A Modern Dashboard Built for Agency Workflows
See your entire portfolio at a glance — properties, occupancy, rent collection and overdue accounts.
EstateFlow is a cloud-based property rental management platform. Properties, tenants, leases, three-way invoicing, maintenance and landlord statements — all in one beautifully simple system.
No setup fees · cancel anytime · save 16% paying annually
Choose Lite, Standard or Full Suite. Your selected package is free for 14 days, with no card required and R0 due today.
Activate your agency from the email link. Your portal shows the trial end and first billing date. The first invoice is created only after 14 days; pay by PayFast or EFT, or use available account credit. Cancel in My Software before the trial ends to avoid billing.
Start free trialKeep your agency organised with tenant onboarding, lease signing, separate tenant payments and landlord payouts, bank reconciliation and reports. Features depend on your selected package.
See your entire portfolio at a glance — properties, occupancy, rent collection and overdue accounts.
From solo landlords to multi-branch agencies — a single platform that grows with you.
Manage your own portfolio of up to 10 properties without the spreadsheets.
Small teams running 20–50 units who need lease, invoicing and maintenance in one place.
Growing teams that need landlord portals, e-sign leases and automated statements.
Unlimited properties, full payroll, bulk landlord payouts and PayFast collection.
Purpose-built for the South African rental market — from POPIA-compliant tenant data to ZAR invoicing and SARS-friendly statements.
See occupancy and rent beside each property. Search your portfolio and archive records while retaining their history.
Current software with sample data. Select the image to enlarge.
Separate active leases from agreements awaiting signatures. Track upcoming expiries and the rent roll, with built-in lease creation and signing.
Current software with sample data. Select the image to enlarge.
Find statements by tenant, property or payment reference. Preview the document alongside the list, then send, download or print it.
Current software with sample data. Select the image to enlarge.
Track urgent work, assign contractors and follow open tickets through completion. View estimates and completed maintenance costs.
Current software with sample data. Select the image to enlarge.
Review money received separately from money paid to landlords. Match payments to invoices and import bank transactions from CSV.
Current software with sample data. Select the image to enlarge.
Review monthly rent collected, agency revenue, landlord payouts and payroll expenses in the profit-and-loss report.
Current software with sample data. Select the image to enlarge.
The six above are the headline acts. Here's the rest of what an agency actually needs, day to day.
From the agreement itself to the paperwork SARS and FICA expect you to hold.
Edit the full built-in lease agreement in your own words, or write your own from scratch. Bold, italic and underline, click-to-insert placeholders, and a live preview rendered on your own letterhead — exactly as the tenant receives it.
The moment a lease is issued, its wording is locked onto that lease. Editing your template can never quietly rewrite an agreement someone has already signed — a signature always belongs to the document that was signed.
When you do want current tenants on new terms, re-issue to live leases in one click. Every tenant is emailed the new PDF with a note of what changed, and you decide whether they must re-sign or their signature stands.
Choose what every tenant must upload — ID, proof of address, payslip, bank statement. They see exactly what's outstanding in their portal, and anything missing is listed in the lease signing email so you're not chasing it twice.
Application → screening → deposit → lease sent → awaiting signature → active. Worked out automatically from what has actually happened, and re-checked nightly, so a tenant's status is never a stale tick somebody forgot to update.
Leases expiring in the next 30, 60 or 90 days — plus any that already expired and were never renewed. Colour-coded by urgency, with the rent at risk on every lease that doesn't auto-renew.
Rent in, payouts out, and a clean line between the two.
Rent, utilities, management fees and agent commission raised every month without you lifting a finger. Choose how many days before the 1st it runs, and it catches up any month it should have generated.
Tenants pay you; you pay landlords. Two opposite flows, kept firmly apart — separate totals, a true net figure, and payouts that link straight back to the statement they came from. Your revenue means revenue.
A Pay Now button on every tenant invoice. The payment is confirmed straight back into EstateFlow, matched to the invoice, and receipted — no one rekeys anything.
Import your bank statement and let EstateFlow match deposits to invoices by reference. Anything it can't match is flagged as unallocated so it's a short to-do list, not a hunt.
Not VAT-registered? Switch VAT off entirely and it disappears from every invoice, statement and PDF. Late fees apply themselves after your grace period, as a percentage, a flat amount, or not at all.
Agent commission accrues automatically as rent is billed, then flows into payslips with base salary and bonuses. You always know what you owe your team before you pay it.
Everything goes out under your name, your logo and your signature — never ours.
Text your tenants, landlords and agents from inside EstateFlow. Top up by PayFast, and each message is deducted automatically. A failed send is refunded — you only pay for what actually arrives.
NewPortal logins, statements, invoices, payment confirmations, overdue notices, ticket updates — each one its own switch. And for chasing arrears, you set how many days after the due date the first SMS goes and how often it repeats.
NewSee the exact wording of every automatic text and change it. Shortcodes drop in real names and amounts, and a live preview shows the finished message plus what it costs — before it goes to two hundred tenants.
