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Documentation

System Documentation & User Guides

Comprehensive operating guides across all modules. Search any workflow, filter by role, or read the downloadable guide.

Official GuideRelease 2026.1 Enterprise

Center Estates ERP — User & Operational Guide (PDF)

Complete downloadable operational manual for Property Managers, Accountants, and Administrators. Covers multi-estate scoping, unit readiness, tenant leases, utility billing, rent invoicing, and maintenance workflows.

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All Roles — Quick Nav

Property & Tenancy

Multi-estate management, unit inventory, tenant onboarding, leases, and utility billing.

Property Registry & Context(no access)

Organize properties into commercial, residential, or sectional titles with isolated scoping.

Switch between assigned estates with context dialog
Property-level isolation for financial safety
Sectional title & Body Corporate configurations
Unit registers with real-time status tracking

Tenancy & Leases(no access)

End-to-end tenant lifecycle management from initial KYC to lease renewals and terminations.

Tenant profile creation and legal identity capture
Lease tenure, rent escalation, and service charge definitions
Escrow deposit registers (rent & utility deposits)
Direct upload of countersigned lease contracts

Utility Billing & Invoicing(no access)

Automated monthly recurring invoices, water meter logs, and payment receipts.

End-of-month water meter reading capture with variance check
One-click batch generation of monthly tax invoices
M-Pesa, EFT, and Bank transfer receipting with FIFO allocation
Automatic rent arrears and reminder notifications

Facility Management

Asset registers, preventative maintenance, vendor management, and work order dispatch.

Work Orders & Tickets(no access)

Dispatch maintenance requests to in-house technicians or external contractors.

Service request intake from tenants or caretakers
SLA priority matrix (Emergency, High, Medium, Low)
Work order assignment and photo completion evidence
Asset warranty and maintenance history tracking

Dashboard & Overview

Role-based home pages with key stats, quick actions, and compliance data.

Role Dashboard(no access)

Your personalized home page showing relevant stats, quick actions, and project summaries based on your role.

Key performance indicators
Role-specific stat cards
Quick action buttons
Compliance overview
Issue summary
Finance snapshot (for QS/Financier)

Executive Dashboard(no access)

High-level project overview for financiers and executives. S-curves, cost charts, and risk indicators.

S-curve progress (planned vs actual)
Cost charts (budget vs forecast vs certified vs paid)
Risk summary with ticket counts
Color-coded status indicators

Project Management

Create, onboard, and manage construction projects across their lifecycle.

Projects Register(no access)

View all projects across your portfolio. Filter by status, search by name, and access project-specific features.

Project list with search and filters
Status indicators and progress summary
Quick access to project modules
Archive completed projects

Project Onboarding(no access)

4-step guided wizard to set up new projects: metadata, stakeholders, documents, and review.

Project metadata (name, location, type, budget, dates)
Mandatory stakeholder assignment (Developer, Financier, Architect, QS, Engineers, CoW, Contractor)
Baseline document upload (plans, BoQs, workplans, contracts, permits)
Regulatory approval tracking
On-boarding completion status

Site Reporting

Daily site activities, progress photos, issue tracking, and evidence capture.

Daily Logs(no access)

Record site conditions daily: weather, materials, labour deployment, plant & equipment, visitors, and information received. Consistent logging builds compliance streaks.

Weather (AM/PM) with rainfall tracking
Materials delivered with conformance
Labour deployment adequacy
Plant & equipment status
Visitor logging
Information received tracking
Compliance streak monitoring

Site Records(no access)

Log material deliveries and health & safety incidents separately from daily diary entries.

Material delivery logging with photo evidence
H&S incident recording (near miss, first aid, serious, lost time)
Photo attachment for evidence
Incident severity escalation

Photo Timeline(no access)

GPS-tagged progress photos grouped by visit date. Creates a visual history of site progress.

Auto-timestamped and GPS-tagged photos
Grouped by visit date
Full-screen photo view
Metadata display (timestamp, GPS, device ID)

Tickets(no access)

Raise and track site issues with risk/sensitivity escalation matrix.

