Everything You Need to Collect Revenue Efficiently

From property registration to payment reconciliation, explore every tool built into the Property Tax Collection platform.

Real-Time Dashboard & Analytics

The moment a payment is made, your numbers update. No more waiting for end-of-month reconciliations or manually tallying spreadsheets. The dashboard gives your revenue team a live, bird's-eye view of collections across every zone — so you can act on data, not hunches.

  • KPI summary cards — total properties, billed amount, collected, outstanding, and collection rate at a glance
  • Visual collection progress bar with colour-coded health status (green, orange, red)
  • Zone performance ranking — identify top-performing and underperforming zones instantly
  • Properties needing attention — automatically surfaces the top outstanding balances
  • Interactive bar charts showing collections vs outstanding per zone
  • Filter by billing year and multiple zones for focused analysis
  • Personalized greeting and date display for each logged-in user
  • Invoice status breakdown — paid, unpaid, partly paid, and overdue counts

Property Registration & Management

Your property database is the foundation of revenue collection. Property Tax Collection provides a centralized, searchable register of every property in your jurisdiction — with all the details your billing engine needs to generate accurate invoices.

  • Centralized property database with full owner details, address, and contact information
  • Zone and property type classification for accurate rate application
  • Ghana Card / TIN number recording for identity verification
  • GPS coordinates and land size captured for each property
  • Automatic customer account creation when a new property is registered
  • Bulk operations — select and manage multiple properties at once
  • Advanced search, sortable columns, and customizable column visibility
  • Mobile number and WhatsApp number for multi-channel communication

Billing & Invoice Generation

Generate tax bills for hundreds of properties in a single click. The billing engine automatically applies the correct rate based on each property's zone and type — eliminating manual calculations and the need to physically deliver paper bills.

  • Zone-based and property-type-based pricing configuration
  • Multiple price lists per billing year for flexible rate structures
  • Bulk invoice generation — create bills for all properties in one batch
  • Auto-populated amounts from configured price lists — no manual entry
  • Error tracking and retry for any properties that fail during generation
  • Export property lists and invoices to Excel for offline review
  • Status progression — Draft, Invoices Created, Submitted — for clear workflow
  • Billing year management to organise invoices by fiscal period

Payment Tracking & Reconciliation

Every cedi collected is tracked and matched to the right invoice automatically. No more manual ledger entries, no more lost receipts. Your finance team gets a complete, auditable payment history for every single property.

  • Per-property invoice and payment history — see every bill and every payment
  • Live status tracking — Paid, Unpaid, Partly Paid, and Overdue with colour-coded badges
  • Payment mode recording — cash, mobile money, bank transfer, card
  • Automated digital receipt generation for every transaction
  • Print invoices with configurable print formats
  • Financial summary per property — total billed, total paid, outstanding balance
  • Search properties by name or ID to quickly access transaction history
  • Expandable invoice rows with full payment breakdown

Multi-Channel Communication

Reach every resident through the channel they use most. Send tax bills, payment reminders, and notices in bulk — via SMS, WhatsApp, or email — and track delivery status for every message sent. Target only unpaid properties to maximize collection efficiency.

  • Send bills and reminders via Email, SMS, and WhatsApp — all from one interface
  • Filter recipients by zone, billing year, and payment status
  • Target unpaid properties specifically for focused reminder campaigns
  • Bulk messaging with preview of recipient count before sending
  • Communication history — view every message sent with delivery statistics
  • WhatsApp Business API integration via Meta Cloud API
  • Per-message tracking — sent count, failed count, and status badge
  • Compose with subject line (email) or direct message (SMS/WhatsApp)

Reports & Data Export

Whether you need to report to the District Assembly, audit your collections, or analyse trends across zones — four purpose-built reports give you the data you need, and every report can be exported to Excel with a single click.

  • Zone Analysis Report — collection rate, billed amount, and outstanding per zone
  • Invoice Register — every invoice with status, amount, and customer details
  • Property Statement — per-property billing and payment history over time
  • Payment Collections — all transactions with date, mode, party, and zone
  • Export any report to Excel (XLSX) for sharing and offline analysis
  • Filter by date range, zone, billing year, payment status, or specific property
  • Summary badges at the top of each report for quick metrics
  • Data-driven planning — identify low-compliance zones for targeted enforcement

Geofencing & Location Control

Ensure that your portal is only accessed from authorized locations. Geofencing lets administrators define a GPS perimeter around the assembly premises — any user outside that boundary is automatically blocked from accessing the system.

