Property Management Software UK: 2026 Buyer’s Guide

01 · Definition

What property management software actually does

Five jobs sit under one label. Most products do two or three of them well.

Property management software keeps the managed side of a lettings business in one place, so the rent, the repairs and the paperwork are tied to the right tenancy.

Almost every serious product is now cloud-based, which means landlords, tenants and contractors can log in from their own devices.

The trick is knowing which of the five jobs below matters most to you, because no single system is best at all of them.

Rent, client money and statements

Collects rent, splits it between landlord, agent fees and suppliers, and produces landlord statements.

For agents this is the job with the least room for error, because it is client money.

Rent collection and reconciliation
Landlord payments and statements
Arrears reporting

02 · Who sells what

Property management software UK: the main options

Filter by type. We have kept descriptions to what each vendor sells, not how well it does it.

The UK market splits into agency platforms that combine sales, lettings and management, dedicated property management systems, specialist add-ons, and apps for self-managing landlords.

We do not sell any of these, and there is no “best property management software” for everyone. The right answer depends on your portfolio size and how much you already run in your CRM.

If you are choosing a CRM as well, read our guides to letting agent software and the lettings CRM.

Agency platformsMature

Sales and lettings CRMs

Estate agency CRMs with lettings and property management modules, used by most multi-branch agencies.

→Applicants, landlords and properties in one database
→Tenancy progression and accounts
→Portal feeds and marketing

Property managementEstablished

Dedicated management platforms

Cloud systems built around managed portfolios, with apps for tenants, landlords and contractors.

→Tenancy and maintenance workflows
→Rent and landlord accounting
→Tenant and contractor apps

Arthur Online

Specialist add-onsMature

Rent collection and payments

Automates rent collection, reconciliation and payments to landlords and suppliers.

→Matches incoming rent to tenancies
→Pays landlords and contractors
→Arrears visibility

PayProp

Specialist add-onsMature

Repairs and maintenance

Tenant repair reporting with troubleshooting, contractor dispatch and job tracking.

→Structured repair reports with photos
→Contractor quotes and scheduling
→Landlord approvals

Fixflo

Read the guide →

Specialist add-onsEstablished

Tenancy onboarding

Referencing, contracts, e-signing and move-in payments in one online flow.

→Applicant referencing
→Digital tenancy agreements
→Move-in money collection

Goodlord

Landlord appsEstablished

Self-managing landlord software

Accounting and portfolio tools for landlords who manage their own lets.

→Income and expense tracking
→Tax and Making Tax Digital returns
→Tenancy and certificate reminders

Landlord Vision

Hammock

Landlord Studio

AI front doorEmerging

AI receptionist for lettings

A voice assistant that answers tenant, applicant and landlord calls, then writes the outcome into your system.

→Answers out of hours and overflow
→Logs and triages maintenance calls
→Books viewings and landlord valuations

Lettings Quest

Read the guide →

Maturity is our editorial read of how widely each use is deployed in UK agencies, not a survey figure. Vendors named are examples, not endorsements.

03 · Match the tool to the business

Software for letting agents versus landlords

Property management software for letting agents has to handle client money for many landlords, with statements and an audit trail.

Property management software for landlords in the UK is usually simpler: one owner, their own accounts, and reminders so nothing lapses.

Buying the landlord version for an agency, or the agency version for a ten-property landlord, is a common and expensive mismatch.

Multi-branch

Agency CRM with lettings

Managed portfolios

Dedicated platform

Self-managing

Landlord app

Many landlords, one system

✓

–

Client money and landlord statements

✓

Own accounts only

Sales and lettings in one database

✓

Usually not

–

Tenant and contractor apps

Varies

✓

Varies

Landlord tax and accounting

Basic

✓

Answers the phone at 22:00

–

Swipe to compare

04 · The law changed

Is your software ready for the Renters’ Rights Act?

Tick what your current system can do. Nothing is stored.

Since 1 May 2026, private tenancies in England are periodic, rent can rise only once a year by Form 4A, and adverts must state a single rent.

Vendors are adapting: Rightmove, for example, added a Section 13 rent-review function to its Tenancy Manager tool in September 2026.

The full rules are in our Renters’ Rights Act guide.

Ticked0/7

Tick whatever is true of your agency today.

05 · The lettings stack

Where each tool sits in a let

Most agencies run several systems across the life of a tenancy, whether they planned to or not.

Drawing the chain shows where information is retyped, and that is where errors and delays live.

01EnquiryPortal, phone or web
02ViewingDiary and CRM
03OnboardingReferencing, contract, move-in money
04ManagementRent, repairs, certificates
05ReviewForm 4A, renewals, landlord reports

A typical managed let. Your own chain may have more steps.

06 · Choosing

Which kind of software fits you?

Three questions. The answer points you at a category, not a brand.

Start with who you are and what you manage, not with feature lists.

A demo shows what a product can do. Your portfolio decides what it needs to do.

Question 1 of 3

Who are you?

07 · The gap software leaves

Software keeps the record. Who answers the phone?