Ticket creation (topic, description, assignee, risk level, sensitivity)
Risk × Sensitivity escalation matrix
SLA tracking and escalation levels (L1/L2/L3)
Multi-project view
Photo attachment

Issues Dashboard(no access)

Consolidated view of flagged issues across all projects.

Filtered issue list
Urgent-first ordering
Issue flag visualization
Cross-project aggregation

Milestone Verification & Certification

Review, approve, or reject Clerk of Works submissions. Engineer/QS certification workflow.

Verification Dashboard(no access)

Review pending milestone submissions from Clerks of Works. Approve, reject, or request clarification.

Pending verification queue
Evidence photo review with GPS/geofence badges
Clerk observations and notes
Approve / Reject / Request Clarification decisions
Digitally signed and timestamped certification
Rejected milestones suspend payment triggers

Reports & Analysis

Auto-generated weekly reports with S-curves, compliance streaks, and AI-drafted narratives.

Reports(no access)

Weekly and monthly reports auto-generated from daily logs and milestone submissions. Export to PDF/Excel.

S-curve progress charts (planned vs actual)
Compliance streak monitoring
AI-drafted narrative summaries
Milestone completion tracking
PDF and Excel export
Full traceability to original evidence

Finance & Cost Management

Comprehensive financial management: requisitions, certificates, IPC, BoQ, variations, retention, and advance payments.

Finance Hub(no access)

Central finance page with requisitions, certificates, disbursements, and retention summary. Filter by project.

Requisition management (submitted → reviewed → approved → paid)
Certificate register (interim and final)
Disbursement tracking with void audit trail
Project filter for focused view
Retention summary panel

Cost Dashboard(no access)

Full cost picture per project: CPI/SPI, budget vs forecast, BoQ state breakdown, retention, and advance payments.

Cost Performance Index (CPI) and Schedule Performance Index (SPI)
Budget vs forecast vs certified vs paid charts
BoQ state breakdown (counts and KES per state)
Retention held and outstanding
Advance payments outstanding
Burn rate with labeled scale
Project selector dropdown

IPC Generation(no access)

Generate Interim Payment Certificates with full breakdown: previous certified, work done, variations, advance recovery, retention.

Previous certified amount input
Work done this period
Approved variations and adjustments
Provisional sum adjustments
Contingency drawdowns
Advance recovery calculation
Retention auto-calculation
Live preview panel
BoQ snapshot

BoQ Cost States(no access)

Manage the cost state machine: Budgeted → Ascertained → Committed → Certified → Paid. Single and bulk transitions.

State summary cards with counts and amounts
Section-grouped BoQ table
Single-item state transition
Bulk state transitions
Inline certified amount editing
Color-coded state badges
Full audit trail

Variations(no access)

Create and approve variation orders. Tracks additions, omissions, PS crystallisation, and administrative items.

Construction variations
Provisional sum crystallisation
Contingency-funded variations
Administrative items (fees, charges, overheads)
Approval workflow
Revised budget updates

Provisional Sums(no access)

Track provisional sum allowances with progressive ascertainment and variance tracking.

PS allowance recording
Scope assumptions
Progressive ascertainment
Variance tracking against original allowance
Exposure and risk indicators

Contingency(no access)

Manage contingency drawdowns with justification and approval requirements.

Project-level and element-level contingencies
Controlled drawdown workflow
Drawdown justification
Professional approval requirement
Available vs consumed tracking

Advance Payments(no access)

Track mobilisation advances and automatic recovery from certificates.

Advance recording (amount, purpose, date, recovery conditions)
Multiple recovery methods (% of IPC, fixed, milestone, time-based, threshold)
Recovery balance tracking
Coverage ratio calculation

Consultant Payments(no access)

Structured payments to professional consultants (Architects, Engineers, QS, MEP).

Milestone-based, retainer, or time-based payments
Approval workflow (single or multi-level)
Scope change adjustments
Full reporting and audit-ready export

BIM & Drone Integration

Building Information Models and drone data for independent progress verification.

