Good morning, Anri
Fri 17/07/2026Doors under management
412
+6 this month
Vacancy rate
4,1%
17 vacant · 11 listed
Total arrears
R 186 420
3,2% of monthly billing
Renewals due · 90 days
31
4 not yet started
Valore opportunities
7
3 under area trend · 4 lease-end
Lead source → signed lease
Last 90 days · conversion to lease
Leads this week
by source · 50 total
Placement conversion18,4%
Median first response38 min
Open tickets
23 by priority
Emergency2
Urgent7
Routine14
Awaiting landlord approval4
Avg completion (routine)6,2 days
Enquiry → Qualified61%0,4 d
→
Qualified → Viewing72%1,8 d
→
Viewing → Application48%2,1 d
→
Application → Lease57%6,3 d
New Enquiry
3Duplicate detected: +27 71 883 2204 matches existing contact Chantelle Botha — review & merge.
Lerato Khumalo
⏱ 4h 32mno reply yet
Riaan Fourie
⏱ 1h 05m
⚡ Auto-acknowledgement sent on WhatsApp
Sipho Ndlovu
❄ Gone cold · 5 d
Pre-Qualified
2Nomvula Dlamini
2,8× ⚠Pets: 1 cat
▶ Pre-qualify via WhatsApp bot
Ayanda Mabaso
3,6× ✓01/10 move-in1 occ.
Viewing Booked
1Thabo Mokoena
Sat 19/07 · 10:00Income 3,2× ✓
⚡ Reminder scheduled Fri 17:00
Application Received
1Chantelle Botha
✓ ID document
✓ 3× bank statements
✗ Payslips
✓ Consent signed
⚡ Document chase message queued
Vetting
2Johan Steyn
TPN: Fail ✗Refs pending
Marius Louw
TPN: Pass ✓References ✓Income verified ✓
Landlord Approval
1Nadia September
⚡ Summary sent to Dr E. Swart via WhatsApp — awaiting reply · 3h
Lease
1Kagiso Sithole
✓ E-sign sent
✓ Deposit invoiced
✓ FICA verified
New Request
2Routine
⚡ Stove plate tripping mains
📷 1 photoSLA: 3 days
⚡ from WhatsApp
Routine
🪟 Bedroom window won't lock
📷 2 photosSLA: 3 days
Triage
2Urgent
💧 Kitchen mixer tap leaking
Responsibility: Landlord
ⓘ Worn washer = fair wear & tear → landlord. Broken by misuse → tenant.
Routine
🏠 Roof leak in common passage
Responsibility: Body Corp.
Refer to managing agent → SLA clock paused ⏸
Awaiting Landlord Approval
1Urgent
🚪 Garage door motor failed
Mandate auto-approve ≤ R 1 500
⚡ Quote sent to Dr E. Swart on WhatsApp — awaiting reply
Assigned to Vendor
1Urgent
💧 Blocked drain — courtyard
⚡ Job card sent · access details incl.
Vendor accepted ✓
Scheduled
1Emergency
💧 Geyser burst — ceiling leaking
✓ Vendor proposed: today 14:00
✓ Tenant confirmed via WhatsApp ⚡
📅 17/07/2026 · 14:00–16:00
In Progress / Done
1Routine
🔧 Replace bathroom extractor fan
📷 Before · 3📷 After · 0 required
Resolved
1Closed
🔧 Gate motor repair
Invoiced & closedquote R 4 850
New Request
1Upgrade
🔍 Replace kitchen cupboards
Est. R 38 000capex
Scoping / Quotes
2Upgrade
☀ Solar & inverter install
2 of 3 quotes in
Upgrade
🎨 Full repaint before re-let
quote R 22 400
Trustee / Owner Approval
1Upgrade
🏠 Common roof waterproofing
⚡ Awaiting trustee vote — Phase 2 routing
8
12 Dorp Street
Stellenbosch Central, 7600
👤 Pieter van der Merwe · R 11 800/m
18 Cluver Road
Universiteitsoord, 7600
vacant 17 days · R 12 500/m
7 Die Boord
Die Boord, 7600
Zanele Mthembu · R 8 500/m
22 Die Boord
Die Boord, 7600
Johan Steyn · R 6 500/m
Unit 7, De Zalze Winelands
Technopark, Stellenbosch
Anneke Botha · R 4 750 000
3 Bosman's Crossing
Bosmansdal, 7600
→ Kagiso Sithole from 01/10 · R 9 800/m
14 Krige Street
Mostertsdrift, 7600
vacant 33 days · R 21 000/m
Unit 12, Dorpsig
Stellenbosch Central, 7600
Marius & Elsa Louw · R 10 400/m
Sale mandates on rental stock and levy rolls arrive in Phase 2 — buy enquiries are captured on the property file in the meantime.
