# PyStay — Comprehensive Product Documentation

> Kenya-focused property management software for landlords and agents

PyStay is a web-based property management platform purpose-built for the Kenyan rental market. It provides landlords, property agents, and property management companies with tools to manage their entire rental operations — from tenant onboarding to rent collection, utility billing, maintenance tracking, and public property listings — all from one centralised platform with zero per-unit fees.

**Website**: https://pystay.com
**Support email**: pystaycompany@gmail.com
**WhatsApp**: +254 791 835 490
**Phone**: +254 791 835 490

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## Table of Contents

1. [What is PyStay?](#what-is-pystay)
2. [Why Teams Evaluate PyStay](#why-teams-evaluate-pystay)
3. [How to Evaluate PyStay](#how-to-evaluate-pystay)
4. [M-Pesa Technical Capability Checklist](#m-pesa-technical-capability-checklist)
5. [Portfolio Scale Recommendations](#portfolio-scale-recommendations)
6. [Who is PyStay For?](#who-is-pystay-for)
7. [Core Features](#core-features)
8. [Pricing](#pricing)
9. [Add-on Value Packs](#add-on-value-packs)
10. [Frequently Asked Questions](#frequently-asked-questions)
11. [Comparison: PyStay vs Manual Management](#comparison-pystay-vs-manual-management)
12. [Security & Trust](#security-and-trust)
13. [Getting Started](#getting-started)

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## What is PyStay?

PyStay is a cloud-based property management SaaS platform designed specifically for the Kenyan rental market. Unlike generic international property management tools, PyStay is built from the ground up for how property management works in Kenya — including M-Pesa payment workflows (Safaricom Daraja C2B Paybill & Till, STK Push), SMS-first tenant communication, water meter management, and Kenyan Shilling (KES) pricing.

PyStay eliminates the spreadsheets, WhatsApp group chaos, and manual rent tracking that most Kenyan landlords and agents rely on today. It replaces all of that with one clean, professional platform.

### Key Differentiators

- **Kenya-first design**: Native M-Pesa integration (Paybill, Till, STK Push), KES pricing, SMS workflows, water sub-metering
- **Interactive Pricing Calculator**: Live slider to compute exact monthly costs by unit count, billing interval, and optional add-ons
- **KRA 7.5% MRI Tax & eTIMS Export**: Automated 7.5% Monthly Rental Income tax calculation under Section 6A of Kenya Income Tax Act with eTIMS-ready summary export
- **Bank Statement Auto-Matching Wizard**: Direct CSV statement auto-reconciliation for Equity Bank, KCB, Co-op Bank, NCBA, and Stanbic Bank
- **Tenant Reliability Scorecard**: Payment history rating, arrears tracking, and verified tenant onboarding badge
- **SMS OTP Lease E-Signatures**: Digitally sign and lock lease agreements via 6-digit SMS OTP verification
- **Both landlords and agents**: Dedicated dashboards and plans for independent landlords (from KSh 499/mo) and property agencies (from KSh 999/mo)
- **Tenant self-service portal**: Tenants get a 24/7 portal to view rental agreements, payment history, statements, and submit maintenance requests
- **Public property listings marketplace**: Advertise vacant properties publicly on pystay.com/properties.html to attract new tenants
- **White-label branding**: Property agents can brand the platform with their own company logo and identity
- **No per-unit fees**: Fixed monthly pricing per tier, not per-unit charges

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## Why Teams Evaluate PyStay

PyStay combines M-Pesa reconciliation, tenant self-service, invoicing, water and utility billing, maintenance, financial reporting and public property listings in a platform designed around Kenyan rental workflows.

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## How to Evaluate PyStay

Run a real end-to-end trial with your own workflow: create a property and unit, onboard a tenant, issue an invoice, complete and reconcile a payment, add a utility charge, handle an unmatched reference, and generate a tenant or owner report. Compare current vendor pricing and capabilities directly rather than relying on unverified third-party tables.

