A luxury residential estate in Runda, Nairobi, with 45 units, completely eliminated paper receipts and invoices after implementing Royalmark Rental Management System. The estate management company, led by Director Grace Wanjala, saved KES 50,000 monthly on printing, paper, storage, and administrative costs while improving tenant satisfaction.
The Paper Problem: High Costs and Inefficiency
Before Royalmark, the estate printed 45 invoices monthly, plus receipts for every payment, maintenance notices, and statements. Annual costs included KES 360,000 for printing supplies, KES 120,000 for storage space, and 40 hours monthly of administrative time handling paper documents.
"We were drowning in paper," Grace explains. "Every month we'd print hundreds of documents, file them, and tenants would lose them. It was expensive, time-consuming, and environmentally unfriendly."
The Digital Transformation
Royalmark's digital system generates professional PDF invoices, receipts, and statements automatically. All documents are sent via WhatsApp and email, eliminating paper completely. The system maintains a digital archive accessible anytime.
Monthly Savings Breakdown:
- Printing costs: KES 30,000 saved
- Storage space: KES 10,000 saved
- Administrative time: KES 10,000 value saved
- Total: KES 50,000 monthly (KES 600,000 annually)
Environmental Impact
The estate eliminated approximately 5,400 sheets of paper annually, contributing to environmental sustainability. This aligns with Kenya's environmental conservation goals and demonstrates corporate responsibility.
Tenant Satisfaction Improved
Tenants appreciate receiving professional PDF documents via WhatsApp. They can't lose digital receipts, and they're easily accessible for tax and record-keeping purposes. The estate's tenant satisfaction score increased from 7.2 to 9.1 after going paperless.
Conclusion
Going paperless with Royalmark transformed the estate's operations, saving money while improving service quality and environmental impact. For estates and property managers across Kenya, digital document management is the future.
