A lease register that works out the dates.
KuduDoc’s lease register keeps every lease with the dates you record, the inspections and the deposit. You decide; KuduDoc sends the notice when you say.
Lease register
5 units · 3 landlords · managed by Zanele Ndlovu and Thabo Mokoena
- All units 5
- Notice windows opening this month 1
- Inspections due 1
- Refunds due 1
| Unit | Tenant | Term | Notice window | Inspections | Deposit |
|---|---|---|---|---|---|
| Flat 4, Bellevue Court31 Kloof Street, Gardens · Ashwin Pillay | Ruan de Villiers | 16 Jan 2026 – 15 Jan 2027 | Open until 17 Nov 2026 | Ingoing sealed16 Jan 2026 | $16,500Interest $412.60 to date |
| 12 Oak AvenueOranjezicht · Ashwin Pillay | Lindiwe Khumalo | 1 Nov 2025 – 31 Oct 2026 | Notice sent 14 Jul 2026Renewal: 2 of 3 signed | Ingoing sealed1 Nov 2025 | $19,000Interest $634.18 to date |
| 5 Vineyard LaneMarelize Venter | Pieter and Anri Joubert | 1 Nov 2024 – 31 Oct 2026 | PassedTenants not renewing | Outgoing dueIn the three days before 31 Oct | Refund by 7 Nov 2026$15,000 · if nothing is owed |
| Unit 7, Silver Oaks23 Protea Road, Claremont · Farouk Adams | Sipho and Naledi Dube | 1 Jul 2026 – 30 Jun 2027 | Opens 3 Mar 2027 | Ingoing sealed1 Jul 2026 | $24,000Interest $158.90 to date |
| 22 Jacaranda StreetMarelize Venter | Anika Botha | Month to monthSince 1 Aug 2026 | Month to monthOne month’s notice, either side | Ingoing sealed1 Aug 2024 | $14,000Interest $1,176.55 to date |
Flat 4, Bellevue Court
31 Kloof Street, Gardens · Ruan de Villiers · lease ends Friday 15 January 2027
This lease’s dates
- OpenSend the notice by Tuesday 17 November 2026.
- Outgoing inspection
- In the three days before Friday 15 January 2027.
- Nothing owed
- Refund the deposit and interest by Friday 22 January 2027.
- Deductions
- The balance is due 14 days after the home is handed back. Add that day to see the date.
- No response to a request to inspect
- Inspect by Friday 22 January and refund the balance by Friday 5 February 2027.
Reminded before each date
- Zanele NdlovuAgent · youEmail
- Thabo MokoenaAgent · teamEmail
- Ruan de VilliersTenantNever
90, 60, 30 and 7 days before, by default — or the days you choose. Quiet hours 20:00–07:00.
Calendar feed
Every date in the register, in the calendar you already use.
Ingoing inspection · Unit 7, Silver Oaks
Wednesday 1 July 2026 · Zanele Ndlovu with Naledi Dube
- Entrance
- Lounge
- Kitchen 2
- Main bedroom
- Second bedroom
- Bathroom 1
- Keys and meters
Kitchen
- Walls and ceilingGood
- FloorGood
- Cupboards and counter2 notes
- Oven, hob and extractorGood
Chip on the counter edge, left of the sink, about 2 cm.Zanele Ndlovu · 3 photographs
Cupboard door above the kettle hangs loose.Naledi Dube, tenant · 1 photograph
Signed on the day
- Zanele NdlovuFor the landlord · 10:02Signed
- Naledi DubeTenant · 10:05Signed
The list of defects is attached to the lease.
Deposit · 5 Vineyard Lane
Pieter and Anri Joubert · lease ends Saturday 31 October 2026
- Amount
- $15,000, paid 28 Oct 2024
- Account
- Interest-bearing savings account ···· 2208, in the landlord’s name
- Receipt
- SealedDeposit receipt, sent 28 Oct 2024
- Interest
- $1,207.36 to 31 Aug 2026, from the bank’s interest statement
Refund deadlines
- Saturday 7 November 2026Nothing owed: the deposit and interest
- Monday 16 November 2026With deductions: the balance, 14 days after the home is handed back on Monday 2 November
- Saturday 21 November 2026If the tenants do not respond to a request to inspect: inspect by Saturday 7 November
No deductions listed. Each one goes in with its receipt, and the tenants can see them.
Every unit, lease and date in one register
One row per unit, with every date its lease sets running.
Bring your leases in
Upload the signed leases, or a spreadsheet of your units. KuduDoc reads each lease and suggests the start and end dates, the rent and escalation, and the deposit, and shows the line it read each one from. You confirm them; nothing is set until you do.
Leases signed in KuduDoc arrive in the register with their dates ready to confirm.
What the register shows
| Column | What it shows |
|---|---|
| Unit | The address and unit, and the landlord it belongs to |
| Tenant | Who signed the lease |
| Term | Start and end date; “month to month” once a fixed term has run on |
| Inspections | The next one due, and the sealed records already made |
| Deposit | The amount, the account, the interest to date, and the refund deadline once the lease ends |
| Escalation | The next escalation date and the new rent worked out from the lease’s percentage |
Filter by “Notice windows opening this month”, “Inspections due” or “Refunds due”. Export the register as a spreadsheet, or add its dates to your calendar.