NewA Message button on every tenant, landlord and agent. Compose an email or an SMS, preview it exactly as they'll receive it, and send. Your signature and letterhead are added automatically.
NewConnect your mail server so every invoice, statement and reminder comes from your domain. Your tenants and landlords see your agency — they never see EstateFlow.
Notified when statements generate, when rent goes overdue, and when a lease is signed. New items pin to the top and read ones clear themselves after a week, so the bell never becomes an endless scroll.
Numbers you can act on, derived from what really happened — not from a flag someone forgot to change.
Rent counted in the month it's for — June's rent paid in late May counts as June. Rent collected, your management take, paid to landlords, payroll and net profit, month by month.
Occupied, awaiting signature, vacant, under maintenance — worked out from leases that are genuinely active, not a status flag. Plus every property that isn't earning, and what that's costing you each month.
Who owes what, how long it's been outstanding, and against which property — sorted oldest first, so the conversation you need to have today is at the top.
Rent collected against maintenance spent, per property, ranked by what it actually nets. The quiet money-loser in a portfolio of thirty has nowhere to hide.
Properties, occupancy, overdue and revenue at a glance, with a real twelve-month income graph and the tenants sitting mid-onboarding — the whole agency on one screen.
Every record created, every invoice sent, every payment taken, every signature, every message — who did it, when, and from where. Searchable, and impossible to quietly edit.
Three portals, on your branding, that answer the questions your phone would otherwise ring about.
Invoices and statements, pay online, read and sign the lease, upload required documents, log a maintenance issue with photos, and browse other properties to apply for.
Monthly statements and payout history, property performance, maintenance on their properties, and their own lease agreements to review and sign — without phoning you for a PDF.
Their properties, their tenants, their commission, and the leases waiting on their signature. Everything they need, nothing they shouldn't see.
Every portal works properly on mobile, because that's where tenants actually are. Sign a lease, snap a photo of a leaking geyser, pay rent — from a phone, on the spot.
Tenant, landlord and agent each sign in their own portal by typing their name — legally binding under the ECT Act 25 of 2002. A live panel shows who's signed and who you're waiting on.
Create a portal login and email it — or text it — straight from the tenant, landlord or agent record. Reset it just as easily when someone inevitably forgets.
The unglamorous half of running an agency, handled.
Your trade list with their own logins. Assign a ticket, they get emailed, they see the job, they upload the invoice when it's done — and it flows onto the landlord's statement.
Tenants attach up to five photos when they log a problem, so you can price the job before anyone drives out. Contractor invoices attach to the same ticket.
Move-in, move-out and periodic inspections recorded against the property, with reports stored alongside the lease and the deposit they justify.
Admin, finance, rental agent, maintenance — each role sees exactly what it should. Portal users can never reach the back office, whatever they type in the address bar.
Your logo, your colour, your company details and banking on every invoice, statement, lease and email. EstateFlow runs the agency; your clients only ever see you.
Delete a property and it archives rather than vanishes — restorable in one click, and refused outright while a tenant still lives there. Daily off-site backups behind all of it.
Be live with your first property in under 30 minutes — no installations, no migrations.
Pick a plan, pay securely with PayFast, and get your activation link by email.
Set your agency name, branding, banking details and your admin login — all in one screen.
Capture properties, landlords and tenants — or import from a CSV in bulk.
Generate leases, send invoices, and let EstateFlow handle monthly statements automatically.
Pick the plan that fits your portfolio. All plans include South African hosting, automatic backups and POPIA-compliant data handling.
Extend EstateFlow with optional modules. Available on any plan.
Branded tenant app for payments, statements and maintenance requests.
Branded landlord app for portfolio performance, statements & approvals.
Need Xero, Sage, MDA, Property24 or a custom feed? We'll build it for you.
Everything else you might be wondering about EstateFlow.
Yes. All tenant and landlord data is hosted on South African infrastructure, encrypted at rest, with full audit logging and configurable data-retention. We provide a Data Processing Agreement on request.
Yes — Standard and Full Suite plans support bulk CSV import for properties, landlords and tenants. Our team can also assist with a one-off data migration on request.
EstateFlow distinguishes between invoices billed to the tenant (rent, utilities), the landlord (management fees, maintenance recoveries) and the agent (commission). Each party only sees their own invoices, but the agency dashboard sees the full picture.
Yes. The Full Suite plan includes built-in payment collection via PayFast, Ozow or Stripe. Tenants can pay directly from their portal or from a payment link in their invoice email.
Yes — Standard and Full Suite plans include landlord portals where landlords can see live property performance, download statements and approve maintenance quotes above a configurable threshold.
You can cancel any time from the portal. Your data remains accessible for 30 days for export, after which it is securely deleted. There are no cancellation fees.
Join the South African agencies running their entire rental operation on EstateFlow. Subscribe online — your activation email arrives within minutes.