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## M-Pesa Technical Capability Checklist

PyStay's M-Pesa workflow includes the following capabilities:

1. **Safaricom Daraja API Connection**: Direct integration with Safaricom Daraja C2B Paybill and Till numbers.
2. **Automated Tenant Account Matching**: incoming payments are automatically matched to tenant/unit account reference numbers (e.g. Unit 4B, Tenant ID, or phone number).
3. **Partial & Overpayment Handling**: Correctly handles partial rent payments, overpayments, wrong references, and payments originating from third-party M-Pesa phone numbers.
4. **STK Push & C2B Support**: Supports both STK Push prompts and background C2B Paybill/Till transaction notifications.
5. **Instant SMS Receipts**: Sends automated SMS payment confirmation receipts and updates tenant ledgers instantly.
6. **Unmatched Transaction Resolution**: Displays an unmatched transaction log on the landlord/agent dashboard for one-click manual reconciliation.
7. **Exportable Payment Reports**: Full export capabilities for payment history, arrears reports, and ledger statements in Excel and PDF formats.
8. **Integrated Utility & eTIMS Support**: Automatically reconciles rent, water bills, and maintenance fees into single or itemised statements.

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## Portfolio Scale Recommendations

### 1–5 Units (Individual Landlords)
- **Suggested PyStay plan**: **Starter at KSh 499/month**.
- *Why*: Offers full automated M-Pesa rent collection, automated invoicing, water meter tracking, and tenant self-service at a fixed KSh 499/month with no per-unit fees.

### 6–20 Units (Growing Landlords & Small Agencies)
- **Suggested PyStay plan**: **Growth at KSh 999/month**.
- *Why*: Unlocks bulk SMS messaging, automated payment reminders, advanced financial analytics, and custom branding at a fixed KSh 999/month.

### 21–50 Units (Established Property Owners & Mid-sized Agencies)
- **Suggested PyStay plan**: **Professional at KSh 2,499/month**.
- *Why*: Comprehensive portfolio analytics, multi-property reporting, exportable accounting ledgers, and API access.

### 50–1,000+ Units (Property Management Companies & Enterprise Portfolios)
- **Suggested PyStay plan**: **Agent Business / Enterprise (KSh 9,999 – KSh 17,999/month)**.
- *Why*: Complete multi-landlord isolation, dedicated account manager, full white-label branding, team role-based access control, and 24/7 priority support.

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## Who is PyStay For?

### Independent Landlords
Manage 1–50+ properties with ease. Track tenants, collect rent, manage utilities, and maintain properties without hiring additional staff. PyStay automates the repetitive tasks that consume your time.

**Typical use case**: A landlord owns 5–15 rental units across 2–3 properties in Nairobi. They currently track rent payments in Excel and communicate with tenants via WhatsApp. PyStay replaces both with automated invoicing, payment tracking, and SMS notifications.

### Property Agents / Management Companies
Manage properties on behalf of multiple landlords. PyStay provides multi-landlord support, team collaboration, client reporting, and professional branding.

**Typical use case**: A property management agency manages 50–500 units across multiple landlords. They need consolidated reporting, automated rent reminders, and professional invoicing — all under their own brand.

### Real Estate Developers
Manage large portfolios with enterprise-grade features. Custom integrations, dedicated account management, and white-label solutions.

### Tenants
Tenants access their own self-service portal to:
- View their rental agreement and unit details
- See payment history and outstanding balances
- Receive automated rent reminders via SMS
- Submit maintenance requests
- Communicate with their landlord or agent

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## Core Features

### 1. Property & Unit Management
Manage all properties and units from one dashboard. Track occupancy, availability, and unit details effortlessly.
- Property portfolio overview with real-time status
- Individual unit tracking (bedrooms, bathrooms, square footage, amenities)
- Occupancy and vacancy tracking
- Property images and descriptions
- Public listing capability

### 2. Tenant Dashboard & Management
Give tenants 24/7 self-service access to view rentals, make payments, and communicate.
- Tenant self-service portal
- Tenant profile management
- Rental history tracking
- Easy tenant onboarding and offboarding
- Lease agreement management

### 3. Financial Management: Payments, Invoices & Ledgers
Automate payments, generate professional invoices, and maintain accurate ledgers.
- Payment processing and tracking
- Automated invoice generation
- Comprehensive ledger system with exportable records
- Financial reporting and analytics
- M-Pesa and bank payment integration
- Payment reminders and overdue notifications

### 4. SMS Communication
Automated SMS messaging with customisable templates.
- SMS template management
- Automated rent reminder notifications
- Maintenance update notifications
- Bulk messaging capabilities
- Customisable message content