  • Per-user geofence enforcement — each user can have their own access boundary
  • Set GPS coordinates (latitude/longitude) and radius in metres
  • Users outside the perimeter see a clear access-blocked screen
  • "Use My Location" button to auto-detect and set coordinates
  • Enable or disable geofencing per user — flexible for field officers vs office staff
  • Haversine distance calculation for accurate GPS boundary checking

User Management & Permissions

Control exactly who can see and do what. Each user's navigation can be customized to show only the pages relevant to their role — revenue officers see billing, field agents see properties, and administrators see everything.

  • Create and manage system users with email, name, and password
  • Role-based page visibility — hide or show portal pages per user
  • Enable or disable user accounts without deleting them
  • Camera capture for user profile pictures — no file upload needed
  • Send welcome emails to new users automatically
  • Per-user geofence settings alongside permission configuration

Audit Trail & Compliance

Every action taken in the system is silently logged — who did what, when, and from which IP address. This creates a transparent, tamper-proof audit trail that supports accountability and makes regulatory compliance effortless.

  • Complete CRUD action logging — every create, update, and delete is recorded
  • Login and logout tracking with IP address and timestamp
  • Active users monitor — see who is currently online (last 30 minutes)
  • Filter audit logs by user and date range for targeted investigations
  • Non-intrusive silent logging — never disrupts normal operations
  • Colour-coded action badges for quick visual scanning

AI-Powered Assistant

Meet Carby — your intelligent data assistant. Ask questions about your properties, payments, zones, and invoices in plain language, and get instant answers backed by live data from your database. No SQL required.

  • Natural language queries — ask "What is our collection rate?" and get instant answers
  • Property, zone, payment, and invoice analytics through conversation
  • Live data from your database — not static answers, real numbers
  • Supports both Claude and OpenAI for flexible AI provider choice
  • Suggested questions to get started quickly
  • Markdown-rendered responses with tables and formatted data

Team Collaboration & Chat

Coordinate with your revenue team without leaving the portal. Built-in direct messaging and group chat keeps everyone aligned — discuss collections, flag issues, or share updates in real-time.

  • Direct messaging between any two team members
  • Group chat creation for team-wide discussions
  • Real-time messaging — messages appear instantly
  • Unread message counters so nothing gets missed
  • Integrated into the portal — no need for external chat tools
  • User avatars and timestamps for every message

Task Management

Keep your team organized with built-in task tracking. Assign work, set priorities, and get browser notifications when deadlines approach — all within the portal.

  • Create, assign, and track tasks with subject and description
  • Priority levels — Low, Medium, High, and Urgent with colour-coded badges
  • Status tracking — Open, Working, Completed, and Cancelled
  • Browser notification reminders with audio alerts when tasks are due
  • Due date tracking with expected end date per task
  • Quick filters — view Open, All, Completed, or Cancelled tasks

Field Agent Portal

Empower field agents with a dedicated mobile-first interface for on-the-ground property registration and data collection. Agents can create new properties, view transaction histories, and submit change requests for office approval — all from their phone or tablet, without needing access to the full admin portal.

  • Mobile-first responsive interface — works on phones, tablets, and desktops
  • Create new properties in the field with all required details
  • Search and browse all properties with instant filtering
  • View transaction history, invoices, and payment records per property
  • Request information or name changes — submitted for office review and approval
  • Mandatory reason/note for every change request to maintain accountability
  • "My Requests" tab — agents track all their requests with status filters (Pending, Approved, Rejected)
  • Re-submit rejected requests with updated information in one tap
  • Approved changes are automatically applied to property records
  • Full audit trail — every request records who submitted and who resolved it
  • Office staff see pending request count badge and can approve or reject with notes
  • Separate user type routing — agents see their portal, office staff see the admin portal

Resident Mobile App

Residents no longer need to visit assembly offices to view bills or make payments. The dedicated mobile app puts property tax management in their pocket — view bills, pay instantly, manage multiple properties, and receive notifications when new bills are generated.

  • View current year's bill and historical payment records
  • Pay via Mobile Money (MTN, Vodafone, AirtelTigo), debit/credit card, or bank transfer
  • Register and manage multiple properties under one account
  • Pay on behalf of another property — useful for landlords and agents
  • Download digital receipts for every payment made
  • Request property statements showing full billing and payment history
  • Push notifications for new bills, payment confirmations, and reminders
  • Sign up with phone number and link properties to your account

Configuration & Settings

Customize the platform to match your assembly's needs. Upload your logo, configure WhatsApp messaging, select print formats, and manage billing years and zone structures — all from a single settings page.