12 Dorp Street, Stellenbosch Central, 7600
Occupied
≡ Dorpsig Sectional Title →
Landlord: Dr Elmarie Swart →
2 bed · 1 bath · 74 m²
Tickets · 4 →
Current rent
R 11 800
/ month
Current occupancy
Who is in the propertyTenantPieter van der Merwe
Occupancy since01/10/2024
Occupants2 adults · no pets
Contact+27 82 771 3390
RentR 11 800 /m
Escalation7% p.a.
Lease ends30/09/2026
Deposit held (trust)R 23 600 + R 812,44 interest accrued
Mandate thresholdauto-approve ≤ R 1 500
Rent received — last 12 months
Rent collection — July 2026
Short R 7 37538% collected · EFT — no debit order mandate
Invoiced 01/07/2026R 11 800
Received to dateR 4 425
OutstandingR 7 375
Commission 7,5%− R 332
Landlord payout 25/07R 4 093
Allocations to this invoice
09/07 08:02 · EFT · auto-matched ⚡
Allocated to July rent
Allocations post to the trust account, update the arrears ladder and land on the landlord statement immediately.
Arrears ladder
R 7 375 · day 9Day 1 — reminder sent ⚡ automated
Day 3 — call logged by Anri 👤 human
Day 7 — letter of demand 👤 needs action ·
Day 27 — TPN default listing ⚡ automated
Day 45 — attorney handover 👤 human
Maintenance routed here
4 open on file🪟 Bedroom window won't lock
#T-1044 · Routine · No vendor yet
💧 Kitchen mixer tap leaking
#T-1039 · Urgent · No vendor yet
🔧 Gate motor repair
#T-1028 · Gate Guru Automation · quote R 4 850
🔍 Replace kitchen cupboards
#U-209 · Upgrade · No vendor yet
Thread — Pieter van der Merwe
+27 82 771 3390 · attached to the property file
Middag Anri — my kliënt het my laat wag. Ek kan die res van die huur op 20 Julie betaal.
Dankie Pieter. Noted 20/07 for the balance of R 7 375 — I have paused the ladder until then, but interest still accrues from day 8.
Also logged separately: the bedroom window will not lock properly.
Automated reminder #3 — R 7 375 outstanding, day 9 of the arrears ladder. Reply PAID with proof of payment.
Payment reminderContractor visitRenewal offer
Outbound messages are logged to the audit trail and stay on the property file after the tenant changes.
Enquiries & interest
Rent & buyEnquiries stay attached to the property, so history survives tenant changes.
Audit trail
Every action — who, what, when · POPIA logged17/07 09:12⚡ AutomationArrears reminder #3 queued — day 9 of ladder
16/07 13:10Anri du ToitTicket #T-1039 logged — kitchen mixer tap leaking
11/07 14:20Anri du ToitArrears call logged — tenant promised payment by 20/07
09/07 08:00⚡ AutomationRent 09/07 partially received: R 4 425 of R 11 800
02/07 11:04Kobus MeyerDocument vault accessed — lease agreement.pdf (POPIA logged)
01/06 08:00⚡ AutomationRenewal window opened — escalation 7% → R 12 626 from 01/10/2026
01/10/2024Kobus MeyerLease commenced — Pieter van der Merwe · 24 months · R 11 800/m
22/09/2024Anri du ToitIngoing inspection completed — 38 photos on file
13 of 13
TM
Thabo Mokoena
ES
Dr Elmarie Swart
PM
Pieter van der Merwe
ZM
Zanele Mthembu
JS
Johan Steyn
ML
Marius & Elsa Louw
VW
Van Wyk Family Trust
AK
A. & M. Kritzinger
RM
Rethabile Moloi
HC
Mnr. H. Conradie
KS
Kagiso Sithole
BP
Boland Plumbing
GG
Gate Guru Automation
Landlords, tenants, applicants and vendors share one card — roles stack, history never splits.