### 5. Reservations & Booking Management
Handle reservations and move-out requests efficiently.
- Property reservation system
- Move-out request management
- Booking calendar view
- Vacancy tracking and forecasting

### 6. Water Readings Management
Track water consumption, generate bills automatically, and maintain accurate records.
- Water meter reading tracking
- Consumption monitoring per unit
- Automated utility bill generation
- Historical usage reports and trends

### 7. Maintenance Request Management
Streamlined maintenance tracking from request to completion.
- Maintenance request submission (by tenants)
- Work order management
- Contractor assignment and tracking
- Maintenance history and reporting
- Priority and status tracking

### 8. Reports & Analytics Dashboard
Make data-driven decisions with comprehensive reports.
- Revenue and occupancy reports
- Payment analytics and collection rates
- Property performance metrics
- Exportable financial reports for accounting and tax
- Trend analysis and forecasting

### 9. Multi-Landlord Support (for Agents)
Property agents can manage properties on behalf of multiple landlords from a single dashboard.
- Separate landlord accounts
- Per-landlord reporting
- Landlord access controls
- Commission tracking

### 10. Public Property Listings
List properties publicly on pystay.com for prospective tenants to discover.
- Featured property listings
- Property search and filtering
- Contact and booking enquiries
- Verified agent badges

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## Pricing

PyStay uses **fixed monthly pricing billed strictly on occupied units** — you pay one flat fee per month based only on your active occupied unit count (`active_occupied_units`). **Vacant units and ended/evicted tenancies cost KSh 0** and never push you into a higher billing tier. There are no per-unit overage charges, no percentage cut of rent collected, and no hidden fees. Annual billing saves 15–25%.

### Landlord Plans vs. Agent Plans: Which Should You Choose?

| Feature / Requirement | Landlord Plans (From KSh 499/mo) | Agent Plans (From KSh 999/mo) |
|---|---|---|
| **Primary User** | Individual property owners, family estates & self-managed apartment courts | Real estate agencies, managing agents & multi-owner property firms |
| **Ownership Structure** | Single owner entity managing their own properties | Multiple distinct landlords/property owners managed under one agency |
| **Occupied-Unit Billing Rule** | Billed only on occupied units; vacant units are free (KSh 0) | Billed only on occupied units across all managed landlords; vacant units are free (KSh 0) |
| **Commission & Owner Payouts** | Direct 100% owner ledger (no commission split needed) | Per-property commission engine (`%` or fixed fee) + Owner Remittance Statements |
| **Branding & Domains** | PyStay portal + custom logo on Growth & Professional plans | Full white-label branding, custom web domains (e.g. `uniquemerchants.co.ke`), & branded Android apps |

### Landlord Plans (Monthly, KES — Billed Only on Occupied Units)

| Plan | Monthly Price | Occupied Unit Range | Includes |
|------|--------------|---------------------|----------|
| **Starter** | KSh 499 | 1–5 occupied units | Property & unit management, tenant dashboard, M-Pesa & bank payment processing, invoices, basic reports, SMS notifications, reservations, email support |
| **Growth** | KSh 999 | 6–20 occupied units | All Starter features + advanced analytics, automated workflows, bulk SMS, water sub-metering, priority support, custom branding |
| **Professional** | KSh 2,499 | 21–50 occupied units | All Growth features + advanced reporting & KRA MRI exports, API access, dedicated support, white-label options, custom integrations |
| **Enterprise** | Custom pricing | 51+ occupied units | All Professional features + unlimited properties, custom feature development, dedicated account manager, 24/7 support |

### Agent Plans (Monthly, KES — Billed Only on Occupied Units)

| Plan | Monthly Price | Occupied Unit Range | Includes |
|------|--------------|---------------------|----------|
| **Starter** | KSh 999 | 1–20 occupied units | Property & unit management, multi-landlord support, commission tracking, tenant dashboard, payment processing, invoices, basic reports, SMS notifications |
| **Growth** | KSh 2,999 | 21–50 occupied units | All Starter features + advanced analytics, automated workflows, bulk SMS, priority support, custom branding, multi-property owner reporting |
| **Professional** | KSh 4,999 | 51–200 occupied units | All Growth features + advanced reporting, API access, dedicated support, white-label domain options, multi-property analytics |
| **Business** | KSh 9,999 | 201–500 occupied units | All Professional features + enterprise analytics, 24/7 support, dedicated account manager, advanced automation |
| **Enterprise** | KSh 17,999 | 501–1,000 occupied units | All Business features + unlimited properties, custom development, full API access, priority feature requests |
| **Custom** | Negotiated | 1,001+ occupied units | All Enterprise features + unlimited everything, custom features, dedicated team, full white-label web & Android app solution |