  • Logo upload with instant preview for branded invoices and portal
  • Sales invoice print format selection for professional bill printing
  • WhatsApp Business API configuration — Phone Number ID, Access Token, Business Account ID
  • Billing year creation and management
  • Zone and property type setup for your jurisdiction
  • Dark and light theme toggle for user comfort

Security & Data Protection

Resident data and financial records deserve the highest protection. The platform is built with enterprise-grade security — encrypted communications, role-based access, geofenced entry, and a complete audit trail. Your assembly retains full ownership of all data.

  • Data encrypted at rest and in transit
  • Role-based access control — each user sees only what they need
  • Geofence enforcement — restrict portal access to authorized locations
  • Complete audit trail — every action logged with user, timestamp, and IP
  • Assembly retains full ownership of all data — no vendor lock-in
  • CSRF protection and session-based authentication

Bulk Property Import

Onboard thousands of properties in minutes, not months. Upload a CSV or Excel file and the system validates, previews, and imports every record — complete with per-row error reporting so nothing slips through the cracks. Ideal for initial rollout or absorbing data from legacy systems.

  • Drag-and-drop file upload — accepts .csv and .xlsx files
  • Download a ready-made template with all required columns pre-filled
  • Client-side validation — required fields, zone/type cross-checks, duplicate detection
  • Full preview table before import — invalid rows highlighted with clear error messages
  • Bulk insert via backend API — each row processed independently for maximum throughput
  • Linked Customer records auto-created during import (no extra steps)
  • Detailed results summary — created count, failed count, and per-row error table
  • Supports 12 property fields including GPS coordinates and Ghana Card / TIN

Auto-Reminder Scheduler

Set it and forget it. Define reminder rules that automatically send Email, SMS, or WhatsApp messages before, on, or after invoice due dates. The system runs daily, targeting only outstanding invoices, so residents receive timely nudges without any manual effort from staff.

  • Rule-based engine — create unlimited reminder rules with a few clicks
  • Three trigger types: Before Due Date, On Due Date, After Due Date
  • Configurable day offset — e.g., “7 days before due date” or “14 days after”
  • Multi-channel delivery — Email, SMS, and WhatsApp from a single rule
  • Links to Communication Templates for consistent, branded messaging
  • Optional billing year filter — target specific fiscal periods
  • Runs automatically via Frappe’s daily scheduler — zero manual intervention
  • Last-run timestamp on each rule for easy monitoring and audit

Revenue Leakage Detection

Proactively identify properties that should be generating revenue but aren’t. The system scans your database for unbilled properties, suspiciously low valuations, missing contact details, and potential duplicates — surfacing issues that would otherwise go unnoticed.

  • Never Billed — flags registered properties with zero invoices
  • Low Valuation — detects properties valued below 30% of their zone/type average
  • No Contact Info — highlights properties with no phone or email on file
  • Potential Duplicates — groups properties by normalized name + zone to find overlaps
  • Lazy-loaded on demand — does not slow down the main dashboard
  • Expandable sub-cards with top-10 preview and full count badge
  • Integrated directly into the Dashboard for at-a-glance awareness
  • Actionable data — click through to investigate and correct records

Defaulter Escalation Workflow

Overdue accounts are automatically tracked and escalated through a structured four-level workflow: Reminder → Warning → Final Notice → Legal Action. Cases are created, escalated, and resolved without manual intervention, ensuring consistent enforcement across every property in the jurisdiction.

  • Automatic case creation for every overdue invoice
  • Four escalation levels at 30, 60, 90, and 120 days overdue
  • Status badges: Open, Reminder Sent, Warning Sent, Final Notice, Legal Action, Resolved
  • Auto-resolution when outstanding balance reaches zero
  • Days-overdue counter updated daily by the scheduler
  • Admin notes field for case-by-case context and documentation
  • Manual “Mark Resolved” action for exceptional cases
  • Export to Excel for legal and reporting purposes
  • Dedicated Defaulters page with status filter pills and case counts

Year-over-Year Dashboard Comparison

See the trajectory of your revenue at a glance. The dashboard automatically compares billed and collected amounts between the current and previous billing years, showing percentage change with clear up/down trend indicators — giving leadership instant insight into whether collection performance is improving.

  • Automatic comparison between current and previous billing years
  • Billed and Collected metrics shown side-by-side with percentage change
  • Green/red trend arrows for instant visual feedback
  • Independent of the year filter — always shows latest two years
  • No backend dependency — computed entirely from existing invoice data
  • Gracefully hidden when fewer than two billing years exist

Ready to Transform Your Revenue Collection?

Access the portal today and experience every feature first-hand.