Glossary

Terms are defined the way the system uses them. Where a word is commonly used loosely (wallet, prepaid, void), the precise meaning matters — it changes what the numbers mean.

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Property & tenancy

Organisation — your company on the platform. Owns branches, settings, branding and users. Branch — an operating unit of the organisation (a region, an office, a scheme). The scope for almost every list, KPI and report. Block — a building or estate holding units. Unit — the billable physical place. Carries unit type, size, occupancy type and, optionally, an owner. Lease — the contract between the organisation and a resident for a unit, with dates, rent, charges and deposit. A lease is a separate record from the unit it occupies; a unit can have many leases over time. Resident — a person attached to a lease. Residents carry a role per unit: tenant, owner, next of kin, or other contact. Occupancy — whether a unit currently has an active lease. Derived from lease status, never typed in. Portfolio — a grouping of units or blocks used for reporting and assignment, cutting across blocks.

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Billing

Service type — the catalogue entry for a billable thing (rent, water, service charge, deposit, late fee). Maps to an income account in the chart of accounts and carries the tax treatment. Every invoice line references one. Invoice — a bill issued against a lease. Carries lines, tax, due date and a balance. Recurring invoice — a rule on a lease that generates an invoice every cycle. Also called a recurring charge. Charge escalation — a schedule that raises a recurring charge over time (for example annual rent increases), with projections you can review before they take effect. Adjustment — a credit note or debit note that changes an invoice balance without receiving or paying money. Void — cancelling an issued invoice; the system reverses its ledger posting. Write-off — accepting that a debt is uncollectable. The invoice stays for history; the receivable is removed as bad debt. Not the same as a void. Tax exclusive — the platform applies tax on top of the line amount, everywhere. A line of KES 10,000 at 16% bills KES 11,600.

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Money received

Payment — money received (or, for payables, money sent), with a method, a date and a reference. Allocation — the act of applying a payment against one or more invoices. Until money is allocated, the invoice is still outstanding even though cash has arrived. Wallet amount — money received against a lease that has not been allocated to any invoice yet. It is unapplied cash, and it is the only figure that can be netted off a balance. Prepaid amount — an invoice’s already-settled portion. It is already inside the invoice’s due amount; it is not additional money sitting somewhere. Prepaid attributes to the invoice’s unit; wallet attributes to the payment’s unit. Due amount — what remains payable on an invoice. Suspense — received money that cannot yet be matched to a lease or a payer. Refund — money returned to a payer, tracked as its own ledger with over-refund and bank guards.

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Collections

Case — the recovery workflow for one indebted lease. One open case per lease at a time; a new recovery cycle after closure opens a fresh case linked to the previous one. Debt item — the breakdown of a case’s debt by service type or invoice, refreshed from the ledger. Read-only. Collectability score — a 0–100 score (higher = more collectable) computed from aging mix, debt-to-rent ratio, payment recency and regularity, partial-payment behaviour, promise history and contact responsiveness. Bands A (80+) to E (<20). Strategy (dunning ladder) — the ordered list of steps applied to a case: reminders, demand letter, IoT disconnect link, penalty, handover, agent task — each with a trigger delay, band range, and whether it needs approval. Treatment state — what is happening on the case: active, promise, dispute, hardship, legal flagged. Tracked separately from case status (open / on hold / closed). Contact state — not contacted, contacted, unreachable, or right party. Promise to Pay — a recorded commitment from a resident to pay by a date, optionally split into instalments, evaluated as kept, partially kept, missed, or renegotiated. Shadow mode — the engine computes, scores and stages actions but sends nothing until a human confirms. The default for anything that touches money or reaches a resident. Aging bucket — how old the debt is: current, 1–30, 31–60, 61–90, 90+ days.

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Accounting

Chart of accounts — the account tree that every posting lands in. Journal — the double-entry record generated from an operational event (invoice, payment, allocation, expense, refund). Accounting period — a month (or defined period) that can be open or closed. Closing prevents further posting into history. Trial balance — every account’s debit and credit totals as at a date; the check that the books balance. Profit & loss — income and expenses over a date range. Balance sheet — assets, liabilities and equity as at a date.

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Tax & compliance

eTIMS — the Kenya Revenue Authority’s electronic tax invoice management system. Invoices are submitted for certification. DigiTax — the integration provider the platform submits through. Credentials are configured per business. Tax class — the KRA classification applied to a service type. The platform default is D (Non-VAT); VAT-rated items are mapped explicitly. Certified receipt — the KRA-stamped result of a successful submission, including the QR code and fiscal details, shown on the invoice. Re-file — resubmitting an already-accepted invoice. Use with care: it reports the invoice to KRA a second time.

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Ownership plans (TPS)

TPS — Tenant Purchase Scheme. A resident buys the unit over time under a contract. Amortisation schedule — the instalment plan of principal and interest over the contract term. At-risk contract — a contract in arrears against its schedule. Ownership progress — how much of the purchase price has been settled. Certificate — the document issued when ownership conditions are met.

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Utilities & IoT

Smart meter — a connected water, electricity or gas meter polled by a vendor integration. Reading — a raw meter value at a point in time. Consumption — the difference between two readings, after quality checks. Tariff — the rate structure that converts consumption into money. Billing run — the batch that turns a period’s consumption into invoices, with per-unit run items you can inspect before and after posting. Valve command — a disconnect or reconnect instruction sent to a meter. IoT arrears enforcement — the warn → disconnect → reconnect ladder driven by unpaid balances.

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Platform mechanics

Setting — a configuration value resolved through a scope chain: lease → unit → block → branch → organisation → platform default. The most specific scope wins. Feature flag — a switch that turns a module or behaviour on for a scope. Used to roll new modules out branch by branch. Approval — a routed decision on a high-impact action, handled in the approvals inbox. Audit event — an append-only record of who changed what, when, and why. Job — a scheduled background process (recurring invoices, allocation, penalties, collections sweep, IoT polling). Jobs are individually switchable and default to off outside production.