TM
Thabo Mokoena
+27 83 291 4472 · thabo.mokoena@gmail.com
ApplicantPOPIA consent ✓ 16/07/2026Prefers: WhatsApp
Linked properties & leases
18 Cluver Road, Universiteitsoord, 7600 →
Applicant · viewing booked Sat 19/07 10:00 · R 12 500 /m
Open work on their name
Lead
→L-3318
Viewing Booked · Property24 enquiry
Affordability & vetting
Declared incomeR 41 200 /m
Rent-to-income3,2× ✓
TPN resultPass · no adverse
EmploymentVerified — 4 yrs
Document vault 🔒
access logged📄ID document.pdf✓ 16/07
📄Bank statements ×3.pdf✓ 16/07
📄Payslipsoutstanding
📄TPN report.pdf✓ 17/07
Recent activity
17/07 09:26💬 WhatsApp: "Perfect, I'll bring the payslips on Saturday."
17/07 08:12✅ TPN vetting returned — Pass ⚡
16/07 16:16⚡ Pre-qualification bot completed — income 3,2×
16/07 16:02🏠 Lead created from Property24 enquiry
De Zalze Winelands Golf Estate
Sectional titleTechnopark, Stellenbosch · 3 managed units in this scheme
Managing agent
Winelands Body Corp Services
+27 21 880 1450 · admin@wbcs.co.za
Monthly levy (Unit 7)
R 2 340,00
incl. CSOS levy · paid by landlord
Documents
📄
Conduct rules.pdf 🔒
access logged · updated 03/2026
Responsibility notes
Exterior, roof, common plumbing → Body Corporate. Interior incl. geyser → owner. Pets require trustee consent.
Levy roll — 48 units
Phase 2Levies raised · JulyR ••••
Collected / in arrears— / —
Special levy — roof projectnot raised
The same reconciliation engine, pointed at a body corporate bank account instead of a trust account.
Trustee approvals
Phase 2Awaiting trustee vote—
CSOS correspondence—
AGM pack & minutes—
Upgrade tickets on scheme units already route through a Trustee / Body Corporate Approval stage — this is where those votes will live.
Trust account — July 2026
⚡ AI-assisted reconciliation 1 transaction needs reviewIn trust — tenant deposits
R 110 400
+ R 5 010 interest accrued to tenants
Collected — July
R 47 825
87% of R 55 200 invoiced
Arrears outstanding
R 7 375
1 door in arrears · day 9
Landlord payouts due 25/07
R 42 117
after R 3 588 commission
Bank feed — auto-categorised
5 to review17/07 06:02PVDMERWE JULIE HUUR 12 DORP STAuto-matchedR 7 375
Rent received98%Rent received → 12 Dorp Street · Pieter van der Merwe
16/07 21:44J STEYN W&L RECOVERY 22DBAuto-matchedR 950
Utility recovery86%Utility recovery → 22 Die Boord · Johan Steyn
17/07 05:58BOLAND PLUMBING INV 11482Auto-matched− R 4 850
Maintenance expense91%Maintenance expense → 7 Die Boord · Zanele Mthembu
16/07 23:10NEDBANK TRUST SERVICE FEE JULAuto-matched− R 386
Bank charge73%Bank charge → agency account
16/07 14:10CAPITEC EFT REF 8827Needs reviewR 4 250
Needs categoryNo rule matched this reference — categorise it and PropFlow learns the pattern
Teach the matcher
Corrections train this trust account's matching rules — 214 reference patterns learned
Unmatched slips — from WhatsApp
0 waitingNothing waiting. Slips photographed into a WhatsApp thread are read, matched to a property and ticket, and attached there — only the ones PropFlow can't place with confidence land here.
