1

Getting started

Create your account and start the free trial

Sign up in about a minute. No credit card is needed.

1. 1Go to app.pro-suite.co/register (or press Start free trial on this website).
2. 2Fill in Full name, Email and a Password of at least 8 characters. Add your Phone number if you can. It is used for payment alerts and important updates, and you pick your country code from the list.
3. 3If someone gave you a referral code, tap Have a referral code? and enter it.
4. 4Tap Continue. Your 14-day free trial starts straight away. You do not need a card.
5. 5Confirm your email address using the verification link ProSuite emails you (it works for 24 hours). If you did not get one, the banner inside the app lets you send it again.

TipUse the phone number you actually want alerts on. Each phone number and email can only be used on one account.

Choose your account type

After you sign up, ProSuite asks what you do, then shows only the tools that fit.

1. 1On the screen What would you like to do? pick the card that describes you: I rent out properties, I manage properties for others, I run a hotel or guesthouse, or I sell land or plots.
2. 2Tap Continue.
3. 3Type a name for your first business or property, for example Sunrise Apartments. You can change it later in Settings.
4. 4Tap Get started. On the You're all set! page, follow the three suggestions (add your first property, invite a team member or tenant, explore the dashboard), then tap Go to my dashboard.

NoteChoose carefully. The menu on the left changes with your account type. See Guides by account type further down for what each one contains.

Set up your name, logo and timezone

This is what your tenants see on invoices and receipts.

1. 1Open Settings from the menu on the left.
2. 2Under Account, open Profile. Check your Full Name, Phone, Company / Business Name, Currency and Country.
3. 3Under Appearance, open Branding. Add your Company Phone, check the Company Timezone, upload your Company Logo (PNG, JPG or SVG, about 200 x 60 px) and write the footer message you want at the bottom of invoices.
4. 4Save each section before you leave it.

Tell ProSuite how tenants pay you

Set this up once, and your payment details appear on every invoice and payment SMS.

1. 1Open Settings, then Payments, then the M-Pesa tab.
2. 2Pick how you receive M-Pesa. Manual (Paybill / Till) is the simplest: enter your Paybill Number and Account Name / Number, or your Till Number (Buy Goods).
3. 3Direct (Daraja) lets tenants get an M-Pesa prompt on their phone. You enter your Business Shortcode, Consumer Key, Consumer Secret and Lipa Na M-Pesa Passkey from your own Safaricom Daraja account, then press Save M-Pesa Direct Settings. The callback address is shown on the page for you to copy.
4. 4SunPay (Automated) is a third option if you use SunPay. You enter the SunPay details it gives you.
5. 5If tenants also pay by bank, open the Bank tab and fill in Bank Name, Account Number and Branch.

TipNot sure which M-Pesa option to choose? Start with Manual. You can switch later without losing any records.

Check SMS and email sending

Make sure tenants really receive your invoices and reminders.

1. 1Open Settings, then Communications, then SMS. If your account already has SMS sending set up you can leave the details as they are. Press Send Test to send yourself a message.
2. 2Open Email. Enter the Sender Email and Sender Name tenants should see, then press Test Email.
3. 3Open Notifications to choose which messages go out by SMS and which by email (see Reminders below).

NoteMessages are only sent while your trial or paid plan is active. If your plan expires, ProSuite stops sending SMS and email to tenants until you renew.

2

Properties and tenants

Add a property and its units

A property is a building or plot. Units are the houses, shops or rooms inside it.

1. 1Open Properties in the left menu (hotels see Hotels, land sellers see Projects) and press Add Property.
2. 2Step 1, Location: type the address, for example 12 Main Street. Step 2, Details: enter the property name and choose a type such as Apartments, Bedsitters, Commercial or Maisonettes. Step 3, Extras: add the caretaker's name and phone if you like. Press Save and continue at each step.
3. 3Property managers also pick the owner (or choose Add new landlord) and can set a Commission, either a percentage or a fixed amount.
4. 4Open the new property and press Add Unit for each house, shop or room. You can also create many units at once.
5. 5The property page is also where you set the rent due day, late fees and tax (next sections).

Set the rent due day

The day of the month rent is due. Each property has its own.