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One collection per unit
The signed lease, renewals, notices, the deposit receipt, the inspection records and the letters stay together, sealed, in one collection per unit.
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Reminders go to you
KuduDoc emails you before each date: 90, 60, 30 and 7 days before, by default — or the days you choose, with quiet hours. Reminders go to you and your team, never to the tenant.
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For letting agents
Share the register with your team; each agent sees the units they manage. Share a unit’s file with its landlord, view-only; they open it with a free KuduDoc account. Professional has up to 5 seats. See seats for your team.
KuduDoc does not collect rent or hold deposits. Money moves through your own bank account; KuduDoc keeps the paperwork and the dates.
Joint inspections, recorded on the day
Ask the tenant, and keep the request
Send the tenant a request to inspect from the register; KuduDoc records the day it was sent. If the tenant does not respond, mark it. You set the dates that follow, and KuduDoc reminds you of the dates you confirmed.
On the day: one phone, room by room
Open the inspection in your phone’s browser. Go room by room: a checklist for walls, floors, windows, fittings, keys and meter readings, a note for each defect, and photographs taken there and then, each stamped with the time it reached KuduDoc. The tenant adds their own notes and photographs from the link on their phone, with a free KuduDoc account. Both of you sign before you leave. KuduDoc makes one PDF of the checklist, notes and photographs and seals it that day.
At the end: the same rooms, side by side
The outgoing inspection opens the ingoing record room by room, so you both compare the same wall and the same tap. Both of you sign and KuduDoc seals it. You record the refund date, and KuduDoc counts down to the date you set.
What the seal shows
An inspection seal works like every KuduDoc seal: see what a seal records. A sealed inspection record shows that the file, with its notes and photographs, is unchanged since the day it was sealed. It does not vouch for what the notes say or settle who is right about a mark; it gives you both the same record to look at later. Either of you can check the sealed file, free, without an account.
If you also signed a paper inspection report, keep the paper: a sealed scan does not replace a paper original where one is required.
The deposit: receipt, interest and refund deadlines
Record the deposit when it is paid: the amount, the date and the interest-bearing account it is invested in. KuduDoc prepares a dated receipt that names the home and what the payment is for. You send it, and a sealed copy stays with the lease.
Interest at your account’s rate
Enter the rate your account pays, and each change to it, or upload the bank’s interest statement. The register keeps a running figure, and the statement sits beside it for the day the tenant asks for proof of the interest.
For one deposit, sign in and work out its interest in the app, on every plan.
Your bank’s interest statement is the figure that counts.
Refund dates you record
The register counts down from the end date you confirmed and from the day the home is handed back. List each deduction with its receipt, and the tenant can see them.
Tenants can keep their own tenancy record on a free Personal account, with the dates they record.
Applications, straight into the lease
On Professional, send applicants one link. Their details and supporting documents, such as an ID copy, payslips and bank statements, arrive together and are kept with the unit. Applicants answer with a free KuduDoc account. Move the successful application straight into the lease; delete the others after the period you set.
KuduDoc keeps the documents; it does not judge whether a payslip or statement is genuine, and it runs no credit checks.
Questions landlords and agents ask
What does the KuduDoc lease register do?
It keeps each lease with its unit, tenant and dates, and works out the dates that follow: the notice window before a fixed term ends, the joint inspections, the escalation and the deposit refund deadlines. You are reminded by email before each one, and the signed lease, notices, receipts and inspection records stay together in one collection.
Does KuduDoc collect rent or hold deposits?
No. Rent and deposits move through your own bank account. KuduDoc keeps the paperwork and the dates: the deposit receipt, the account the deposit is invested in, the interest and the refund deadlines.
How is the interest on a rental deposit worked out?
At the rate your account pays, which you enter; KuduDoc does not assume one. The bank’s interest statement is the figure that counts, so keep it with the deposit. If the landlord is a registered estate agent, the estate agency law applies instead.
Does a sealed inspection report settle a dispute about the deposit?
No. The seal shows that the report, with its notes and photographs, is unchanged since it was sealed on the day of the inspection. It does not vouch for what the notes say or settle who is right about a mark. It gives landlord and tenant the same record to look at when the lease ends.
Can I bring in the leases I already have?
Yes. Upload the signed leases, or a spreadsheet of your units. KuduDoc suggests each lease’s start and end dates, rent, escalation and deposit, and shows the line it read them from. You confirm them before any reminder is set.
Which KuduDoc plan includes the lease register?
Every plan, Personal included. Notices, receipts and inspection reports you send count as sends: Personal has 5 a month and Family 10, and Professional has no monthly send limit, with seats for your team.
Register · Inspections · Deposits
Start with one lease.
Add a unit, upload the signed lease and confirm the dates. Personal is free, with no card and no expiry date.