What this calculator does
Tenants rarely pay the exact amount due. They pay part of the rent, or one lump sum that has to cover rent, water, service charge and last month’s balance. This calculator applies a payment to each charge in a fixed order, shows what each charge received, and tells you the balance still owed or the credit to carry forward. It also writes a short receipt line you can send by SMS or WhatsApp.
How the payment is applied
Total due = Arrears + Late fee + Water + Service charge + Rent
Each charge receives min(amount left, charge), in the chosen order
Balance = Total due − Amount paid (a negative balance is a credit)
With oldest arrears and fees first, money clears old debts before the current month, which stops arrears from quietly ageing. With this month’s rent first, the current rent is protected and older balances wait. Pick one, write it into your tenancy agreement, and apply it every time.
Worked example (hypothetical numbers)
A tenant owes KES 3,000 from last month. This month’s rent is KES 18,000, water KES 800 and service charge KES 500, so KES 22,300 is due. They pay KES 20,000. Applying arrears first, KES 3,000 clears the arrears, KES 800 pays water, KES 500 pays the service charge and KES 15,700 goes to rent, leaving KES 2,300 owed on this month’s rent.
Frequently asked questions
Should a part payment go to rent or arrears first?
Either can work. Clearing the oldest arrears first keeps debts from ageing and is common in tenancy agreements. Whatever you choose, agree it with tenants in writing and apply it consistently.
Is a deposit included here?
No. Keep tenant deposits separate from rent, so you can show exactly what was held and refunded when a tenant moves out.
Can this run automatically for every tenant?
Yes. A rent collection system can apply the same rules to every M-Pesa payment as it arrives and send the receipt. See our rent collection system.
Read the full guide: rent collection via M-Pesa paybill for Kenyan landlords.