1. 1Open Properties and click the property.
2. 2Find Rent Due Day. It reads, for example, 1st of each month. Press Edit.
3. 3Enter the Day of month (from 1 to 28) and press Save.

NoteThe default is the 1st. Reminders, late fees and invoice timing all follow this day.

Switch on late fees

Charge a fee when rent is paid late. Off until you turn it on.

1. 1On the property page find the Late Fees card. It says Not set up until you turn it on.
2. 2Switch on Charge late fees.
3. 3Set Grace (days), the number of days after the due date before the fee applies. Use 0 for no grace period.
4. 4Choose a Fee type: Fixed amount (enter the Amount) or Percentage (enter Fee in %).
5. 5Press Save settings. To stop charging late fees later, press Turn off late fees.

Add VAT or another tax to a property

Tax is added on top of the rent and shown clearly on paperwork.

1. 1On the property page find the Tax on rent card. It says Off - no tax added to invoices until you set it up.
2. 2Press Edit and tick Add tax on top of rent.
3. 3Enter a Tax name (VAT is suggested) and the Rate (%), then Save.
4. 4From then on, new rent invoices for that property show the tax as its own line, and the receipts and statements show it too.

NoteTax applies to new rent invoices only (monthly invoices and move-in invoices). Invoices you already created are not changed. Each property has its own tax setting, so a VAT building and a non-VAT building can live side by side.

Add a tenant and assign a unit

Two short steps. The move-in invoice is created for you at the end.

1. 1Open Tenants in the left menu and press Add Tenant.
2. 2Fill in Full name and Phone (with the country code). Email, National ID / Passport and Address are optional. Press Save Tenant. If the phone number already belongs to a tenant, ProSuite tells you.
3. 3Press Assign unit. Choose the Property and Unit, enter the Lease Start date and the Monthly Rent, and add a Security Deposit if you charge one. You can add a lease end date too.
4. 4Press Assign Unit & Generate Invoice. The move-in invoice is created straight away and is due on the lease start date. If the lease starts part-way through the month the first month's rent is pro-rated, and any property tax is added on top.

TipA correct phone number matters most. It is where invoices, reminders and receipts are sent.

Add many tenants at once from a spreadsheet

Handy when you are moving over from Excel.

1. 1Open Tenants and press Bulk CSV.
2. 2Press Download Template to get the spreadsheet format, fill it in with one tenant per row, and upload it.
3. 3The units must already exist in ProSuite and be vacant, and each phone number can only be used once.

NoteEach imported tenant gets a move-in invoice, just like adding them one by one.

Move a tenant out

Close a lease and settle the deposit.

1. 1Open the property, click the occupied unit and press Move out, or use the move-out option on the tenant's page.
2. 2Enter the Move-out date and any notes.
3. 3Review charges and deposit: you see the Deposit held, can add Deposit deductions (a description and an amount), and see the Refund to tenant.
4. 4Confirm move-out. The unit becomes vacant again.

3

Invoices

How automatic rent invoices work

You do not have to create rent invoices each month. ProSuite does it.

1. 1Every morning at 8:00 ProSuite checks each active tenant and creates the month's invoice, named like Monthly Rent - October 2026. The due date is the property's Rent Due Day.
2. 2If you use reminders that go out before the due date (the default is 3 days before), the next month's invoices are created a few days early so the reminder has an invoice to point to.
3. 3Each new unpaid invoice is sent to the tenant by SMS and/or email, depending on your notification settings. The email has the invoice PDF attached, and the message shows the invoice number, due date, balance and how to pay.
4. 4If the tenant has a credit balance from an earlier overpayment, it is applied to the invoice automatically.
5. 5A tenant is skipped if they already have a rent invoice for that month or their lease has not started yet.

NoteA tenant with no phone number and no email cannot be notified, so add at least one. Automatic invoices are made for landlord and property manager accounts.

Create an invoice by hand

For a one-off charge such as a utility bill or repair.

1. 1Open Invoices and press Create Invoice.
2. 2Search for the Tenant, then set the Issue Date and Due Date.
3. 3Add Line Items. For each line enter a Description, an Amount and a charge type: Monthly Rent, Utility, Maintenance, Late Fee, Security Deposit or Other.
4. 4Add Notes if you need to, then save. The invoice is marked Sent and the tenant is notified.

