Security & levy management for estates
Home owners upload proof of payment from their phone, admin approves it in seconds, and everyone can see exactly what's paid and who's behind. Add gate security on top — visitor pre-registration, guard check-in, and exit codes — so nothing depends on a screenshot lost in a group chat.
The problem
Most estates run levy tracking the same way — a WhatsApp group, a spreadsheet, and someone's memory. It works, until it doesn't.
See it in action
This is the actual difference — not a description of it. Left is how levies get tracked today. Right is what replaces it.
Proof buried in a chat nobody can search. No one — not even admin — can say for certain who's actually paid.
Every payment logged, dated, and searchable. Owners see their own record; admin approves in a click.
What's included
No app to download. Admin adds a unit, sends a link, and the owner sets up their own account from the WhatsApp message.
Every owner sees a clear grid of paid, pending, and outstanding months — for this year and years ahead.
Owners attach an actual photo or PDF of their payment slip — stored securely, not screenshotted into a chat.
Admin reviews each submission against the months it claims to cover, then approves or rejects in a click.
See how many units are behind on levies without digging through a spreadsheet or asking around.
Owners pre-register expected visitors with a one-time exit code. Guards check people in and out from their own device — no login, no friction.
Owners and admin log in through entirely separate portals — no shared password, no accidental oversharing.
How it works
Admin pastes in unit numbers, names, and cellphone numbers — from an existing spreadsheet or one at a time.
Each owner gets a link over WhatsApp to set up their own account with their own password.
Each month, owners attach their payment proof and select which months it covers.
Submissions are checked and approved — updating that owner's record instantly, for everyone to see.
Pricing
The more units on GuardFlow, the lower the rate per unit — priced to make sense whether you're managing one small complex or several.
For reference: R15/unit is about a tenth of Windmill Park's own R150/month levy. Prices exclude VAT, billed on a 12-month term.
For estates just getting off WhatsApp and spreadsheets — payment tracking, done properly.
Everything in Light, plus gate security — visitor pre-registration, guard check-in, and compliance at a glance.
For managing agents and large schemes needing dedicated support and custom setup.
| Feature | Light | Professional | Enterprise |
|---|---|---|---|
| Built for | Up to 50 units | Up to 250 units | 250+ units, or multiple estates |
| Owner & admin portals | ✓ | ✓ | ✓ |
| WhatsApp-based onboarding | ✓ | ✓ | ✓ |
| Proof-of-payment uploads & approvals | ✓ | ✓ | ✓ |
| Owner payment history | ✓ | ✓ | ✓ |
| Compliance report | — | ✓ | ✓ |
| Guard portal & gate check-in | — | ✓ | ✓ |
| Visitor pre-registration & exit codes | — | ✓ | ✓ |
| Dedicated account support | — | — | ✓ |
| Custom integrations | — | — | ✓ |
| Volume pricing across estates | — | — | ✓ |
No — the prices shown exclude VAT, which is added at invoicing.
GuardFlow is billed on a 12-month term. If month-to-month billing would work better for your estate, get in touch and we'll talk through it.
Yes — get in touch when your estate's needs change and we'll move you to the right tier.
Reach out to us ahead of your renewal date and we'll walk you through it.
The "up to" numbers are a guide, not a hard cutoff — get in touch and we'll size a plan to your estate.