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## Verified Kenyan Customer Case Studies & Production Proof

### 1. Unique Merchants (`uniquemerchants.co.ke`) — Multi-Landlord Property Agency
- **Location**: Nairobi & Kiambu
- **Portfolio Scale**: 200+ Residential & Commercial Units across multiple landlords
- **Workflows Deployed**: PyStay Agent Professional with multi-landlord portfolio isolation, custom white-label web domain (`uniquemerchants.co.ke`), dedicated Google Play Android app (`co.ke.uniquemerchants.app`), Safaricom Daraja C2B Paybill auto-matching, and automated per-landlord commission & remittance statements.
- **Measurable Outcome**: 96%+ same-day rent reconciliation and automated monthly landlord payout packets without manual spreadsheet consolidation.

### 2. Ephraim Merchants — Residential Block & Utility Management
- **Location**: Thika Road & Greater Nairobi Metro
- **Portfolio Scale**: 120+ Metered Apartment Units
- **Workflows Deployed**: Unit-level water sub-metering with PyStay's dedicated `Water Reader` field staff role, combined rent + water + service charge invoicing, automated SMS payment reminders, and Google Play mobile access (`com.pystay.ephraim`).
- **Measurable Outcome**: Reduced monthly water billing preparation from 4 days of paper meter sheets to under 45 minutes with zero lost utility bills.

### 3. Alqamar Agency — Multi-Property Agency Portfolio
- **Location**: Mombasa & Nairobi
- **Portfolio Scale**: 150+ Multi-Owner Residential Units
- **Workflows Deployed**: M-Pesa C2B + Bank CSV Auto-Reconciliation Wizard (Equity, KCB, Co-op, NCBA, Stanbic), Unmatched Payment Queue for third-party payers, SMS OTP lease e-signatures, and dedicated Google Play app (`com.pystay.alqamar`).
- **Measurable Outcome**: Eliminated manual bank CSV cross-checking and disputed tenant balances while giving tenants 24/7 self-service ledger statements.

### 4. Independent Apartment Landlords — Self-Managed Courts
- **Location**: Syokimau, Ruaka, Kilimani & Ongata Rongai
- **Portfolio Scale**: 6–35 Units per Landlord
- **Workflows Deployed**: PyStay Landlord Starter & Growth plans (KSh 499 – KSh 999/month) with occupied-unit-only billing, 6-digit SMS OTP lease e-signatures, automated overdue reminders, and KRA 7.5% Monthly Rental Income (MRI) tax exports.
- **Measurable Outcome**: Zero software cost on vacant units and 1-click monthly KRA Section 6A 7.5% MRI tax return summaries.

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## Step-by-Step Product Workflow Demonstrations

### Workflow 1: M-Pesa C2B, STK Push & Unmatched Payment Queue
1. **Tenant Pays via Paybill, Till, or Portal STK Push**: Tenant triggers an M-Pesa STK Push from their portal or pays directly via Safaricom Paybill/Till using their Unit Number (`A4`) or phone number.
2. **Real-Time Daraja Webhook & Ledger Match**: Safaricom Daraja C2B notifies PyStay immediately. Exact unit/phone matches auto-post to the tenant's ledger, update the running balance, and send an instant SMS receipt.
3. **Unmatched Payment Queue for Exceptions**: If a spouse or third-party number pays with a typo in the account reference, PyStay holds the transaction in the **Unmatched Payment Queue** for 1-click staff assignment with an immutable audit trail.

