Systems for property managers & landlords
Managing rented units in the Kingdom now means working inside Ejar, tracking digital rent payments, invoicing commercial tenants through ZATCA's Fatoora platform and reporting to owners who expect detail. Amwaj builds custom property management systems, or extends the one you already use, so leases, collections, maintenance and owner statements sit in one bilingual record that matches what Ejar shows.
All residential and commercial lease contracts should be registered on Ejar, which serves as the official reference for the lease; if a lessor refuses to register, the tenant can request registration or complain to the Real Estate General Authority. Source: Ejar
REGA announced on 2 January 2024 that rent for new residential contracts is paid through Ejar's digital channels, mada and SADAD, from 15 January 2024; payments outside them are not recognised, and funds reach the lessor within five business days. Source: REGA
ZATCA's real estate VAT guideline exempts residential leases used as homes, applies 15% VAT to commercial leases such as offices and vacant land, and requires rent on mixed-use buildings to be split between the two parts. Source: ZATCA
Tenant IDs, contacts, bank details and payment history are personal data under the PDPL, in force since 14 September 2023: collect only what you need, keep a record of processing activities and disclose data only on a lawful basis. Source: SDAIA
Quick answer
Property management software is a system that runs the full rental cycle for a portfolio: units, leases, rent schedules, collections, maintenance, owner statements and accounting. In Saudi Arabia it should mirror each Ejar contract, reconcile rent paid through Ejar's digital channels, issue ZATCA e-invoices for VAT-able commercial rent and protect tenant data under the PDPL. Amwaj builds these as custom ERP and business software.
Why it is its own job
Generic accounting or CRM tools miss the rules and workflows that shape a Saudi rental portfolio.
Every residential and commercial lease should exist on Ejar, so the contract number, parties, rent and payment frequency recorded there are what count in a dispute. Your internal system needs the same data, linked to the Ejar contract number, or staff end up reconciling two versions of each lease by hand.
New residential rent is paid through Ejar's mada and SADAD channels and settled to the lessor within five business days, while commercial contracts sit outside that restriction and tenants may pay by bank transfer. Collections must match each instalment to the right unit and contract, including partial payments both parties agreed.
Residential rent is exempt but commercial rent carries 15% VAT, and a mixed-use building must split one price between the two. For VAT-registered lessors, taxable rent invoices fall under ZATCA e-invoicing, so the system must know which units are taxable before it raises an invoice. Our e-invoicing guide covers the technical rules.
Under the new rental provisions published on Ejar, leases longer than three months renew automatically unless notice is given at least 60 days before expiry, and rent increases in Riyadh are frozen for five years. Tracking each contract's notice window protects you from missed dates that cannot be undone.
Landlords and investors expect monthly statements showing rent due, collected and overdue, management fees, maintenance costs and the net amount transferred. Rebuilding these from spreadsheets every month is slow and error-prone, and each manual step weakens the audit trail that owners and ZATCA both rely on.
Your options
Each option suits a different portfolio. Here is an honest comparison.
| Spreadsheets with Ejar | Off-the-shelf property software | Custom system built with Amwaj | |
|---|---|---|---|
| Best fit | An owner with a handful of units | Small to mid-sized portfolios with standard processes | Managers with many owners, mixed-use assets or unusual workflows |
| Ejar alignment | Every contract re-keyed by hand | Only as far as the vendor chooses to support it | Ejar contract numbers and statuses mirrored; official integration only where granted |
| VAT and e-invoicing | Manual and risky for commercial rent | Usually included; check Fatoora Phase 2 support | Built around your mix of residential, commercial and mixed-use units |
| Owner statements | Rebuilt manually each month | Standard templates | Your format, per owner, posted to your ledger |
| Upfront effort | Lowest | Low to moderate subscription and setup | Highest; the system and its roadmap belong to you |
| When to choose it | Very small, residential-only portfolios | Your processes already match the package | Packages force workarounds or cannot connect your systems |
What we build
We start from your portfolio and the tools you already use, then build or extend only what is missing.
Properties, buildings, units and leases in Arabic and English, each lease carrying its Ejar contract number, parties, term, rent, payment frequency and renewal dates, with alerts before the 60-day notice window opens so no renewal decision is left to memory.
Instalment schedules generated from each lease, receipts matched against payments recorded on Ejar and credits on your bank statement, partial payments, arrears ageing and reminders by SMS, email or WhatsApp, so the collections team works from one list instead of several.