NoteTax is added automatically only on the monthly rent and move-in invoices. If a manual invoice needs tax, add it as a line item.

Send, resend or download an invoice

Open any invoice to see what has been charged and to share it again.

1. 1Open Invoices and click the invoice.
2. 2Press Download PDF to save it, Notify via SMS or Notify via Email to send it to the tenant again.
3. 3Use Add Charge to add another line, or Record Payment when money comes in.
4. 4An invoice shows one of these statuses: Draft, Sent, Unpaid, Partial, Paid, Overdue or Written Off.

TipGenerate Monthly (in the Invoices menu) fills in any missing past invoices. It does not message tenants, so use it to tidy records, not to send.

How late fees get added

Once switched on for a property (see Late fees above), it all happens by itself.

1. 1After the due date plus your Grace (days), an unpaid invoice gets one extra line: Late Payment Fee, either a fixed amount or a percentage of the balance.
2. 2The invoice changes to Overdue.
3. 3The fee is added only once per invoice, and it is added before that day's reminders, so the day-after reminder tells the tenant the fee has been added.

4

Payments and receipts

Record a payment

Use this for cash, bank transfers, cheques, or mobile money you received to your own account.

1. 1Open the invoice and press Record Payment. (You can also use the form on the Payments page.)
2. 2Choose the Method: M-Pesa, Cash, Bank Transfer, Cheque, and so on. Enter the Amount and the Reference, for example the M-Pesa code.
3. 3Save. A partial payment marks the invoice Partial. If the tenant paid more than the invoice, ProSuite first settles their other open invoices and keeps the rest as credit.
4. 4The tenant is sent a payment confirmation by SMS and/or email, depending on your notification settings.

NoteProSuite will not accept the same reference twice, and it will not accept a payment on an invoice that is already paid or written off.

Collect rent online

What happens depends on the payment option you set up in Settings, Payments. M-Pesa options are shown here.

1. 1Manual (Paybill / Till): your Paybill or Till number is printed on invoices and payment messages. Tenants pay you directly, and you record each payment as shown above.
2. 2Direct (Daraja): ProSuite can send an M-Pesa prompt to the tenant's phone (STK push) using your own Daraja account.
3. 3SunPay: tenants pay your Paybill using their account reference, and ProSuite matches the payment to the right tenant, pays their oldest unpaid invoices first, keeps any extra as credit, and sends the notifications.
4. 4Tenants can also pay through the WhatsApp assistant, which sends them an M-Pesa prompt.

TipNot sure which one you need? Manual works for everyone from day one.

Receipts

Every payment has a numbered receipt.

1. 1Open Payments and click a payment.
2. 2Press Download receipt to get the PDF. Receipt numbers look like RCT-000123.
3. 3If the property charges tax, the receipt shows a line such as Includes VAT (16%) for the share of the payment that is tax.
4. 4Tenants also receive a receipt as a PDF on WhatsApp after paying, when WhatsApp is available for them.

5

Reminders

Set your rent reminder schedule

Choose when tenants are reminded. The default is already sensible.

1. 1Open Settings, then Communications, then Notifications.
2. 2Find When to send reminders. By default it shows 3 days before the due date, On the due date and 1 day after the due date.
3. 3To add one, enter a number, pick days before due date, on the due date or days after due date, and press Add reminder. You can have up to 8, from 1 to 60 days either side.
4. 4To go back to the standard schedule, press Reset to default.
5. 5Under the same tab, switch SMS and Email on or off for Invoice issued, Payment received and Reminders & automated notices. By default reminders go by SMS and not email.
6. 6Press Save Notification Settings.

NoteEach reminder is sent once, in the morning, and only while the invoice is still unpaid. The day-after reminder mentions the late fee if one was added. You can also press Send Reminders Now on the same page.

Chase arrears by hand

See who owes you and nudge them in one click.

1. 1Open Arrears to see every tenant with an unpaid balance.
2. 2Press Remind beside one tenant, or Remind All to message everyone listed.
3. 3Choose SMS, Email or Both, check the message and send.
4. 4For a message to a group, such as a notice to one building, use Messages in the left menu. You can send to everyone, one property or one tenant.

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SMS credits

Check your SMS credits and top up

Each SMS to a tenant uses 1 credit. Emails are free.

