Letting agent software

Letting agent software that lives in the same system as your CRM

Lettings is where agencies lose the most time to re-keying: the tenancy in one package, the certificates in a spreadsheet, the repairs in someone's inbox. Propily runs lettings and property management on the same records as your enquiries and sales, and gives landlords and tenants their own portals so they stop ringing you for things they could see themselves.

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Tenancies from move-in to renewal

Each tenancy holds the tenants, rent, deposit and dates, linked to the property and the landlord. Rent due and arrears are worked out from it and checked against your bank feed, landlord and tenant statements are produced from it, and renewals are put to the landlord in their portal.

Rent roll and arrears, with reminders by email, letter or WhatsApp
Bank transactions brought in read-only through open banking
Landlord statements and payouts worked out with repair costs deducted

Compliance you can see coming

Gas safety, EICR, EPC, smoke and CO alarms, PAT, legionella and HMO or selective licences are kept on the property with their expiry dates. Propily reminds your team before each one is due, alerts you when one has lapsed or is missing, and emails the landlord about their own property.

EPCs looked up from the government register automatically
Right to Rent checks, with the outcome on the tenant's record
Deposits recorded against the 30-day protection deadline

Repairs without the phone tag

Tenants report a repair in their portal with photos, through a link that needs no login, or by messaging the AI receptionist. Propily grades the urgency and keeps a timeline, you instruct a contractor, who accepts or declines the job from a link, and the contractor's invoice is recorded against the property and recharged to the landlord or tenant.

Repairs reported through the portal, a no-login link or the AI receptionist
Urgency graded as same day, 48 hours or five working days
Contractor costs deducted on the landlord's statement

Portals for landlords and tenants

Landlords see their properties and viewing reports, payments and income trend, a tax summary for the year, their certificates and repairs, and renewals to accept or decline. Tenants see their rent and statement, report and follow repairs, and find their agreement, certificates, notices and inspection reports.

Landlord portal: payments, tax summary, certificates and renewals
Tenant portal: rent statement, repairs, documents and notices
Inspections with room-by-room condition ratings, photos and emailed reports

Lettings paperwork that fills itself in

Because the tenancy, the landlord and the rent received are on one record, the paperwork comes from it: statements, tenancy agreements from your own templates, and the HMRC Return of Property Letting (ROPL01) spreadsheet, filled in on HMRC's official template with any missing mandatory fields flagged before you submit.

Questions agencies ask

What does letting agent software need to do?

At minimum it has to hold tenancies, rent, deposits and renewals, track compliance certificates, and handle repairs. Propily does all of that on the same records as your enquiries and sales, and adds landlord and tenant portals so fewer questions reach your phone.

Is Propily property management software?

Yes, for letting agents who manage properties for landlords: rent and arrears, statements, repairs, inspections, certificates and renewals are run from Propily. It works out what each landlord is owed after costs; the money itself moves through your own client account and bank.

Do landlords get their own login?

Yes. Landlords have a portal showing their properties, viewing reports, payments and income trend, a yearly tax summary, compliance certificates, repairs and renewal decisions.

Can tenants report repairs online?

Yes. Tenants report a repair with photos from their portal or through a link that needs no login, and can follow its progress. Your team grades it, instructs a contractor and records the cost.

Is it separate from the sales CRM?

No, and that is the point. Lettings, sales, enquiries and compliance share the same property and contact records, so nothing is keyed twice.

How it works, step by step

Guides from the Propily help centre.

Guides for agencies

The rules and checklists behind this, with their sources.

See it on your own agency's data

Forty minutes with someone who will set it up with you: what you run today, where the time goes, and which parts to switch on first.

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