Property management companies, landlords, and developers operate across portfolios that span hundreds or thousands of units, each with its own tenants, maintenance obligations, compliance requirements, and financial records. The software that manages this is almost always a combination of a lettings platform that handles some of it, spreadsheets that handle the rest, and manual processes that fill the gaps.
The Landscape
The UK property sector has been reshaped by regulation in recent years. The Renters Reform Bill, updated EPC requirements, electrical safety standards, and gas safety obligations all create compliance demands that property managers must track per-unit, per-tenancy. At the same time, tenants expect digital-first communication — online rent payments, maintenance request tracking, and self-service access to documents and statements.
Most property businesses run platforms like Arthur, Reapit, or Goodlord for core lettings and property management. These cover tenancy agreements, rent collection, and basic maintenance logging. But portfolio-level reporting, contractor management, compliance certificate tracking, and tenant communication often fall through the gaps — handled in spreadsheets, email threads, and filing systems that do not scale as the portfolio grows.
Common Challenges
- Compliance tracking across gas safety, electrical inspections, EPCs, and fire safety with different renewal dates per property
- Maintenance management that relies on email and phone calls between tenants, property managers, and contractors
- Tenant communication scattered across email, phone, and messaging apps with no unified record per tenancy
- Portfolio reporting that requires manual data extraction from the lettings platform, accounting system, and separate spreadsheets
- Contractor coordination with no system for tracking job assignments, completion, costs, or quality across the portfolio
- Document management for tenancy agreements, inventories, and certificates stored in shared drives without structure or version control
What We Build for Property
We build operational platforms that extend what existing lettings systems can do. A common starting point is a tenant portal that lets residents report maintenance issues, track repair progress, view statements, and access tenancy documents — all integrated with the back-office lettings platform so property managers are not maintaining two separate systems.
For portfolio operators, we build compliance dashboards that aggregate certificate expiry dates, inspection schedules, and regulatory requirements across the entire portfolio. Instead of someone manually checking spreadsheets to find which properties need a gas safety renewal next month, the system surfaces it automatically and triggers contractor assignments.
Contractor management is another frequent build. We create systems that handle job assignment, quote approval, completion tracking, and cost reporting across a network of contractors. Property managers see job status and spend per property, per contractor, and per category — data that is almost impossible to extract from email-based coordination.
How We Work With Property Clients
Property projects need to integrate with existing lettings platforms and accounting systems. We build API connections to platforms like Arthur, Reapit, and Xero so that data flows between systems without rekeying. Where APIs are not available, we build data import pipelines that keep systems synchronised on a schedule.
Most property clients start with the pain point that creates the most operational friction — usually compliance tracking or maintenance management — and expand into tenant portals and portfolio reporting once the core system is working.
Talk to Us About Your Portfolio
If your property management relies on spreadsheets for compliance tracking and email for maintenance coordination, we can help you build systems that match the scale of your portfolio. Get in touch to start the conversation.