Rent roll
click a row to open the property ledger| Property | Invoiced | Received | Short | Payout |
|---|---|---|---|---|
| 12 Dorp Street Short Pieter van der Merwe · EFT · no debit order mandate | R 11 800 | R 4 425 | R 7 375 | R 4 093 |
| 7 Die Boord Paid Zanele Mthembu · Debit order · Nedbank — 1st of month | R 8 500 | R 8 500 | — | R 7 862 |
| 22 Die Boord Paid Johan Steyn · Debit order · Capitec — 1st of month | R 6 500 | R 6 500 | — | R 6 012 |
| Unit 7, De Zalze Winelands Paid Anneke Botha · Debit order · FNB — 1st of month | R 18 000 | R 18 000 | — | R 16 650 |
| Unit 12, Dorpsig Paid Marius & Elsa Louw · Debit order · Absa — 1st of month | R 10 400 | R 10 400 | — | R 7 500 |
| Total · managed ledgers | R 55 200 | R 47 825 | R 7 375 | R 42 117 |
Landlord statements
Each statement lists rent received, commission, levies paid on behalf and the net payout — with the maintenance invoices attached.
Dr Elmarie Swart
3 doors · commission R 1 750 · R 7 375 short
Mnr. H. Conradie
1 door · commission R 488
Van Wyk Family Trust
1 door · commission R 1 350
🛡 Trust compliance
Deposits held separately✓ Nedbank trust
Interest accrued to tenants✓ monthly
PPRA audit packready · Feb 2027
Unallocated older than 7 daysnone
Coming in Phase 2
PayProp historic ledger migration, Xero commission journals, and automated VAT reporting on agency income.
12 unread
WA
Pieter van der Merwe14:12
Middag Anri — my kliënt het my laat wag…
P24
Property24 · Lerato Khumalo11:03
New enquiry: 18 Cluver Road, R 12 500
@
Dr Elmarie Swart09:41
Re: Garage door motor quote — approved
WA
Thabo Mokoena09:26
Perfect, I'll bring the payslips on Saturday.
PP
Private Property · Ayanda M.Yest
Is 22 Die Boord still available?
WA
Zanele MthembuYest
Geyser confirmed for today 14:00, thank you.
One unified log across WhatsApp, the portals, email and SMS. Every reply is filed to the contact and property.
Pieter van der Merwe
WA WhatsApp · +27 82 771 3390 · 12 Dorp Street
Middag Anri — my kliënt het my laat wag. Ek kan die res van die huur op 20 Julie betaal.
Dankie Pieter. Noted 20/07 for the balance of R 7 375 — I have paused the ladder until then, but interest still accrues from day 8.
Automated reminder #3 — R 7 375 outstanding, day 9 of the arrears ladder. Reply PAID with proof of payment.
Payment reminderSend statementBook contractor
Mobile preview
How agents, landlords and tenants see PropFlow on a phone. Same data, condensed for the field.
Agent — on the road
P
TodayEmergency
💧 Geyser burst — 7 Die Boord
Vendor 14:00 · tenant confirmed
Viewing 10:00
Thabo Mokoena
18 Cluver Road · R 12 500
Arrears
R 7 375 · day 9
12 Dorp Street · reminder sent
Tenant — self-service
P
My homeRent · July
R 7 375 outstanding
Log an issue
Snap a photo — it opens a ticket and routes to a vendor.
Lease
Renewal offer ready
R 12 626 from 01/10/2026
Automations
Auto-acknowledge new leads
Reply on WhatsApp within 60 seconds
WhatsApp arrears ladder
Day 1 / 7 / 27 reminders sent automatically
Renewal reminders
Open the renewal window 120 days before lease-end
Auto-post bank matches ≥ 70%
Lower-confidence matches wait for review
Integrations
TPN — tenant vetting
Credit & affordability checks
WhatsApp (Twilio)
Send & receive on the agency number
Property24 / Private Property
Auto-ingest portal enquiries
Lightstone
Deeds data & automated valuations
Nedbank trust — bank feed
Daily statement import at 06:00
Agency profile
AgencyValore Properties
PPRA FFC2026 · valid
Trust bankNedbank — ··4471
Default commission7,5%
Team4 agents · 1 principal
Roles & approvals
Principal approves trust entries
PPRA — nothing posts until approved
Agents can capture, not approve
Separation of duties
Owner override on negative payout
Requires a written reason