1. 1Open Settings, then Account, then Subscription. The SMS Credits box shows your balance.
2. 2Press Top Up. You see your Current balance and the Price per credit.
3. 3Pick a pack of 50, 100, 250 or 500 credits, or type any amount you like in Or enter any amount (from 10 to 50,000 credits).
4. 4Enter your M-Pesa phone number and confirm the prompt on your phone. You can also pay manually to the Paybill shown. Credits are added automatically once payment is confirmed.

NoteIf you run out, SMS messages fail until you top up, though emails still go out.

Low-credit alert

ProSuite warns you before messages stop.

1. 1When your balance drops to the alert level (10 credits by default) the account owner receives one SMS saying how many credits are left.
2. 2Go to Settings, Subscription, Top Up and add credits. The alert switches back on after you top up.

NoteThe alert goes to the phone number on the account owner's profile, so keep it filled in.

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Statements and reports

Owner statements (property managers)

Show each landlord what came in, what was deducted and what you owe them.

1. 1Open Statements and press Generate Statement.
2. 2Choose the Landlord, the Properties (all or some) and the Period Start and End dates, then press Generate Statement.
3. 3The statement shows Gross Rent Collected, less Expenses, less Commission, giving the Net Payout to Landlord.
4. 4Use the buttons on the statement to download the PDF or email it to the landlord. A statement moves through Draft, Finalized, Sent and Paid Out.
5. 5Record the money you send the landlord under Payouts.

NoteCommission is set on each property when you add it. Tax charged on rent appears on the statement too.

Tenant statements

A tenant's account history, with tax shown.

1. 1Open the tenant from Tenants to see their invoices, payments and balance.
2. 2Tenants can ask the WhatsApp assistant for Get my statement and receive it as a PDF.
3. 3The Tenant Ledger report lists the same history for any tenant.

Reports

Open Reports in the left menu. Each report can be downloaded as CSV.

1. 1Landlords: Rent Collection, Arrears Summary, Property Performance, Financial Summary, Expenses, Property Statement, Vacancy Report, Tenant Ledger and Annual Tax Summary.
2. 2Property managers: the same, with Landlord Statement and Commission Earned.
3. 3Hospitality: Occupancy, Revenue, Guest Stays, Financial Summary, Guest Ledger and Annual Tax Summary.
4. 4Land sales: Installment Collection, Project Progress, Buyers in Arrears, Financial Summary, Buyer Ledger and Annual Tax Summary.

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Staff and roles

Add a staff member

Give your caretaker, agent or accountant their own login.

1. 1Open Staff and press Add Staff.
2. 2Enter Full Name, Email, Phone and choose a Role.
3. 3ProSuite creates the account and emails a temporary password (it is also shown on screen once so you can pass it on). They should change it when they first log in.
4. 4From the row menu you can Change Role, Reset Password, Force Logout, turn WhatsApp Bot Access on or off, or Block Access.

What each role can do

Pick the lowest role that lets someone do their job.

1. 1Admin: full access, including staff and billing.
2. 2Manager: runs day-to-day operations but cannot manage staff or billing.
3. 3Accountant: invoices, payments, expenses and reports.
4. 4Agent: adds tenants, records payments and manages properties.
5. 5Caretaker: sees and updates maintenance only.
6. 6Viewer: read-only.
7. 7Want something different? Open Settings, then Team, then Roles & Permissions to switch individual permissions on or off.

9

Plans and billing

Choose a plan when your trial ends

Plans are priced by how many units you manage. Every plan includes every feature.

1. 1Open Settings, then Account, then Subscription, and press Upgrade now. (A banner also appears in the app when your trial is about to end.)
2. 2Choose a duration: 1 month, 3 months, 6 months or 12 months, then pick the plan that covers your number of units and press Continue.
3. 3Check the summary: plan, duration and total.
4. 4Choose a payment method (for example M-Pesa or card, depending on what is switched on for your account), then follow the prompts to pay.
5. 5When you see Payment successful! your plan is active.

NotePrices and unit limits are shown on the Pricing section of the home page and on the upgrade page. If your trial or plan expires you can still view your data, but you cannot make changes and tenants stop receiving messages until you renew.