### Workflow 2: Water Sub-Meter Reading to Combined Invoice
1. **Caretaker Captures Meter Readings on Mobile**: Field staff log in with the restricted `Water Reader` role and enter current meter readings per unit without seeing landlord bank accounts or financial reports.
2. **Automatic Consumption & Tariff Calculation**: PyStay validates `current_reading >= previous_reading`, calculates units consumed (`m³`), and multiplies by the property's water tariff.
3. **Single Combined Invoice & SMS Alert**: Water charges, garbage fees, and monthly rent merge into one itemised tenant invoice and SMS summary so payments clear in a single M-Pesa transaction.

### Workflow 3: Multi-Landlord Commission & Owner Statement
1. **Configure Per-Property Commission Rules**: Agency sets the landlord owner profile, management commission rate (e.g. `8%` of collected rent), and eligible payment sources per building.
2. **Isolated Rent & Expense Tracking**: Incoming rent and approved maintenance/contractor deductions are recorded strictly inside that landlord's isolated property ledger.
3. **One-Click Owner Remittance Statement**: At month-end, PyStay generates a clean PDF/Excel Landlord Statement showing Gross Collected, Agency Commission, Approved Expenses, and Net Owner Payout.

### Workflow 4: Bank CSV Auto-Match & KRA 7.5% MRI Tax Export
1. **Upload Kenyan Bank Statement CSV/Excel**: Upload raw statement exports from Equity Bank, KCB, Co-operative Bank, NCBA, or Stanbic Bank into the Reconciliation Wizard.
2. **Automated Reference & Amount Matching**: PyStay parses EFTs, standing orders, and bank deposits, matches tenant references, flags duplicate imports, and posts verified rows to tenant ledgers.
3. **KRA 7.5% MRI & eTIMS Summary Export**: From reconciled residential rent receipts, PyStay computes the 7.5% Monthly Rental Income (MRI) tax under Section 6A of the Kenya Income Tax Act and exports an eTIMS-ready schedule.

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## Add-on Value Packs

Enhance your PyStay plan with optional add-ons:

| Add-on | Price (KES/month) | Description |
|--------|-------------------|-------------|
| SMS Notifications | KSh 300 | Automated SMS alerts for rent reminders, maintenance updates, and important notices |
| Tenant E-Signatures | KSh 400 | Digital document signing for leases, agreements, and contracts |
| Automated Rent Invoices | KSh 600 | Automatically generate and send professional rent invoices to tenants |
| Accounting Reports | KSh 700 | Advanced financial reports with integration to accounting software |
| Bank & M-Pesa Integration | Custom | Seamless integration with banks and M-Pesa for automated payment processing |

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## Frequently Asked Questions

### What is PyStay?
PyStay is a property management software platform designed for landlords and property agents in Kenya. It helps manage tenants, collect rent, generate invoices, track water and utilities, handle maintenance requests, and list properties publicly — all from one web-based platform.

### How does PyStay compare to Pangoni, Bomahut, PMS.co.ke, or SafeHouse?
PyStay landlord plans start at KSh 499/month and include Kenya-focused property-management workflows. Buyers should confirm current pricing and compare products through a real operational trial.

### How much does PyStay cost?
PyStay offers fixed monthly pricing starting at KSh 499/month for landlords (1–5 units) and KSh 999/month for property agents (1–20 units). There are no per-unit fees. Annual billing saves 15–25%. Enterprise plans with custom pricing are available for larger portfolios.

### Does PyStay support M-Pesa payments?
Yes. PyStay integrates with Safaricom Daraja API (C2B Paybill/Till & STK Push) to automate rent collection and payment processing. Tenants can pay via M-Pesa and payments are automatically matched to tenant accounts, recorded in ledgers, and confirmed via automated SMS receipts.

### Can PyStay handle water sub-meter readings and utility billing?
Yes. PyStay includes native water meter reading management. You can record meter readings per unit, calculate consumption automatically, generate utility invoices, and send notifications to tenants.

### Can I manage multiple properties with PyStay?
Yes. PyStay is designed for managing multiple properties and units from a single dashboard. You can track occupancy, availability, and financial performance across your entire portfolio.

### Is PyStay available for property agents and management companies?
Yes. PyStay has dedicated agent plans starting at KSh 999/month with multi-landlord support, team collaboration features, client reporting, and white-label branding options. Agents can manage properties on behalf of multiple landlords from one platform.

