Property Grid for property managers
Manage the whole tenancy, not just the let
For managing agents who look after the property after move-in: repairs and maintenance, tenancy renewals, rent collection, client money and monthly landlord statements.
14-day trial of the full property managers feature set. No card needed to start.
Repairs and maintenance
Tenant reports, contractor quotes and approvals within limits each landlord sets, job tracking and a contractor portal.
Rent collection and arrears
Rent ledger, automated arrears chasing and reconciliation against client accounts.
Client money and statements
Separate client money, monthly rent statements and landlord payouts with a full audit trail.
Renewals and ongoing compliance
Tenancy renewals and rent reviews on schedule, with compliance tracked for every managed property.
Landlord and tenant portals
Landlords see statements and documents, tenants pay and report issues, your team stays in control.
Branches and teams
Branches, departments, approval limits and permissions that fit how your business works.
Repairs from report to invoice
A tenant reports a fault from their portal, by link or by phone. Triage suggests the urgency, a contractor quotes, and spend above the landlord's limit goes to them for a one-click decision.
- Response and fix times (SLAs) worked out for you and tracked per job
- Contractor insurance and qualifications checked before a job is offered
- Planned maintenance, damp and mould hazards and key movements all on the record
Hartwell Property Management
Home
Properties
Tenancies
Compliance
Maintenance
Rent
Statements
Inbox
Maintenance board
Reported 2
Dripping tap
4 Priory Road
Routine
No hot water
Flat 6, Kestrel House
Urgent
Quote requested 2
Roof leak
14 Orchard Row
Urgent
Boiler service
2 Mill Lane
Routine
Awaiting approval 1
Boiler replacement £2,640
2 Mill Lane
Over landlord limit
Booked 2
Fence repair
9 Quarry Hill
Thu 22 Oct
Smoke alarm fit
7 Fenwick Close
Fri 23 Oct
Spend above a landlord's limit goes to them for approval by secure link.
Client money you can prove
Rent is allocated to charges, matched from the bank and posted to a double-entry ledger. The three-way check compares bank, ledger and what you owe clients, and approval refuses a statement that would take an account below nil.
- Monthly landlord statements with fees, VAT and non-resident landlord tax worked out
- Payout batches approved by someone other than the builder, exported as CSV or Bacs file
- Bank reconciliation recorded before statements can be approved
Hartwell Property Management
Home
Properties
Tenancies
Compliance
Maintenance
Rent
Statements
Inbox
Statements and client money
Mr & Mrs Ashworth · September 2026
Statement ST-000214 · 3 properties
| Rent received | £4,150.00 |
| Repairs: boiler service, 2 Mill Lane | −£145.00 |
| Management fee (10%) | −£415.00 |
| VAT on fee | −£83.00 |
| Non-resident landlord tax withheld | £0.00 |
| Paid to landlord, 05 Oct 2026 | £3,507.00 |
Bank
£61,204
Ledger
£61,204
Owed to clients
£61,204
Three-way client money check: balanced
Arrears handled the same way every time
A daily ladder from friendly reminder to formal letter, with the safeguards in the code: nothing is sent to a tenant in breathing space, on a payment plan or flagged as vulnerable.
- Contact rate limits and a full log of what was sent
- Payment plans measured against what is overdue
- Possession options shown read-only, never decided for you
Hartwell Property Management
Home
Properties
Tenancies
Compliance
Maintenance
Rent
Statements
Inbox
Arrears
Collected this month
£118,940
Outstanding
£23,440
In arrears over 14 days
9 tenancies
| Tenancy | Owed | Late | Next step |
|---|---|---|---|
| TEN-001482 · Flat 3, Kestrel House | £1,150.00 | 18 days | Formal reminder due 21 Oct |
| TEN-001377 · 22 Cobden Street | £725.00 | 9 days | Friendly reminder sent |
| TEN-001209 · 5 Elm Park | £960.00 | 4 days | Payment plan agreed |
| TEN-001501 · 18 Ash Grove | £1,325.00 | 2 days | Awaiting bank match |
Compliance across every managed home
Each property gets the checks that apply to it. Certificates, licences, deposits and agency obligations roll up into a score you can show a landlord.
- Gas, electrical, EPC, smoke and CO, HMO and local licensing schemes
- Agency registrations, insurance, AML and complaints handled in-product
- Rule changes flag the records they affect for re-checking
Hartwell Property Management
Home
Properties
Tenancies
Compliance
Maintenance
Rent
Statements
Inbox
Compliance
92%
Compliance score
| Property | Requirement | Next due | Status |
|---|---|---|---|
| 14 Orchard Row | Gas safety (CP12) | 12 Nov 2026 | Due soon |
| Flat 3, Kestrel House | EICR | 02 Oct 2026 | Overdue |
| 2 Mill Lane | EPC (minimum band) | 19 Mar 2031 | Current |
| 7 Fenwick Close | Smoke & CO alarms | 28 Nov 2026 | Due soon |
| 31 Bramley Gardens | HMO licence | 14 Jun 2028 | Current |
| 9 Quarry Hill | Right to rent follow-up | 03 Nov 2026 | Due soon |
| Flat 1, Kestrel House | Deposit prescribed info | Served | Current |
Rules come from versioned rule packs. Software assistance, not legal advice.
How it fits together
-
1
Onboard the landlord
Checklist, agreement, AML check, bank details.
-
2
Take on the property
Inventory, compliance, keys.
-
3
Let and move in
Agreement, deposit, check-in.
-
4
Manage the tenancy
Rent, repairs, inspections, renewals.
-
5
Account to the landlord
Statement, fee, payout.
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6
End and re-let
Check-out, deductions, void tracking.
A login for everyone you work with
Each person sees only their own part of the picture, and you stay in control of who has access.
Landlords
Approve repairs, read statements and documents, send messages, submit bank changes for verification.
Tenants
Pay online, report repairs, see documents, read help articles and announcements.
Contractors
Accept jobs, book visits, upload photos, certificates, quotes and invoices, on a phone-friendly app.
Accountants
Review Making Tax Digital summaries for the landlords they act for.
Modular, so you can grow into more
Management is the core. Add lettings to find tenants, or the estate agency package to sell homes, including homes with tenants in place, on the same records.
And also
- Deposit protection, prescribed information and end-of-tenancy deductions with a fair-wear cap and evidence pack
- Inspections app that works offline, with photos, signatures and AI-flagged potential issues for you to confirm
- Void tracking, council tax and move in/out notices drafted for the council and utilities
- Unified inbox, text, WhatsApp and push messages with fallback
- Branches, departments and approval limits
- Report builder, dashboards and scheduled reports
Full list on the features page. Software assistance, not legal advice: review compliance outputs and notices before relying on them.
Try it with your own properties
Landlords you manage for can have their own portal, and self-managing landlords or landlord companies can use the same records directly. If you also let homes, see letting agents. Read the features or try the lettings demo.