Action Centre — the weekly workflow

Every priority in one place, with how long it has been open and whether it has moved. Add a progress note (type or tap the mic and talk), copy a chaser to send, and mark status. On Monday, generate the week's priorities to send on WhatsApp; on Friday, generate the closeout showing what actually moved.

Priorities

Notes & QA — improvements and issues

A running log for quality, improvements and issues at the properties. Type, or tap the mic and talk. Everything is timestamped and tagged with who added it.

Snapshot

Phase 1 shows the financial snapshot. Occupancy, yields, WAULT and deposits arrive in Phase 2. Full Overview board arrives in Phase 3.

Distributable Profit — what can be drawn

Money in minus money out (excluding owner draws) is the profit generated. What is safe to draw now is the current balance minus the reserves you hold back. Split 50/50 between you and Sagar.

Income by Stream — —

Each tenant payment is split into rent, service charge and parking using their lease ratio. Payments not yet matched to a tenant show as unallocated.

Collection Close-Out — —

Every month should close at 100% collected (on time or late), with every payment allocated to a tenant. This tracks it. On-time vs late is a payment-date proxy (paid by the 10th = on time) until NW's per-tenant schedule with due dates lands; then it becomes exact.

12-Month Performance

Rent collected against recurring operating costs and Edwin & Sons refurb, with net profit overlaid. Click any bar to drill into that month's transactions.

Monthly Profit & Loss

Cash basis. Net excludes KRA tax and owner advances (shown as separate cash movements). Click a row to load its cost breakdown below.

Monthly Commentary

Why were collections or costs different this month? Anne or the team can add context here (months flagged with a warning look unusual). Saved to this browser and included in Export.

Service Charge & Recoverable Costs

Service charge billed at KES 22/sq ft/month. Whole units 600 sq ft and above pay it as a separate line; the small split units carry the 22 psf inside their higher all-inclusive rent, so it does not show here. Running costs ARE recovered; the real leakage is vacancy (empty units pay no service charge). Awaiting the service-charge audit to lock exact recovery.

Cost Breakdown — —

Click a P&L row above to change the month. Click a slice to list the underlying transactions.

Performance vs Target

Set your own monthly targets. Green means the target was met, red flags the gap. Revenue and profit beat the target when above it; expenses beat it when below.

Revenue vs target

Expenses vs target

Profit vs target

Full-Occupancy Revenue Potential

Total lettable area times an achievable average rent per square foot. The building is 20,000 sq ft; some units are split into smaller offices. Adjust the inputs to test scenarios.

Import a bank statement

Upload next month's statement (CSV or Excel) from any bank or system. Map your file's columns once, and the dashboard classifies each line (rent by tenant, costs by supplier), skips duplicates it already has, and appends the rest, so the whole dashboard rolls forward. Your column mapping is remembered for next time. Transactions are the golden source; billings and expenses can be added later.

Upload a New Bank Statement

Drop a KCB client-account .xls / .xlsx statement. New rows are categorised, matched to known tenants and suppliers, de-duplicated by bank reference, merged with existing data and saved to this browser. Nothing is double counted.

Queries to Raise

Transactions that match a known tenant or supplier clear automatically. Anything left is listed below. Assign each to Moureen (client accountant) or Anne (property manager). Export the two-sheet clarification workbook, drop it into a shared Google Sheet, and when they have answered, import it back here to clear the answered rows. Matched on bank reference.

Expenses — QA sign-off

Confirm the recurring cost lines are legitimate and expected, or flag any that look wrong (with a comment, typed or voice). Related-party control: payments to Anne (her salary, and any loans) are locked, she cannot sign off her own money; those are for the owners to verify. Proper segregation of duties.

Service charge recovery position — FY2025 (audited)

Nyabena & Company signed the operating-expenses audit on 29 Apr 2026: the building cost KES 6,113,623 to run (25.47/sqft/mo) against a 22/sqft/mo charge. The waterfall shows exactly where the landlord subsidy goes.

Cost per sqft — trend & 2026 target tracker

Cost/sqft jumped from 21.50 (2024) to 25.47 (2025) on repairs, power and water. The 22 charge covered 2024, not 2025. Reset target: 26–28. Use the run-rate projector as you categorise 2026 expenses month to month.

Vacancy leakage

Empty units the landlord pays SC on with no tenant to bill. This is the single biggest loss — bigger than the rate gap. Ties to the Unit Register; will update as units let.

Per-tenant apportionment & balancing charge

Each tenant's audited cost share (at 25.47) vs what they were billed (at 22). The difference is the balancing charge the lease lets you reclaim — never raised in 5 years. Own office is excluded (you don't bill yourself). The inclusive-rent recovery check below isolates the split units where SC is baked into the rent — enter each unit's floor area to test whether it recovers the 22.