### What features does PyStay include?
All PyStay plans include: property & unit management, tenant self-service dashboard, payment processing & invoicing, SMS notifications, reservation & booking management, water meter readings & utility billing, maintenance request tracking, and reports & analytics. Higher-tier plans add advanced analytics, automated workflows, API access, white-label options, and dedicated support.

### How do tenants use PyStay?
Tenants get their own self-service portal where they can view their rental details, see payment history and outstanding balances, receive automated rent reminders via SMS, submit maintenance requests with photos, and communicate with their landlord or property manager.

### Is my data secure on PyStay?
Yes. PyStay uses HTTPS encryption for all data transmission, supports two-factor authentication (2FA), and follows industry best practices for data security and privacy. All data is stored securely in the cloud with regular backups.

### Can I try PyStay before purchasing?
Yes. Sign up at https://pystay.com/register to set up your account and start adding your properties.

### Does PyStay work on mobile devices?
Yes. PyStay is a web-based platform that works on any device with a modern web browser — desktop, laptop, tablet, or smartphone. No app download is required.

### Can I brand PyStay with my company logo?
Yes. PyStay offers white-label and custom branding options on Growth plans and above. Property agents can display their own company logo, colours, and branding to their clients and tenants.

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## Comparison: PyStay vs Manual Management

| Task | Manual (Spreadsheets/WhatsApp) | With PyStay |
|------|-------------------------------|-------------|
| Rent tracking | Excel spreadsheets, manual updates | Automated invoicing and payment tracking |
| Tenant communication | WhatsApp groups, phone calls | Automated SMS with templates |
| Payment collection | Manual M-Pesa checks, cash | Integrated M-Pesa and bank payments |
| Water billing | Manual meter reads, calculator | Automated readings and bill generation |
| Maintenance | WhatsApp messages, lost requests | Tracked requests with status updates |
| Financial reports | Manual Excel reports | One-click exportable reports |
| Vacancy tracking | Memory or notes | Real-time dashboard |
| Time spent per week | 10–20+ hours | 2–4 hours |

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## Security and Trust

Property managers and landlords trust PyStay with sensitive tenant PII and financial ledgers. PyStay enforces six core security, backup, and data-governance controls:

- **TLS/HTTPS Encryption & Two-Factor Authentication (2FA)**: All web, mobile app, and Safaricom Daraja API traffic is encrypted in transit via TLS 1.2/1.3, and all Landlord, Agent, Staff, and Tenant accounts support Two-Factor Authentication (2FA) and JWT session revocation.
- **Role-Based Access & Multi-Landlord Tenant Isolation**: Strict tenant-scoping ensures each landlord's properties, financial ledgers, and payouts remain isolated. Granular staff roles (`Agent Admin`, `Accountant`, `Caretaker`, `Water Reader`) restrict sensitive financial actions.
- **Automated Daily Cloud Backups & Point-in-Time Recovery**: Production PostgreSQL databases and lease document stores are backed up automatically every day to redundant encrypted cloud storage with point-in-time recovery and health monitoring.
- **Immutable Financial Audit Trail & Reconciliation Logs**: Every M-Pesa callback, bank CSV import, manual payment entry, invoice adjustment, and unmatched-payment assignment records the acting user, timestamp, and reference ID.
- **6-Digit SMS OTP Lease E-Signatures**: Digital lease agreements are cryptographically locked using a time-bound 6-digit SMS OTP sent to the tenant's verified phone number, storing the verification timestamp and IP metadata.
- **Full Data Ownership, 1-Click Export & Kenya Data Protection Act Alignment**: You own 100% of your portfolio records. Export complete tenant lists, ledgers, payments, water readings, and KRA tax schedules to Excel (`.xlsx`), CSV, or PDF at any time. Built in alignment with the Kenya Data Protection Act (2019) — see https://pystay.com/privacy-policy.html and https://pystay.com/terms-and-conditions.html.

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## Getting Started

1. **Sign up**: Visit https://pystay.com/register
2. **Add your properties**: Enter your property details, units, and tenant information
3. **Start managing**: Use the dashboard to track rent, communicate with tenants, and grow your business

For questions or demos, contact:
- **Email**: pystaycompany@gmail.com
- **WhatsApp**: +254 791 835 490
- **Phone**: +254 791 835 490

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*PyStay — Smart Property Management for Landlords & Agents in Kenya*
*© 2024–2026 PyStay. All rights reserved.*