BIM Models(no access)

View BIM models linked to projects. Milestone-BIM mappings with discrepancy alerts.

BIM model viewer
Milestone-to-BIM element mapping
Discrepancy detection (alerts, not auto-rejection)
Progress visualization against BIM elements

Drone Datasets(no access)

Upload and review drone imagery for independent site verification.

Drone dataset upload
Key output generation (thumbnails, stills, orthomosaics)
Hybrid storage (metadata in-system, datasets external)
Milestone/project linking
Sales & Marketing read-only access
Audit trail for all actions

Quality Assurance

Quality test results tracking and review for materials and workmanship.

Quality Tests(no access)

Review quality test results for materials and workmanship. Linked to specific milestones.

Test result dashboard
Material and workmanship tests
Milestone-linked results
Pass/fail tracking
Supporting document attachment

AI Assistant

Conversational AI helper that answers questions about your projects and data.

AI Assistant(no access)

Ask natural language questions about your projects: status, milestones, tickets, photos, and more.

Project status queries
Milestone and ticket summaries
Photo and evidence counts
Natural language interface
Context-aware responses per project

Store & Procurement

Procurement catalog with items, pricing, and purchase orders.

Store(no access)

Browse the procurement catalog. Manage items, pricing, and purchase orders.

Item catalog with pricing
Purchase order management
Supplier tracking
Inventory overview

Communication & Notices

System announcements, site instructions, and safety alerts.

Notices(no access)

View system-wide announcements, site instructions, and safety alerts posted by administrators.

System announcements
Site instructions
Safety alerts
Policy updates

Sales & Off-Plan Developments

Buyer management, off-plan unit allocations, installment schedules, agent commissions, and buyer self-service portal.

Off-Plan Unit Sales & KYC(no access)

Capture prospective buyers, configure sales prices, reserve units, and issue formal reservation agreements.

Prospective buyer directory with KYC identity verification
Unit reservation workflow with expiry lock timers
Automatic generation of offer letters & purchase agreements
Support for individual, joint, and corporate buyers

Installment Schedules & Collections(no access)

Automated payment plans based on calendar schedules or construction milestone completions.

Milestone-linked and calendar-based installment schedules
Automated payment reminders and arrears escalation
Buyer statement of accounts with payment receipts
Integrated M-Pesa, bank wire, and RTGS payment recording

Sales Agent Commissions(no access)

Calculate and disburse tiered commissions for internal sales reps and external agency brokers.

Configurable percentage rates per project or agent agreement
Trigger payouts upon down payment or milestone qualification
Multi-tier approval workflow for agent disbursements
Tax deduction and withholding tax audit trails

Buyer Self-Service Portal(no access)

Dedicated client-facing portal for buyers to review their purchase balances and upload proof of payments.

Client login with PIN and mobile OTP verification
Instant statement and milestone progress overview
Live photo timeline of property development progress
Direct receipt downloads and customer support messaging

Tenders & Bid Management

End-to-end tender lifecycle from RFP intake and criteria evaluation to gate reviews and formal proposal submission.

Tender Opportunity Pipeline(no access)

Track upcoming public and private tenders with submission deadlines, bonds, and tender requirements.

Tender intake with client, sector, budget, and bid bond values
Mandatory criteria checklist & compliance matrix
Bid/No-Bid decision gate workflow with risk assessment
Calendar timeline and countdown to submission deadlines

Proposal Assembly & Gate Reviews(no access)

Collaborative drafting of technical and financial proposals with multi-stage governance signoffs.

Section assignment to QS, engineers, and financial teams
Gate 1 (Opportunity), Gate 2 (Pricing), and Gate 3 (Final Signoff)
Consensus scoring and executive management approval
Compiled digital submission packages with tamper-evident audit logs

Valuations & Advisory

Professional property valuations, field inspection capture, market comparables, and certified valuation reports.

Valuation Instructions(no access)

Log instructions from banks, corporations, and private clients with formal surveyor dispatch.