Cost analysis — 2025 actual · 2026 budget

The 15 audited cost lines, biggest first. Shaded rows moved by 100k+. This is the same data you categorise on the Expenses tab, so it never gets re-keyed.

Benchmark — Nairobi office service charge

Where Surveyors Court sits against comparable buildings.

Year-end reconciliation & audit pack

This page mirrors the audit's structure, so next year's statement exports in one click. The signed FY2025 position and the FY2026 fix:

Market position & competitor benchmark

Where Surveyors Court sits in the Westlands office market (verified, Cytonn NMA 2025 + live portals). The point: you are priced right — the gap is occupancy and marketing, not price.

Quoting rents

Published asking rates — transparent on the website to self-filter time-wasters and screen out tenants who would stretch into arrears. AC add-on TBC

Flexible units (A1, A5, A6, B4) let whole at the large rate, or split into small offices at the all-inclusive rate — quote whichever the tenant needs. Fixed small units (A7) let all-inclusive only.

Draft Heads of Terms builder

Generate an indicative heads of terms for any tenant and unit during a viewing — the same tool tenants use on the website. Print/PDF or send via WhatsApp. Contacts placeholder

Open the full tenant page ↗

Vacant-unit deal board

Every empty suite as a tracked deal, not a standing to-do. Move each through the pipeline. Sample units — sync to live vacancies tomorrow

Agent roster & target pipeline

The real picture: Victoria (Orion) performs, Pam Golding is dormant, NW manages but does not let. Plus a sourced shortlist of hungry independent Westlands agents to sign, call Dave Mua (Coral) and Linkmann first. Set each one's status as you work the list.

Collateral hub

The material you arm agents with. Website and board are live at the review URLs below.

Content & direct marketing

Instagram content pipeline (we run this now) and the direct-to-tenant target list — the outside-the-box demand channels.

Creative suppliers — call list

Sourced, contactable Kenyan photo / video / social vendors to replace weak output. Call top-down: Tabala (all-in-one, on-budget) and OraMedia (Westlands-local) first. Set status as you work the list.

Team, suppliers & the destination play

Build bench strength (reduce single-person key-man risk) and turn the building into a place people want to be.

KES / GBP rate

Live rate pulled from a free source (no key). "Convert now?" reads today's rate against the last 12 months: a low KES-per-GBP means the pound is weak and you get more pounds for your shillings, which is your best moment to convert.

Landlord transfers ledger

Every remittance to Verandel via Habib, from the bank statement. Log the GBP you actually received to track your effective rate and whether your timing is beating the average.

Shilling & pound news

Watch both sides. A weak pound (like the Truss mini-budget) is your best moment to convert KES to GBP, so pound weakness matters as much as shilling strength.

Future build plans

The living backlog for this dashboard. Brainstorm here, move things through the pipeline, and this is where Sagar's feedback turns into the next iterations. Add an idea any time, it saves to your browser.

Feedback log

Capture what Sagar (or anyone) says about the dashboard, so it feeds the next fixes. Toggle each note to Actioned once done.

Already shipped

What's been built so far, for showing Sagar the progress.

Arrears by Tenant — as at May 2026

Closing balance per tenant from the NW Billings & Collections reports (the authoritative arrears source). Months behind is the balance divided by the tenant's monthly bill. Negative means prepaid. Update by pasting the next month's Billings figures.

Chase List

Tenants in arrears, worst first, with contact and how far behind. Export for Anne and Ezekiel, or draft the chase message.

Records / Audit Log — permanent comment history

Every comment and note logged on this dashboard, kept with who said it and when. This is the permanent record for book-keeping and disputes — e.g. if a tenant later claims they always paid on time, search their name here for the dated notes. Nothing is deleted; superseded notes are kept in the archive below.

Accountant Pack — one-click audit export

Builds the multi-sheet workbook your accountant and auditor keep asking for, straight from the client-account data. Hand this over instead of waiting on the bookkeeper. Everything from Jan 2026 is complete; pre-2026 brought-forward balances still need a one-line remark from you or Aeon.

"Generate Audit Response" produces the Excel and a matching covering email drafted from the current status. Recipients are left blank for you to fill and send from your own mailbox. As Anne's answers come back, import them and regenerate, only the still-open items get chased.

Audit Query Register — tag off as you go

Every outstanding item from the auditor, given a unique code, with our answer where we hold one and who owns the rest. Green = answered outright, amber = drafted (needs a quick confirm), red = waiting on Aeon, NW, a bank or the auditor. This same register is the first data sheet in the Accountant Pack.

VAT Working

Output VAT is 16% of the contracted rent roll (rent + service charge + parking) — validated against the April billing where 93,160 on 582,250 was exactly 16%, so this tracks the real billed VAT. Input VAT is an estimate (16/116 of VATable costs) to firm up from the report VAT columns. KRA paid (actual) is the total tax that actually went to KRA that month, straight from the bank. It includes VAT plus any other tax (income tax, WHT), so it is shown as cash context next to the computed VAT rather than a VAT-only tie. To reconcile pure VAT to the filed VAT3 we need the monthly VAT-payment lines from the reports. The 2025 control-account variance below is a separate, prior-year figure that needs Aeon's 2025 VAT3 returns.