Use a discount code

Enter a promo code when you subscribe.

1. 1On the upgrade page, choose your plan and duration to reach the Complete your upgrade screen.
2. 2Type the code into Discount code and press Apply.
3. 3If it is valid you see the code applied and how much you save, and the Total updates.
4. 4Continue with Pay with M-Pesa as normal.

NoteA code can be limited to certain plans, can expire, and can be used once per account. If a code does not work, the screen tells you why.

10

WhatsApp assistant

Use the WhatsApp assistant as a landlord

Run quick jobs from WhatsApp without opening the app.

1. 1Make sure your phone number is on your profile (Settings, Profile). The assistant recognises you by that number. For staff, an admin can switch WhatsApp Bot Access on from the Staff page.
2. 2Message the ProSuite WhatsApp number and send hi. You get a menu: Send payment reminders, See who hasn't paid, Check a tenant's balance, View vacant units, Ask me anything.
3. 3You can also type questions, for example who hasn't paid, or a tenant's name followed by balance.
4. 4For private details the assistant sends a one-time code to your phone first.
5. 5Want to use your own business number? Open Settings, then Communications, then WhatsApp and follow the connection steps. Conversations appear in WhatsApp in the left menu.

What tenants and others can do on WhatsApp

The same number answers your tenants, owners, buyers and vendors.

1. 1Tenants send hi to Check my balance, Get my statement (PDF), Pay now with an online payment prompt, or report a maintenance problem and check its status.
2. 2Landlords who use a property manager can view My properties, tenants and balances and get My owner statement.
3. 3Land buyers can see their plot details and payment schedule, and pay with M-Pesa.
4. 4Vendors can see assigned jobs, send an update or photo and mark a job complete.

NoteA tenant is recognised by the phone number on their tenant record, so keep those numbers correct.

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Guides by account type

Landlord

For people who own and rent out property.

1. 1Your left menu: Dashboard, Properties, Tenants, Invoices, Payments, Maintenance, Arrears, Expenses, Messages, WhatsApp, Reports, Staff, Settings and Audit Log.
2. 2Set up: add a property, add units, set rent due day, late fees and tax, add tenants and assign units.
3. 3Every month: invoices and reminders go out by themselves. Check Arrears and Payments, and record cash or bank payments.
4. 4Maintenance: log repair requests under Maintenance, set a priority, and assign a vendor who gets a link to post updates and photos.
5. 5Expenses: record what you spend on a property so your reports show real profit.

Property manager

For people who manage property on behalf of owners.

1. 1Your menu adds Landlords, Statements and Payouts to the landlord tools.
2. 2Add each owner under Landlords, then add their properties and pick the owner. Set your Commission on the property (a percentage or a fixed amount).
3. 3Each month generate an owner statement under Statements, send it to the landlord, then record the transfer under Payouts.
4. 4Owners also receive statements by email and can ask for them on WhatsApp.

Hospitality (hotels and guesthouses)

For hotels, guesthouses, serviced apartments and short stays.

1. 1Your menu: Dashboard, Hotels, Bookings, Guests, Folios, Payments, Housekeeping, Expenses, Messages, WhatsApp, Reports and more.
2. 2Add your hotel under Hotels. Rooms are its units.
3. 3Under Bookings press New Booking. A booking moves from Pending to Confirmed, Checked In and Checked Out (or Cancelled). Use the Check In and Check Out buttons on the booking.
4. 4Guest bills are called Folios. Extra charges such as room service or laundry are set up under Settings, Payments, Charges.
5. 5Housekeeping tracks each room as Clean, Dirty, In Progress or Out of Service.

Land sales

For people who sell plots in a project.

1. 1Your menu: Dashboard, Projects, Buyers, Receipts, Payments, Expenses, Messages, WhatsApp and Reports.
2. 2Press New Project, then add the plots (use Add More Plots to add many at once).
3. 3Add the buyer under Buyers, then open a plot and press Book. Choose full payment or an Installment Plan and the number of installments.
4. 4Each buyer has an Installment Schedule, and you can Download Agreement to print the sale agreement. The agreement wording can be edited under the land sales agreement template.
5. 5Late fees set on the project apply to missed instalments. You can also turn on Auto-release plots on default under Settings, Notifications.