Client engagement intake with loan/mortgage references
Property identification, title deed, and survey map linking
Valuer site visit scheduling and surveyor assignment
Fee quotations, retainer billing, and invoice tracking

Inspections, Evidence & Reports(no access)

Record physical field observations, link market comparable transactions, and generate certified reports.

Structural condition assessment and building measurements
Comparable sales & rental transaction database
Automated replacement cost and market value computation
Digitally stamped and sealed valuation certificate export

Companion Operational AI

Intelligent daily nudges, field task dispatch, team performance metrics, and cross-departmental operations.

Daily Workload Nudges(no access)

Contextual morning briefings, workload task summaries, and operational reminders tailored to each staff member.

Role-based task prioritization based on due dates and urgency
Automated quiet mode when operating with zero pending tasks
Company leadership broadcast campaigns & operational notices
Customizable card features with one-click user preferences

Team Tasks & Feedback Hub(no access)

Operational task delegation across maintenance, leasing, and site teams with SLA performance monitoring.

Task assignment with priority badges and location tagging
Real-time status tracking (Pending → In Progress → Done)
Threaded communication and resolution notes
Team workload distribution analytics

Administration

User management, roles, tenants, and system configuration.

User Management(no access)

Create and manage user accounts. Assign roles, invite to tenants, edit profiles, and disable accounts.

User creation with role assignment
Multi-role support
Email invitations
Tenant assignment
Account enable/disable

Role Management(no access)

Create custom roles with granular permissions. 44+ permissions across all modules.

Custom role creation
44+ granular permissions
Role presets for quick setup
Permission format: module.action

Tenant Management(no access)

Create and configure tenant organizations with branding and settings.

Tenant creation
Branding configuration (logo, primary color, company name)
SSO settings
Tenant-level isolation

System Settings(no access)

Configure SMTP email settings for notifications and invitations.

SMTP configuration (host, port, username, password)
Test email delivery
Notification system configuration

Audit Trail(no access)

Comprehensive audit log of admin actions and system events across all modules.

Category filtering (system, users, tenants, permissions, data, financial, certificates, exports)
Outcome filtering (success, error, blocked, partial)
Full-text search on actions and details
Pagination with 50-entry pages
IP address and user agent tracking
Before/after state snapshots

Mobile App (Clerk of Works)

Field capture app for on-site progress recording, evidence capture, and daily logs.

Mobile Projects

Mobile app feature

View assigned projects on your mobile device. Tap to select and access project-specific modules.

Assigned project list
Offline-cached project data
Project status and progress summary
Filter by site/work area

Mobile Milestones

Mobile app feature

Record progress per milestone with status, percentage, evidence photos, and observations.

Progress slider (0-100%)
Regression control (justification required for decrease)
Artificial inflation detection (>40% jump alert)
Status auto-update (100% = Completed)
Verification questions (drawings, defects)

Mobile Evidence Capture

Mobile app feature

Capture photos and videos with automatic GPS tagging and geofence classification.

Camera capture (no gallery import)
Auto GPS tagging and timestamp
Geofence classification (on-site/off-site/unknown)
Background multipart upload with progress

Mobile Observations

Mobile app feature

Add text observations with issue flagging (Note / Issue / Urgent).

Short text observations
Issue/Urgent flagging
Visual badge coloring
Dashboard visibility for flagged issues

Mobile Submission

Mobile app feature

Sign and submit milestone progress with Ed25519 cryptographic seal.

Biometric-gated Ed25519 signing
Integrity hash computation
Submission seal with device verification
Offline save with auto-sync

Mobile Daily Log

Mobile app feature

Complete site diary with weather, materials, labour, plant, visitors, and H&S tabs.

Weather logging (AM/PM/rainfall)
Materials delivery with receipt photos
Labour deployment adequacy
Plant & equipment status
Visitor logging
H&S incident recording

Mobile Reports

Mobile app feature

View S-curves, submission counts, and open issues on mobile.

S-curve progress charts
Weekly submission summary
Open issues overview
Report export
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