Per-owner statements with rent collected, fees, expenses and net payouts, posted to your general ledger or ERP. We extend existing platforms such as Odoo or connect a custom module, as our ERP guide for Saudi Arabia describes.
Tenants log requests with photos, the system routes them to in-house technicians or contractors, tracks response time and cost per unit, and charges the right party, whether that is the owner, the tenant or the management company.
Standard tax invoices for business tenants cleared through Fatoora before they are shared, credit notes for adjustments and VAT split for mixed-use buildings, with every invoice issued in Arabic and each rent instalment handled as its own supply, as ZATCA's invoicing guideline sets out.
A bilingual web portal or iOS and Android app where tenants see their lease, upcoming instalments and Ejar payment details, submit maintenance requests and download statements, with access controls and audit logs designed around PDPL obligations.
The plan
Timelines depend on portfolio size, data quality and how many systems we connect, so we agree them after discovery.
We review your units, lease types, owner agreements, collection routes and current tools, check which leases are on Ejar and which units carry VAT, and agree the scope. Data quality and the number of owners usually drive the effort more than anything else.
We build or extend the system in short iterations, migrate units, leases and balances, connect accounting and Fatoora, and test collections against real payment records. You review working screens at every iteration rather than a specification at the end.
We run old and new processes side by side for at least one collection cycle, train property, finance and maintenance staff, then hand over documentation. Ongoing support covers fixes, regulatory changes such as new ZATCA waves, and features the portfolio needs as it grows.
Free consultation
In a short consultation we look at how your leases, collections and invoices flow today and where a system would remove manual work.
How your internal lease records compare with Ejar today, and where re-entry or mismatches create risk for the business.
Which units and invoices fall under 15% VAT and ZATCA e-invoicing, and whether your current tools can clear them.
Which accounting, payment and maintenance tools to keep, extend or replace, with the honest pros and cons of each.
Proof
Amwaj has not yet published a case study in property management. The three results below come from government, industrial and cloud projects and show the same engineering approach we apply to rental portfolios.
Property management system
Ejar's public website describes services for lessors, tenants and licensed brokers, and we found no published developer API for third-party software there. We use an official integration route only where Ejar or REGA documents one and grants it to your organisation. Otherwise the system stores each Ejar contract number and status, registration and changes stay on Ejar, and the system flags any lease whose data no longer matches.
Cost depends on the number of units and owners, the systems to connect (accounting, Fatoora, payment gateways, contractors), whether you need a tenant app, the data migration effort and hosting. Packaged software is usually a per-unit or per-user subscription; a custom system costs more upfront but you own it. We give a scoped estimate after a free review through our contact page.
It depends on use. ZATCA's real estate guideline exempts residential leases used as homes, while commercial leases such as offices, shops and vacant land carry 15% VAT. Serviced apartments and other short-stay accommodation are taxed at the standard rate. In a mixed-use building the rent is split between the residential and commercial parts, for example by floor area or market rental value.
If you are a VAT-registered resident taxpayer, invoices for taxable rent fall under ZATCA e-invoicing. Invoices to businesses are standard tax invoices that ZATCA must clear before the tenant receives them, and issued invoices cannot be edited, only corrected by credit note. Wave 25 brings taxpayers whose VAT-able revenue exceeded SAR 187,500 in any year from 2022 to 2025 into Phase 2 by 1 February 2027.
Tenant IDs, contacts, bank details and payment history are personal data under the PDPL, which SDAIA oversees. We design role-based access so each owner sees only their own units, keep audit logs, minimise what is collected and can host in Saudi data centres. The PDPL also applies to personal data stored outside the Kingdom, for example on a foreign cloud, so hosting choices matter.
It depends on portfolio size, the state of your lease and balance data, the number of owners and the integrations required. Extending an existing accounting or ERP platform is usually faster than a full custom build. We agree a timeline after discovery and run old and new processes in parallel for at least one collection cycle before switching over.
Related guides
How landlords and property managers work with Ejar: registration, digital rent payment, renewal and notice rules, mirroring contract numbers and reconciling payouts.
Commercial rent carries 15% VAT while residential leases are exempt. How ZATCA treats mixed-use buildings, serviced apartments, rent instalments, e-invoices and credit notes.
Everything Saudi businesses need on ZATCA e-invoicing: Fatoora, Phase 1 vs Phase 2, every integration wave up to Wave 25, invoice types, QR and XML rules, penalties and a readiness checklist.
Tell us about your units, owners and current tools, and we will show you what a system aligned with Ejar and ZATCA would look like.
