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Koja Property Manager

Free software for running your rentals

Keep track of rent, tenants, expenses, repairs, leases and rent increases in one place, in English or French. Your tenants can send their repair requests online, and it costs nothing.

Create a free account See what it does

No ads. Access is controlled by account, role and assigned buildings. Works best on a laptop or desktop computer. Already have an account? Sign in

The Portfolio Health screen of Koja Property Manager, showing monthly cash flow, equity, debt and returns for an example portfolio of rentals.

Everything a small landlord keeps track of

Start with Today’s tasks in Overview, then open Properties, Money, Maintenance or Reports. Related tools stay together, so you can focus on one job at a time.

  • Every property's numbers

    Cash flow, net operating income, cap rate, cash-on-cash return, DSCR, equity and loan-to-value, with mortgage balances that update as you pay them down.

  • Rent by unit and month

    A rent ledger for every unit, with totals against what you expect to collect and a list of anyone behind this month.

  • Expenses, ready for your T776

    Record expenses in the CRA's T776 categories and get yearly totals for your Statement of Real Estate Rentals.

  • Leases and notice deadlines

    See which leases need attention and when each notice is due under Ontario's rules, then track delivery, the tenant's answer and the renewal. Includes a calendar view and calendar export.

  • Rent increase notices, filled in

    Fill in the Landlord and Tenant Board's N1 notice from your tenant's details. Print it or save it as a PDF.

  • Repairs, sent by your tenants

    Invite your tenants and they send repair requests with photos from their own account. Every request lands in your Repairs list, with priority, vendor, cost and status.

  • Refinancing, tax and projections

    Try a refinance, estimate tax, compare properties side by side and project value, rent and equity years ahead.

  • Dashboards, a map and Excel

    Chart any measure across your portfolio, see every property on a map coloured by how it's doing, and export core financial records to Excel.

A look inside

These example screens illustrate the records and reports. The current navigation groups related tools; the example data is fictional.

The Lease and Rent Increase screen, listing each lease with its status, rent, lease end date and notice deadline.
Lease & Rent Increase. Every lease, its notice deadline and where it stands.
The Rent Payments screen, a table of rent received for each unit by month, with expected totals.
Rent Payments. A ledger for every unit, month by month.
The rent-notice preparation screen, showing Ontario N1 options for a fictional tenant.
Rent Increase. A notice filled in from the tenant's details.
The Analysis screen for one property, showing its mortgage balance, income, expenses, debt ratios and returns.
Analysis. The full breakdown for one property.

Your data, kept private

Your online records are stored on our servers and accessed over an encrypted connection. Access depends on your role and the buildings assigned to you. See the privacy policy for hosting, staff access and repair information shared with owners.

  • Sign in from anywhereUse it on any computer. Your data is the same everywhere.
  • Keep a copy of your recordsDownload core records as a JSON backup or Excel workbook. Managers and administrators can download a separate full archive online, including repair messages and photos. The full archive is for your records, not a one-click restore file. Browser-edition backups do not include online portal history or attachments.
  • Your tenants see only their own requestsEach tenant joins by a personal invitation tied to their lease.
  • Email from your own addressWhen you email a tenant, your own email app opens with the message ready to send.

The right starting point for you

I am a tenant

Use the invitation linked to your lease to access your repairs. Already have an account?

Sign in

Koja manages my property

Ask our team for owner access to the buildings assigned to you.

Request access

I manage my own rentals

Create a free account, add a property and invite tenants when you are ready.

Create an account

Managing your own rentals?

  1. Create your account

    Sign up with your email address and confirm it. Your portfolio is ready right away.

  2. Add your rentals

    Enter your properties and tenants, or load the example to see how everything fits together first. Used the browser edition before? Load its backup file.

  3. Invite your tenants

    Send each tenant an invitation. They create their account and send repair requests straight to you.

Create a free account

Managing it yourself?

Koja Property Manager is free for any owner, whether or not you ever work with us.

Create a free account

Rather hand it off?

We can find your tenants, collect the rent and look after the home for you. The rental assessment is free, with no obligation.

Request a free rental assessment

Questions about the software

Is it really free?

Yes. There's no charge and no advertising. If we ever introduce paid plans, we'll tell you well ahead of time, and you can download all your data whenever you want.

Where is my data stored?

On our servers, with daily backups. We do not sell your records. Access follows your role and assigned buildings. Hosting, authorized staff access, sharing and retention are explained in the software's privacy policy.

Can my tenants use it?

Yes. From the Manage page, send each tenant an invitation to the email address on their lease. They create an account and send repair requests with photos, which appear in your Repairs list. Each tenant sees only their own requests.

Can someone else help me manage my rentals?

Yes. Invite a partner or a manager to your portfolio from the Manage page. They get their own sign-in, so you never share your password.

Is it in French?

Yes. Everything works in English and in French, and you can switch at any time.

Which browsers work?

Current versions of Chrome, Edge, Firefox and Safari on a laptop or desktop computer. Your tenants can send requests from a phone.

Does it email my tenants?

Invitations and updates on repair requests come from Koja. Everything else, like rent reminders and renewal messages, opens in your own email app, such as Outlook, Gmail or Apple Mail, so you check it and send it from your usual address.

Are the rent increase notices ready to use?

The software fills in the official forms: the Landlord and Tenant Board's N1 notice. You're still responsible for the notice itself, including the amount, the timing and how you deliver it. In Ontario, that means at least 90 days' written notice, at least 12 months since the last increase, and the yearly guideline if it applies to your unit. Check the current rules at tribunalsontario.ca before you serve a notice.

Does it use any outside services?

Map images come from OpenStreetMap: your browser requests the part of the map you're looking at. When you click Geocode Missing in Maps, property names and postal codes are sent to OpenStreetMap's Nominatim service to find their location. See the privacy policy for hosting and email service providers.

Can I try it without an account?

Yes. The browser edition runs entirely in your web browser and keeps your data on that computer, with no sign-up. It's in English only, and it doesn't include the tenant portal.

Who do I contact if something doesn't work?

Email info@kojapropertymanagement.ca and tell us what happened and which browser you use.

Terms of use

Last updated: October 13, 2026

The full terms are in the software: see its terms of use and privacy policy. In short:

  • Provided as is. We do our best to keep the software accurate and working, but we can't promise it's free of errors.
  • Not professional advice. It's a record-keeping and calculation tool. It doesn't give legal, tax, accounting or financial advice. Check its results, forms and deadlines yourself, or with a professional, before you rely on them.
  • Your tenants' information. You decide what you record about your tenants and how you use it, and you're responsible for handling it lawfully.
  • Your data is yours. You can download it or delete your account at any time.
  • Open-source software. The browser edition is built with open-source software, listed in its third-party notices.

Questions about these terms? Email info@kojapropertymanagement.ca. See also our privacy policy.