Rent Collection Automation
Maktabi sends timed WhatsApp reminders to every tenant, reads their bank transfer screenshots with AI, accepts online payments, and notifies landlords — all from your agency's own WhatsApp number. No spreadsheets. No chasing.
Workflow
Every rent cycle triggers a fully automated collection sequence, from initial reminder to landlord transfer.
The moment a lease is created, Maktabi schedules all reminders for every upcoming rent cycle. Timings are configurable per agency: how many days before the due date, the preferred send time, and the channel (WhatsApp is default).
Days before the due date (configurable, e.g. 3 days), the tenant receives a personalised WhatsApp reminder with the exact amount, due date, unit, and property name — sent from your agency's registered WhatsApp Business number.
If the rent is still unpaid, a "due today" message goes out in the morning of the due date. If payment is not received, an overdue reminder escalates the tone automatically — all triggered by the system, no manual action required.
When a tenant replies, Maktabi's AI classifier reads the message and categorises it: payment confirmation, payment promise, extension request, dispute, or bank details request — so your team knows exactly what needs attention.
The tenant sends a photo of their bank transfer receipt. OpenAI Vision extracts the amount, date, and reference automatically and matches it against the open rent cycle. The agency receives a notification with the analysis result.
Agencies can send tenants a secure Tap Payments link directly in the WhatsApp conversation. The tenant pays by card in seconds. Payment is confirmed automatically and linked to the correct rent cycle.
On payment confirmation, a ZATCA Phase 2 compliant e-invoice is generated via Zoho Books and sent to the tenant. The invoice includes all required fields: VAT, QR code, and your agency's tax registration number.
After deducting the management fee, Maktabi sends the landlord a WhatsApp transfer notification showing the net amount, the unit, and the payment period — keeping landlords informed without any manual reporting.
Reminders
Every rent cycle gets the right message at the right time — from your number.
Sent X days before the due date (configured by your agency). Includes the tenant name, unit code, property, amount, and due date. Uses your approved WhatsApp Business template.
Sent on the morning of the due date if the rent cycle is still pending. A warm reminder that payment is expected today.
Sent the day after the due date if unpaid. Escalates automatically. Tone is firmer, reminding the tenant of their obligation and next steps.
Sent to the landlord after the agency deducts its management fee and processes the net transfer. Shows unit, property, period, and net amount.
Automation
Two AI layers — inbound intent classification and receipt image analysis — eliminate the most time-consuming parts of rent collection.
Every tenant reply is classified into one of 7 intents: payment confirmation, payment promise, extension request, payment dispute, bank details request, maintenance issue, or other. Your team sees what each message means — instantly.
Tenants send a photo of their bank transfer receipt. The AI extracts the amount, date, bank reference, and confidence score. The result is stored with the rent cycle so the agency can confirm with one click.
7 Classification Categories
Features
Maktabi's rent collection module handles the full cycle — scheduling, sending, tracking, reconciling, and reporting.
Reminders go out from your registered WhatsApp Business number — not a generic platform number. Tenants recognise the sender and trust the message.
Create and manage your own WhatsApp message templates per reminder type. Templates go through WhatsApp/Meta approval and are stored and synced within Maktabi — no external tools required.
Choose whether to send reminders before the due date, after it, or both. Set the number of days, preferred send time, and which rent cycles to include. Bulk scheduling handles hundreds of cycles in a single run.
Every reminder follows a state machine: pending → queued → sent → completed. Failed reminders can be retried automatically. Reminders can be paused when a payment proof is submitted — no duplicate messages.
Generate and send secure Tap Payments links for any tenant. The tenant pays by card, and payment is confirmed and reconciled in Maktabi automatically with the correct rent cycle.
Every confirmed payment triggers a ZATCA-compliant e-invoice via Zoho Books — complete with VAT breakdown, QR code, and your agency's tax registration number.
After fee deduction, landlords receive an automated WhatsApp notification with the net transfer amount, unit, property, and period. Zoho Books sync keeps your accounting clean.
Apply standard or custom deductions per payment (management fees, maintenance charges, etc.). Each deduction creates a ledger entry, keeping landlord and agency accounts fully reconciled.
Monitor on-time payment rates, overdue balances, reminder delivery rates, and outstanding rent cycles across your entire portfolio — in one dashboard, in real time.
By the numbers
Maktabi's rent collection engine is designed for agencies managing tens to thousands of units.
Join agencies across Saudi Arabia who have replaced manual follow-up with Maktabi's rent collection automation.
Everything you need to know about Maktabi's rent collection automation.
