Rent & Property Management
Tenancies, monthly rent, annual increases and deposits across every unit — so a late rent is visible on the first week, not the third.
Managing rentals is not difficult. It is repetitive, and that is worse. Rent due on different dates, an annual increase written into each agreement, security deposits held from years ago, utility bills to split in a shared building, and an agreement expiring in six weeks that nobody has noticed. Any one of those is easy; forty units' worth is where it goes wrong.
What gets built here is the recurring cycle: raise the rent due, record what came in, apply the increase when the agreement says so, and tell you what is expiring. Scoped to whether you are a landlord with your own buildings or an agency managing units on behalf of owners, because the money flows differently in each case.
What it fixes
- Rent due dates spread across the month, so a tenant who is two weeks late is noticed by accident
- Annual increase written into the agreement and then forgotten, with the old rent still being collected a year on
- Security deposits and advance rent held with no clear record of what is adjustable against what at the time of vacating
- Agreements expiring without notice, leaving renewal to be negotiated under pressure
- Electricity, water and maintenance in a shared building divided by hand every month, and argued over every month
- Maintenance complaints taken on the phone, with no record of what was promised or what it eventually cost
What gets built
A starting point, not a fixed list. The build is scoped to your own process before anything is written.
Property and unit register
Buildings, floors and units with size, type and rent, marked occupied or vacant, and the owner behind each one where you are managing on another party's behalf.
Tenancy agreements
Term, rent, security deposit, advance rent, the increase clause and the expiry date, with the signed document and the tenant's documents attached to the record.
Rent billing and receipts
Monthly rent raised per unit on its own due date, receipts against it, part payments handled, and arrears carried forward rather than lost.
Automatic increases and renewals
The increase applied on the anniversary at the percentage the agreement states, and an expiry list far enough ahead that renewal is a decision rather than a scramble.
Deposits and settlements
Deposit held per tenancy and the final settlement on vacating — rent outstanding, damages, utility dues — worked through once and recorded.
Owner statements and maintenance
Where you manage for others: rent collected, commission retained, expenses deducted and a statement per owner. Plus maintenance requests with cost against the unit, so a troublesome property becomes visible.
Who this is for
Landlords with somewhere upward of fifteen or twenty units, and agencies managing property on behalf of owners where a monthly statement has to go out and commission has to be accounted for. Shops, offices, plazas and apartment blocks suit it best, because escalation clauses and shared utilities are where the manual work actually is. If you own four houses and the tenants pay on the first, you do not need software for this and should not buy it. Short-stay and guest-house letting is also a different business — nightly pricing and bookings — and should not be squeezed into a monthly tenancy model.
Questions
Can tenants pay online and get the receipt themselves?
Possible, and it cuts down the collection follow-up, but it means a payment gateway or bank integration with its own charges per transaction and its own approval process with the bank. We would scope it separately and let you decide whether the convenience is worth the cut.
Does it handle withholding tax on rent?
The deduction can be set up as a rule and shown on the statement, but how it applies depends on the tenant, your filer status and the current rate — so we would set it up to match what your accountant is already doing rather than assume a treatment. Confirm the specifics with them before scoping, because it affects the owner statement.
We split electricity between tenants from one meter. Can it do that?
Yes, by share, by sub-meter reading or by area, whichever you already use. But be aware that whichever method is chosen will be questioned by a tenant eventually, so the build should show the working on the bill. If you are considering sub-meters, those readings have to be entered by someone every month — the software does not read them for you.
Tell us how your portfolio runs.
We scope it first — what it takes, how long, what it costs. No obligation.