A lease register that works out the dates.
KuduDoc’s lease register is rental management software for South African landlords and agents. It keeps every lease with its dates and works out the rest: the 40 to 80 business days before a fixed term ends where the Consumer Protection Act applies, the joint inspections and the deposit refund deadlines. 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 | R16,500Interest R412.60 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 | R19,000Interest R634.18 to date |
| 5 Vineyard LaneStellenbosch · Marelize 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 2026R15,000 · 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 | R24,000Interest R158.90 to date |
| 22 Jacaranda StreetMenlo Park, Pretoria · Marelize Venter | Anika Botha | Month to monthSince 1 Aug 2026 | Month to monthOne month’s notice, either side | Ingoing sealed1 Aug 2024 | R14,000Interest R1,176.55 to date |
Flat 4, Bellevue Court
31 Kloof Street, Gardens · Ruan de Villiers · lease ends Friday 15 January 2027
This lease’s dates
- Notice windowCPA s14(2)(c)
- OpenSend the notice by Tuesday 17 November 2026.
- Outgoing inspectionRHA s5(3)(f)
- In the three days before Friday 15 January 2027.
- Nothing oweds5(3)(i)
- Refund the deposit and interest by Friday 22 January 2027.
- Deductionss5(3)(g)
- 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 inspects5(3)(k)–(m)
- 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
- R15,000, paid 28 Oct 2024
- Account
- Interest-bearing savings account ···· 2208, in the landlord’s name
- Receipt
- SealedDeposit receipt, sent 28 Oct 2024
- Interest
- R1,207.36 to 31 Aug 2026, from the bank’s interest statement
Refund deadlines
- Saturday 7 November 2026Nothing owed: the deposit and interest · s5(3)(i)
- Monday 16 November 2026With deductions: the balance, 14 days after the home is handed back on Monday 2 November · s5(3)(g)
- Saturday 21 November 2026If the tenants do not respond to a request to inspect: inspect by Saturday 7 November · s5(3)(k)–(m)
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 |
| Notice window | “Opens 3 Mar 2027”, “Open until 4 May 2027” or “Passed”, where the CPA applies |
| 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 and Business up to 10: 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.
Work out one lease’s dates
Sign in and enter the last day of a lease: KuduDoc works out its dates, on every plan, Personal included. Here is how they fall for one lease.
Worked example. A lease ends on Wednesday 30 June 2027 and the home is handed back that day. Where the CPA applies, the notice goes out between Wednesday 3 March and Tuesday 4 May 2027. The outgoing inspection falls in the three days before 30 June. With nothing owed, the deposit and interest are due back by Wednesday 7 July 2027; with deductions, the balance by Wednesday 14 July; if the tenant did not respond to a request to inspect, by Wednesday 21 July 2027.
Public holidays for 2026 and 2027, from the Public Holidays Act and gov.za. Last checked 25 September 2026.
Check the dates against your own lease: its end date and any notice clause are the ones that count.
Work out your lease’s datesThe notice window, counted in business days
Where the Consumer Protection Act applies, the landlord gives notice that a fixed-term lease is ending not more than 80 and not less than 40 business days before the end date (s14(2)(c)). The Act may apply where the landlord rents out property as a business. Section 14 does not apply when landlord and tenant are both juristic persons, such as two companies (s14(1)).
See when a lease renewal notice is due, and how the business days are counted.
When the window opens and closes
KuduDoc counts back from the end date, skipping weekends and South African public holidays, and the Monday that follows a public holiday on a Sunday. The register shows the day the window opens and the last business day to send, and reminds you before it opens.
You decide, then KuduDoc sends
Choose what happens next: renew, change the terms, or let the lease end. KuduDoc prepares the notice from the lease: the end date, any material changes you enter, such as a new rent, and the tenant’s options. You read it, and it goes to the tenant only when you press Send. KuduDoc records when it was sent and keeps a sealed copy with the lease.
The CPA asks for the notice in writing or another recordable form (s14(2)(c)), and under the ECT Act an email can meet a requirement for writing (s12).
If the tenant opens the link, the register shows when. An opened link does not show that the notice was read.
When the tenant gives notice
Where the CPA applies, a tenant may cancel at any time on 20 business days’ notice (s14(2)(b)). Record the tenant’s notice in the register, and KuduDoc shows the earliest day it takes effect. Amounts owed up to then are still due, and the landlord may charge a reasonable cancellation penalty (s14(3)).
If nothing is signed at the end
Where the CPA applies, and the tenant has neither ended the lease nor agreed to a new fixed term, the lease continues month to month, subject to any material changes you gave notice of (s14(2)(d)). Under the Rental Housing Act, a tenant who stays on with your consent and without a new written lease has a periodic lease that either side ends with at least one month’s written notice (s5(5)). The register marks the unit “month to month” and prepares the one-month notice when you ask for it.