Set your office hours to see how much of the week a tenant or landlord reaches voicemail.

Property management software is excellent at storing a repair job once someone has logged it.

It does nothing for the tenant who rings at 22:40 about a leak, or the landlord who calls on Saturday afternoon about switching agents.

That is the job an AI receptionist does, and it is why we sit on top of management software rather than replacing it.

Hours a week with nobody on the phone

0 of 168

0%of the week unstaffed

Mon

Tue

Wed

Thu

Fri

Sat

Sun

00:0006:0012:0018:0024:00

StaffedVoicemail, or nobody

Office opens09:00

Office closes17:30

Your hours, your arithmetic: a week has 168 hours. Nothing here is a claim about when enquiries arrive.

08 · An out-of-hours call

A maintenance call, logged before morning

An illustrative call at 22:40 on a Tuesday. The tenant and property are examples.

The assistant asks the questions your property manager would ask, follows your escalation rules, and raises the job in your repairs system.

Emergencies go to your on-call contractor or manager. Routine jobs wait for the morning, fully described.

The wider picture, from arrears reminders to compliance tracking, is in our guide to AI property management.

Inbound call · maintenanceTue 22:40 · Lettings line0:00

Illustrative transcript, not a recording of a customer call. Escalation rules are set with each agency.

09 · On top, not instead

Designed to work with your management system

Lettings Quest is designed to read from and write back to common UK lettings systems, so calls end up as records rather than sticky notes.

What is possible depends on your vendor’s API and your account; we confirm it on a demo call.

The same assistant handles applicant calls and viewings too. See how to automate tenant enquiries.

Management

Repairs

CRMs

Diaries

Reads from Arthur Online ←

Properties and tenancies for the caller.

→ Writes back

Call notes and maintenance reports.

“Designed to work with” means built for these systems’ interfaces, not a certified partnership.

10 · Changing systems

How to switch without losing a month

Switching property management software is mostly a data and client-money exercise, not a software one.

Plan it around your quietest lettings month, and never switch accounts mid-cycle if you can avoid it.

01

Export

Get your data out first

Tenancies, landlords, certificates, documents and full transaction history, in a format the new vendor can import.

02

Reconcile

Balance client money

Close off landlord balances in the old system before anything moves.

03

Test

Run a sample in parallel

Move a handful of tenancies and check statements match to the penny.

04

Tell

Brief landlords and tenants

New portal logins, new payment details if any, and who to call.

05

Go live

Switch and keep read access

Keep the old system readable until the first full statement cycle closes cleanly.

11 · Buying well

Six questions for any software vendor

Whoever you buy from, these questions separate a good fit from a good demo.

Ask for answers in writing, and ask to speak to an agency of your size that uses the product.

01

01 / Law

What is your Renters’ Rights Act roadmap?

Periodic tenancies, Form 4A, the property register and EPC tracking should all be on it.

02

02 / Money

How is client money reconciled?

Ask to see a landlord statement produced from real bank data.

03

03 / Open

Is there an open API?

Without one, every add-on means retyping.

04

04 / Data

Where is data held, and who can see it?

You remain the controller under UK GDPR. Get processor terms in writing.

05

05 / Exit

What do I get if I leave?

A full export of tenancies, documents and transactions, at no extra cost.

06

06 / Price

What will I pay at twice my size?

Per-property and per-user pricing grow very differently.

FAQ · property management software UK

Questions, answered

The things agents ask us first, in plain English.

Property management software is the system UK letting agents and landlords use to run tenancies after the let: rent collection, client money, repairs, compliance certificates and landlord statements. Some agencies use the lettings module of their CRM, others use a dedicated platform such as Arthur Online, and many add specialist tools for payments or repairs.

There is no single best product. Agencies that also sell usually do best with an agency CRM that includes lettings, management-heavy agencies often prefer a dedicated platform, and self-managing landlords need a simpler landlord app. Choose on client money handling, Renters’ Rights Act readiness and an open API.

Many letting agents use the lettings and management modules of their agency CRM, such as Reapit, Alto, Street.co.uk, Jupix or Expert Agent. Others run a dedicated platform like Arthur Online, alongside specialist tools such as PayProp for payments, Fixflo for repairs and Goodlord for onboarding.

Yes. Self-managing landlords often use apps such as Landlord Vision, Hammock or Landlord Studio, which focus on accounts, tax, tenancy records and reminders. They are not designed for handling other people’s client money.

Yes. Since 1 May 2026 in England, tenancies are periodic, rent increases go through Form 4A once a year, and adverts must state a single rent. From 15 December 2026 the rental property register starts rolling out, so certificate storage matters more.

Not on its own. Management software stores the job once someone logs it. An AI receptionist such as Lettings Quest answers the call, triages it by your rules and is designed to write the outcome into your system.

Reputable cloud systems can be as secure as on-premise software, but you remain the data controller under UK GDPR. Ask where data is hosted, who can access it, and what the processor terms say.

It depends mostly on data quality and client money reconciliation rather than the software. Plan an export, a reconciled cut-over, a small parallel test and clear communication to landlords and tenants.

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