The property management software market has grown enormously in the last five years. Every platform claims to do everything — but the reality is that most are built for a specific type of user (large agency, small landlord, commercial property) and the features that matter most depend entirely on what you're trying to solve.
Here's a practical breakdown of what actually matters — and how to evaluate it.
This is the core function. Software should track when rent is due, when it's received, flag arrears automatically, and support chasing — either via automated messages or manual workflow. Ideally it integrates with direct debit collection so payments arrive without manual intervention.
What to check: Can it handle different rent due dates per tenant? Does it track partial payments? Can it send automatic arrears reminders?
Gas certificates, EICRs, EPCs, HMO licences, fire alarm tests — all have different expiry dates across different properties. Software should store these documents, show expiry dates, and alert you before they lapse. A spreadsheet breaks here; a proper system doesn't.
What to check: Can you attach the actual certificate document? Does it alert you at 90, 30, and 7 days? Can it track custom compliance items?
Tenants need a way to report issues. You need a way to track them to resolution. Software should log who reported what, when, what contractor was instructed, and when it was resolved. This audit trail matters in disputes.
What to check: Can tenants submit requests directly? Can you assign jobs to contractors? Does it track status from reported to resolved?
If you manage properties on behalf of landlords, you need to produce monthly statements. Software should generate these automatically from rent received and deductions — not require you to build them in Excel each month.
What to check: How many clicks does it take to produce a statement? Can landlords access their own portal? Are statements exportable?
Tenancy agreements, inventories, references, and correspondence should be stored against the tenancy record — not in an email inbox. Good software means any team member can pick up a tenancy and see the full history immediately.
Many platforms now claim AI features. Most of these are basic automations dressed up in AI language. For small to mid-size portfolios, clear dashboards and reliable automation matter more than AI-generated insights you don't have time to act on.
A dedicated tenant app is useful for larger agencies managing hundreds of tenancies. For smaller operations, a simple tenant portal accessible by browser is often sufficient and easier to support.
Xero or QuickBooks integration sounds useful. In practice, most letting agents use these integrations rarely if the software already produces good statements and reports. Evaluate whether you'd actually use it before paying a premium for it.
Most important question: Ask to see the software with your actual workflow — not a demo script. Set up a test property and tenant, collect a rent payment, log a maintenance request. How many steps does each action take? That's your real evaluation.
Property management software pricing ranges from free (limited) to several hundred pounds per month for enterprise systems. For most small letting agents and private landlords managing 5–50 properties, the right range is typically £20–£80/month. Be wary of per-property pricing that escalates steeply — it penalises growth.
Built for letting agents and landlords managing UK and Irish properties. Rent collection, compliance, maintenance, statements — in one straightforward platform.
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