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Everything in Property Grid

Lettings, management, compliance, money and sales on one platform. Which features you see depends on your plan and the type of business you set up: see how it fits landlords, letting agents, property managers and estate agents.

Illustration with invented names and figures.
Illustration with invented names and figures.
Illustration with invented names and figures.
Illustration with invented names and figures.

Modular: take what you need, add the rest later

Property Grid is built in packages that work on the same records. An estate agent can add the lettings package, and a lettings or property management business can add the sales package, without re-keying a property, landlord or contact. Switch packages on when you are ready; ask us how they fit your plan.

Foundations

Available
  • Multi-organisation platform with branches, departments and data-scoped visibility
  • Roles and permissions, invitations, magic links and two-factor sign-in (enforced for owners, admins and accounts users)
  • Contacts with timeline, notes, tasks, call log and consent records; duplicate contacts can be merged safely
  • Full audit trail, saved views, global search and CSV import with templates
  • Automation engine and a visual rule builder: when something happens, create a task, update a record or draft a message
  • Subscription plans, usage limits and add-ons

Properties & landlords

Available
  • Properties, units and HMO rooms, with address lookup and EPC import
  • Landlord records with onboarding checklist, registrations and encrypted bank details
  • Ownership history and shares, management agreements and fee rules
  • Mortgages, insurance, utilities, meters, keys and planning records
  • Assets with service and warranty reminders, QR labels and a capital spend forecast

Lettings & tenancies

Available
  • Public lettings pages, embeddable listings and JSON/XML feeds, with checks before an advert goes live
  • AI-assisted advert text that you approve, with a fact check against the record
  • Applicants, viewings, applications, holding deposits and referencing
  • Right to rent checks with follow-up reminders
  • Tenancy agreements from templates, e-signed, with rent schedules, renewals, notices and end-of-tenancy
  • Tenants and households, guarantors and permission requests
  • Deposits: protection deadlines, prescribed information, disputes and deductions with a fair-wear cap and evidence pack

Compliance

Available
  • Gas, EICR, EPC, smoke and CO alarms, right to rent, deposit and licensing duties tracked from versioned rule packs
  • Local licensing schemes and HMO rules held as data, with a compliance score per property and portfolio
  • Rule changes flag the records they affect and tell their owners
  • AI reading of uploaded certificates is a suggestion only: records need a person to confirm them
  • Agency registrations, insurance and anti-money-laundering checks with sanctions list matching
  • Complaints log with deadlines and redress details

Maintenance & contractors

Available
  • Repair requests from staff, a public link or the tenant portal, with triage suggestions and response times
  • Quotes, approvals within each landlord's spend limit, and landlord approval by secure link
  • Contractor records with cover and qualification checks; contractor portal that works on a phone
  • Planned maintenance, damp and mould hazards, key movements and a calendar with ICS feed
  • Inspections app for check-in, check-out and routine visits that works offline, with photos and signatures
  • AI flags potential issues in inspection photos for a person to confirm or dismiss

Rent, accounts & client money

Available
  • Double-entry ledger with locked periods; mistakes are reversed, never edited
  • Rent charges, payments and allocation, tenant credit, credit notes and refunds
  • Bank statement import (CSV or OFX) with automatic matching and learned rules
  • Arrears ladder with payment plans, breathing space and vulnerable-customer safeguards
  • Supplier bills with approval, payment and splitting across properties
  • Monthly landlord statements, fees, VAT and non-resident landlord tax; payout batches with approval, CSV and Bacs export
  • Three-way client money check and bank reconciliation
  • Voids, council tax and move in/out notices drafted for you to send

Tax

Available
  • Making Tax Digital for Income Tax: quarterly summaries built from the ledger, ready for HMRC submission with the required fraud-prevention data
  • Accountant portal to review summaries for the landlords an accountant acts for
  • Profit and loss, cash flow and trial balance that respect each user's access

Documents & e-signature

Available
  • Document vault with file checks, virus scanning and text search
  • Letter, notice and form templates with an approval step; bulk generation
  • E-signature with a tamper-evident audit trail
  • Filing inbox that reads and suggests document types and dates
  • Retention policies, legal holds and data-subject request tooling

Communications

Available
  • Unified inbox that sends from your own mail server or a connected Microsoft 365 or Google mailbox
  • Text, WhatsApp and web push with consent, quiet hours and fallback to another channel
  • Two-way texts: replies land in the shared inbox, your team answers from there, and anyone who replies STOP is never texted again
  • Calendar sync for Microsoft 365 and Google
  • Announcements, help articles and tenant surveys

Portals

Available
  • Tenant portal: pay-link, repairs, messages, documents, announcements
  • Landlord portal: statements, repair approvals, documents and bank detail changes for verification
  • Contractor portal: jobs, visits, photos, certificates, quotes and invoices
  • Accountant portal and an applicant portal
  • Vendor and buyer portal for sales

Estate agency (sales)

Available
  • Leads, valuations and appraisals with comparables, including Land Registry price-paid data
  • Instructions with terms, fees and seller authority; material information checks before marketing
  • Sale adverts, a public sales website and feeds, with seller approval of the particulars
  • Buyers, searches, match scoring and property alerts sent only with consent
  • Viewings with a diary that respects working hours and time away
  • Offers presented, compared and evidenced; sales progression with chains and solicitor update links
  • Agency fee invoices and staff commission
  • AML for buyers and sellers, firm risk assessment, training log and referral fee disclosures
  • Sales dashboard, targets and report datasets
  • Prospecting from old valuations, ended instructions and managed landlords whose tenancies are ending
  • Selling a let home: a tenancy pack for buyers (only what the landlord agrees), then hand-over to the new landlord with notice drafts and a deposit checklist

Reporting & AI

Available
  • Dashboards for the home screen, portfolio finance, rent, voids, maintenance, inspections and staff performance
  • Report builder with CSV, Excel and PDF output and scheduled delivery by sign-in link
  • AI is optional, runs only on data a user may see, and always has a non-AI fallback

On the roadmap

Coming
  • Direct connections to the big property portals (today: feeds and file export)
  • Card and direct debit rent collection from the tenant portal
  • An assistant that answers questions about your own data, strictly within your permissions
  • A public API and webhooks

Property Grid provides software assistance, not legal advice. Compliance outputs, notices and legal wording should be reviewed by a competent person before you rely on them.

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