VAT Control Reconciliation — open audit item

Straight from the 2025 audit outstanding-items list. The accountant's ledger and the filed VAT3 disagree by 208,762; this is the variance the auditor wants explained. Once monthly VAT lines are entered, the tool will show where it comes from.

Lease Expiry & Renewal Pipeline

Every lease by expiry date, with a review-by date six months ahead, a renewal status you set, and the renewal rent. Red = review overdue or lease already expired (holdover); amber = within the six-month review window; green = beyond. Marking a lease "Vacating" flags it as churn and drops its rent from the income forecast.

Rent Review & Escalation Tracker

Capture each lease's escalation terms (rate, frequency, next review date). The expected new rent and next review are worked out for you, with overdue reviews in red. The "Applied?" tick is the discipline check: tick it once you've confirmed on NW's report that the uplift was actually charged, leave it unticked for anything still to verify. Seeded with the one term we know (Onyesha 5% p.a.); fill the rest as you confirm each lease.

Building Grid

Each tile is a unit. Click any tile for the full lease detail. As at 1 Jul 2026.

Unit Schedule

Click a column header to sort. Rate psf is rent divided by area (ex-VAT).

Revenue Upside

Letting the vacant units at the market rate (90 psf, editable in the Financial tab). Refurb-ready units first.

Yield Calculator

Enter the property value and the annual net operating income. Yields recalculate live. Net yield equals the capitalisation rate in commercial convention. Toggle Modernised to fold in the refurb programme and see the modernisation IRR.

Rent Analytics

Occupancy & Vacancy Cost

Action Items

Outstanding issues by urgency. Red = urgent, amber = in progress, green = resolved.

Lease Expiry Calendar

Leases expiring soonest first. Red within 3 months, amber within 6, green beyond. As at 1 Jul 2026.

Upcoming Events

Known property dates plus auto-generated lease expiries.

Capex Programme

Landlord fit-out and building works to date. Units fully refurbished versus still needing work.

Edwin Live Tracker & Borehole

Capex & Repairs Ledger

Every asset-management payment recorded, most recent context first.

The three ways to read your income for the month, on one waterfall: what the building earns, what reaches you and Sagar, and what survives tax. Income basis is cash actually collected. Rates below are editable.

Income Builder — the forecast that drives your draw

Your monthly income built up from the rent roll, your collection rate, escalations you've applied, leases flagged vacating, and expected new lettings, rather than a flat guess. This number feeds the Owner Draw and the 6-month forecast below. Switch to Manual to type a scenario figure instead.

Expected new lettings

Units you expect to let (e.g. A5, A6 via Victoria). Each is weighted by its likelihood so the forecast stays honest.

Owner Draw — what can I safely take this month?

The three-month view of how much you can draw from Surveyors Court and still stay above your reserve floor. Your living-cost figure is private: it saves only on this device and never appears in any export or the accountant pack.

Account Runway — 6 month cash forecast

Projects the client-account balance forward from today. Shows whether the account stays above your reserves if you draw and pay for planned works. Defaults are the average of the last three months; edit anything to test a scenario.

Planned One-Off Costs

Big irregular outflows (refurbishments, borehole works, annual bills). These hit the month you choose and pull the balance down.

Projected Balance

Green line is the forecast balance. Dashed line is your reserve floor (). Where the line crosses below it, a draw is not safe.

Month by Month

Asset Management Plan — the path to the golden scenario

Modernise and subdivide the last units, let the smaller spaces at a higher rate, draw the maximum you safely can, and taper capex to zero. The goal: 20,000 sq ft let at 100+ psf, maintenance funded by service charge, rents effectively all profit before tax.

Assumptions

Unit Pipeline

Drag a row by the ☰ handle to set the renovation order — the start months re-cascade automatically, one unit every 2 months from Aug 2026, so you can test which sequence keeps the account safe. Edit any field to reflect the real plan.

Revenue Ramp to the Golden Scenario

Monthly income climbing as each unit comes online. Dashed line is the golden target ().

Account Balance Through the Programme

Green line is the projected balance at the chosen draw. Amber bars are the capex tranches. Dashed red is the reserve floor.

Month by Month

Savings & Opportunities — the levers to the golden scenario

Every way to push revenue up and pull costs down, quantified and ranked. Edit the monthly impact of any lever and set its status. Captured levers are already banked; open and in-progress ones are the remaining prize.

Revenue Opportunities

Cost Savings

Levers Ranked by Monthly Impact

Green is revenue, amber is cost saving. This is where the money is.