it off and move on. Pangoni helps you decide quickly.

Demand letter — auto-filled
NOTICE OF RENT ARREARS Date: 12 May 2026
To: Jane Wanjiku
Re: Apt B4, Westlands Court

Pursuant to the tenancy agreement dated 28 Feb 2026, the rent for the months of March, April and May 2026 totalling KSh 75,000 remains unpaid as of the date of this notice.

You are required to remit the full outstanding balance within seven (7) days of receipt of this notice...

Automated rent reminders

The pre-due-date reminders that prevent most arrears from happening in the first place.

Lease management

Demand letters pull from the signed lease — parties, premises, notice clause, all auto-filled.

M-Pesa reconciliation

Closes the arrears case automatically the second the right M-Pesa transaction lands.

For the legal side of arrears recovery in Kenya, read our Rent Tribunal filing guide, when a landlord can (and cannot) lock out a tenant, and tenant rights in Kenya 2026.

Frequently asked

Rent arrears FAQs

Pangoni auto-generates a monthly invoice per lease, marks it paid when M-Pesa, bank, or cash reconciles, and flags any unpaid balance as arrears the day after due. Balances age automatically into buckets (1-7, 8-30, 31-60, 60+ days).

Yes. The escalation ladder runs automatically: SMS day 1, firmer SMS day 3, email + SMS day 14, demand letter day 21, escalation to landlord day 30. Tone hardens as the balance ages. Reminders stop when the tenant pays.

Yes. Pre-filled with lease details, unpaid amount, due dates, and the relevant notice clauses. Deliver via SMS, email, or PDF. Delivery is logged for the audit trail.

Pangoni produces a tribunal-ready arrears statement with every invoice, payment, and reminder timestamped. Export as PDF or share a read-only link with your advocate. No reconstructing months of M-Pesa screenshots.

Yes. Partial or full write-offs with a reason code (departed tenant, dispute settled, bad debt). The write-off reflects correctly in your P&L and KRA Monthly Rental Income summary. The original arrears record is preserved for audit.

Reminders nudge before the due date to prevent late payments. Arrears management kicks in after the due date: ages the balance, runs an escalating recovery sequence, generates legal-ready documents, and tracks the case to resolution.

Recover rent without the spreadsheet

Turn on arrears management and stop chasing tenants by hand.

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