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Property management system set up in four steps

Letting is a property management system you can set up in an afternoon and run every month without a spreadsheet. You import your units and tenants, add leases and due days, drop in your bank export each week and send owner statements at month end. Here is each step, and then what a normal month looks like once you are running.

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Statements, SeptemberSend day: 3rd
Carlton Holdings Ltd
Net payout £2,713
Sent 3 Sep, PDF and CSVSent
E. Adebayo
Net payout £1,742
Sent 3 Sep, PDF and CSVSent
R. Whitfield
Net payout £1,566
Repairs pendingDraft

Step 1: Import units and tenants by CSV or by typing

Start with the portfolio you already have. Upload a CSV of properties, units and tenants, or type them in if you manage a handful of homes. Letting builds a portfolio, property and unit tree, attaches each owner, and creates a tenant profile with contacts, documents and notes.

If you are moving from another tool, export to CSV and import the same way. Enterprise includes data migration from your current system.

  • CSV import for properties, units and tenants
  • Owners attached to the properties they own
  • Tenant profiles with contacts, documents and notes
Portfolio3 properties, 7 units
  • Carlton Holdings LtdOwner
    • 14 Carlton Rd2 units
      • Flat 2 J. MarshLet
      • Flat 5 A. NovakLet
    • 9 Birch Close1 unit
      • House L. FraserNotice given
  • Elm St PartnersOwner
    • 220 Elm St4 units
      • Apt 1A D. KimLet
      • Apt 2A Vacant

Step 2: Add leases and due days

For each tenancy, add the lease term, rent amount, due day and deposit. If a rent increase is agreed, add the schedule once and Letting applies it on the date. Renewal and expiry alerts switch on automatically, so the right person hears about an ending lease well before the date.

Read more about lease management software.

  • Lease term, rent, due day and deposit per unit
  • Rent increase schedule applied on the date you set
  • Renewal and expiry alerts from day one
LeasesReminders 60 days before
UnitRentDue dayEndsAlert
Flat 2, 14 Carlton Rd£1,1501st31 OctEnds in 38 days
House, 9 Birch Close£1,4001st28 FebRent review
Unit 12, 48 Mill Lane£9805th30 JunRenewed
Flat A, 3 Station Rd£8751st15 SepNotice given

Step 3: Drop in the bank export each week

Download the CSV export from your bank and drop it into Letting. Each line is matched to the tenant ledger it belongs to, partial payments included. You confirm the few lines Letting cannot match on its own, and the rent roll updates with who has paid, who has paid part and who has not.

Letting tracks and reconciles rent. It does not take card payments, so tenants keep paying the way they do now. Read more about rent collection software.

  • Bank CSV import matched to tenant ledgers
  • Partial payments recorded against the right month
  • Unmatched lines listed for a quick manual decision
Bank export, September4 of 5 matched
02 Sep MARSH J RENT FLAT 2
Flat 2, 14 Carlton Rd
£1,150Matched
03 Sep NOVAK A
Flat 5, 14 Carlton Rd
£600Partial
05 Sep STO REF 7731
Suggested match Unit 15, 48 Mill Lane
£990Confirm
06 Sep BYRNE RENT
Flat 4, 14 Carlton Rd
£1,095Matched
08 Sep FRASER L 9 BIRCH
House, 9 Birch Close
£1,400Matched

Step 4: Send owner statements at month end

When the month closes, Letting produces a statement for each owner: rent received, fees, repairs and net payout. Review it, then send it as PDF and CSV, or let Letting email it on the day you set.

Read more about property management accounting software.

  • One statement per owner, per month
  • Fees and repair costs pulled from the month's records
  • PDF and CSV, emailed on a set day

What a normal month looks like

Once the four steps are done, the property management system runs to a simple rhythm. You spend your time on decisions, not on copying numbers between files.

WhenWhat happens in Letting
Before the due day Rent roll for the month is ready, reminders go to tenants on your schedule
Each week You drop in the bank export, payments match to ledgers, arrears update
Any day Tenants report repairs by link with photos, you assign a contractor and follow the job
As dates approach Lease renewals, rent increases and compliance certificates trigger reminders
On a move-in or move-out You run the inspection on a phone and get a signed PDF report
Month end Owner statements are produced and emailed, income and expense export goes to your accountant

Arrears handled in order, not from memory

Late rent is aged into 1 to 30, 31 to 60 and 60+ days, so you always know which tenants to call first. Reminder emails and late fee rules run on their own, and every step is logged on the tenant ledger. See the full picture in rent roll software.

Your team works in the same place

Directors, managers, accounts and maintenance staff each get a role with the access their job needs. The activity log shows who changed what, which matters when an owner asks a question about a payment or a repair.

Try month end before you set anything up

The homepage demo runs step 3 and step 4 on a demo portfolio in your browser, with no account: bank lines matched, arrears aged, owner statements produced.

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FAQ

See all questions

Most of the time goes into your CSV file. If your units, tenants and leases are already in a spreadsheet, importing them and adding due days takes an afternoon for a typical small agency or landlord portfolio.

No. Letting works from the CSV export your bank already offers. You download it and drop it in, weekly or whenever suits you.

Yes. Each owner receives a monthly statement as PDF and CSV by email on the day you set, with rent received, fees, repairs and net payout.

Letting covers UK compliance dates such as gas safety, EICR and EPC, alongside smoke and CO checks, insurance and license renewals, with reminders before each date.

Set up your portfolio today

Import your units, add your leases and send your first owner statements at month end.

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