Sign the renewal
Send the renewal to sign online from the unit’s collection or, on Professional and Business, start from KuduDoc’s residential lease. The tenant signs from the email with a free KuduDoc account.
Renewals and notices are signed with ordinary electronic signatures under the ECT Act, and KuduDoc won’t send a document it recognises as a lease of land over 20 years: see which leases stay on paper.
What happens next?
Notice of expiry date
Fixed-term agreement: Flat 4, Bellevue Court
Ends: Friday 15 January 2027. If renewed: 12 months from 16 January 2027 at R8,910 a month. Your options: renew, or end the lease on its expiry date.
Nothing goes to Ruan de Villiers until you press Send.
12 Oak Avenue · notice of expiry date
- Sent by Zanele NdlovuTue 14 Jul 2026, 09:12
- Link openedTue 14 Jul 2026, 18:40
- Sealed copy keptIn the 12 Oak Avenue collection
Joint inspections, recorded on the day
Under the Rental Housing Act, landlord and tenant inspect the home together before the tenant moves in (s5(3)(e)) and again in the three days before the lease ends (s5(3)(f)). A landlord who does not inspect with the tenant is taken to accept that the home is in good repair, and must refund the full deposit with interest (s5(3)(j)).
See what the Rental Housing Act asks at the ingoing inspection.
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, and the register shows the dates the Act sets for that case: inspect within seven days of the end and refund the balance within 21 days (s5(3)(k)–(m)).
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, and the list of defects is attached to the lease (s5(7)).
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; the refund deadlines run from the end date and from the day the home is handed back, not from the inspection.
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 (s5(3)(a)–(b)); 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 (s5(3)(d)).
The Act sets a floor, the savings-account rate, not a number, so KuduDoc never fills in a rate for you. If the landlord is a registered estate agent, the estate agency law applies to the deposit instead.
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 deadlines, counted for you
| Case | Refund due | Section |
|---|---|---|
| Nothing owed | The deposit and interest, within seven days after the lease ends | RHA s5(3)(i) |
| Deductions for amounts owed, damage or lost keys | The balance, within 14 days after the home is restored to the landlord | s5(3)(g) |
| The tenant does not respond to a request to inspect | The landlord inspects within seven days after the end, and refunds the balance within 21 days after it | s5(3)(k)–(m) |
| Any deduction | Receipts for the deductions are available to the tenant | s5(3)(h), (n) |
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 same deadlines worked out.
Applications, straight into the lease
On Professional and Business, 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.
POPIA asks that personal information is kept no longer than needed for its purpose (s14): see how long to keep the lease records.
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 does KuduDoc work out the notice window before a fixed-term lease ends?
Where the Consumer Protection Act applies, the landlord gives notice not more than 80 and not less than 40 business days before the end date (s14(2)(c)). The Act may apply where the landlord rents out property as a business. KuduDoc counts back from the end date with weekends and public holidays skipped, and the notice goes to the tenant only when you send it.
How does KuduDoc count the deposit refund deadlines?
From the Rental Housing Act: seven days after the lease ends when nothing is owed, 14 days after the home is restored to the landlord when there are deductions, and 21 days after the lease ends when the tenant did not respond to a request to inspect (s5(3)(g)–(m)). The count leaves out the first day and includes the last, and KuduDoc tells you when that last day is a Sunday or a public holiday.
How is the interest on a rental deposit worked out?
At the rate your account pays, which you enter; KuduDoc does not assume one. Under the Rental Housing Act the landlord invests the deposit in an interest-bearing account at no less than the savings-account rate, and the tenant may ask for proof of the interest (s5(3)(d)). 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 and Business have no monthly send limit, with seats for your team.
The law behind the dates
Last checked 25 September 2026.
- Rental Housing Act 50 of 1999Deposits, receipts, interest, joint inspections and refunds (s5), with the 2007 amendment.
- Consumer Protection Act 68 of 2008Business days (s2(6)) and fixed-term agreements (s14).
- Consumer Protection Act Regulations, 2011Cancellation penalties (reg 5) and the notice of expiry date (Annexure B).
- Public Holidays Act 36 of 1994The public holidays, and the Monday after one that falls on a Sunday (s2(1)). The 2026 and 2027 dates from gov.za’s public holidays page.
- Interpretation Act 33 of 1957Counting days: the first day left out, the last day in (s4).
- Electronic Communications and Transactions Act 25 of 2002Writing by email (s12) and the leases that stay on paper (Schedule 2).
- Protection of Personal Information Act 4 of 2013How long personal information is kept (s14).
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.