Document storage
Secure, permissioned file storage. Attach tenancy agreements, compliance certificates (EPC, Gas Safety), and inventory photos to the exact property, unit, or tenant they belong to.
Feature groups
Built around the full lifecycle of property operations.
From the first enquiry through applications, tenancies, rent records, and reporting, PropFlow keeps every record and workflow for your residential portfolio in one place.
Core platform
View category →The foundation that keeps every property, unit, tenant, lease, and document in one searchable, permissioned workspace.
Data export
No lock-in. Export your properties, units, tenants, leases, payment records, and maintenance history to CSV or Excel whenever you want, without asking anyone.
Notifications center
Prioritised alerts for rent due, leases approaching expiry, application updates, and maintenance activity, routed to the right people by workspace role.
Mobile access
A responsive workspace that works on a phone or tablet in any modern browser. Check a tenancy, review a request, or look up a balance while you are standing in the property.
Global search
One search bar across the whole workspace. Find a tenant, a lease, an invoice, or a past maintenance job without knowing which page it lives on.
Public notices
Send an announcement to every tenant or a selected group by email and in-app notice, and keep a record of exactly what was sent and to whom.
Activity tracking
An append-only history. Financial records, lease transitions, and workspace actions are recorded as a visible audit trail — corrections are made by reversal, never by a silent edit.
Occupancy timeline
A visual map of past, current, and upcoming tenancies across every unit, so you can see a vacancy gap forming months before it costs you rent.
Leasing & leads
View category →A straightforward pipeline for capturing enquiries, tracking prospects, and keeping every follow-up on the record.
Lead tracking
Log every enquiry against the unit it is about, with source, status, and the next follow-up visible in one pipeline instead of scattered across an inbox.
Messaging prospects
Email prospects from the workspace and keep the whole thread attached to the lead, so whoever picks it up next sees exactly what was already said.
Screening & applications
View category →Structured online applications and a consistent, recorded review, so every approval rests on the same evidence.
Reference checks
Record the outcome of the referencing, credit, and Right-to-Rent checks you run, against the application they belong to, so every decision keeps its evidence. PropFlow stores the result; it does not run the check for you.
Income verification
Collect payslips, employer references, and bank statements as application documents, review affordability against your own criteria, and record the decision you reached.
Application intake
Send applicants to a clean online form with step-by-step document upload and progress tracking, so nothing arrives as a half-finished email attachment.
Application templates
Reusable application forms, so every applicant for a property is asked for the same information in the same order.
Application workflow
Move an application through review, referencing, approval, and move-in readiness, with the current stage visible to everyone who needs it.
Qualification rules
Write your affordability and referencing criteria onto the application itself, so every reviewer applies the same standard and you can show why an applicant was accepted or declined.
Lease management
View category →Tenancy setup, renewals, and a move-in condition record that holds up later.
Lease renewals
A renewal pipeline that flags every tenancy approaching expiry well before the date, so you agree the new rent and issue the renewal instead of drifting into a periodic tenancy by accident.
Tenant onboarding
A repeatable move-in checklist: issue the welcome pack, record the deposit and its protection scheme reference, and track key handover, the same way every time.
Document templates
Reusable tenancy agreements, addenda, and guarantor documents, so the whole team starts from the same wording rather than last year’s Word file.
Move-in inspection
A digital inventory checklist. Capture time-stamped photos and condition notes on site at handover, tied to the unit and the lease, so the deposit conversation later is about evidence rather than memory.
Payments & accounting
View category →Rent invoicing, payment records, and deposit tracking — an accurate financial record of every tenancy.
Tenant portal
Residents sign in to see their rent schedule, invoices, receipts, and current balance, so “what do I owe?” stops arriving as a text message. PropFlow records rent payments; it does not collect or transfer them.
Auto invoicing
Scheduled rent invoicing that raises the right charge against every active lease each cycle, prorated where a tenancy starts or ends mid-month, on the billing day you set.
Deposit management
Deposit record-keeping from receipt through to settlement: the amount held, the protection scheme reference, and every deduction, with the final split recorded in one atomic step. PropFlow keeps the record; it never holds the money.
Advanced finance
View category →Recurring rent charges, portfolio-wide financial reporting, and books that stay readable as you add properties.
Recurring rent charges
Rent, and the recurring charges that sit alongside it, raised automatically against each lease on schedule, so the ledger is current before you go looking at it.
Financial reporting
Income and expense statements, rent roll, collections, and arrears reports, exportable to CSV or Excel in one click for your accountant or your own records.
Multi-property accounting
Every charge, payment, and expense is attributable to a property and a unit, so you can read the numbers for one building or the whole portfolio without re-keying anything.
Operations & scaling
View category →Built-in reminders, portfolio-wide visibility, and precise access control as the portfolio grows.
Portfolio management
One operational dashboard rolling up occupancy, rent billed and recorded, arrears, and open maintenance across every property you manage.
Automated reminders
Built-in reminders keep collections and renewals on track. PropFlow automatically flags rent that is due soon and leases approaching expiry, so follow-ups are not missed.
Role-based access
A granular permissions matrix. Give admins, property managers, finance staff, and maintenance coordinators exactly the access their job needs — and nothing beyond it.
Analytics & insights
View category →Turn the operating record into dashboards, trends, and reports you can hand to anyone.
Performance dashboard
The numbers that decide the month: occupancy, rent billed and recorded, arrears, and open maintenance, updated as the underlying records change.
Portfolio trends
Look back across the portfolio — collection performance, arrears movement, occupancy, and maintenance spend over time — so you can see which properties are drifting.
Custom reports
Build the report you actually need from live workspace data and export it to CSV or Excel for your accountant, your lender, or your own review.
Operational principles
Designed to stay clean as operating complexity grows.
The workspace is structured to hold up when multiple teams, workflows, resident journeys, and plan controls start overlapping inside the same portfolio.
One operating record
Properties, units, tenants, leases, rent records, maintenance, and reporting stay in one workspace instead of five.
Role-aware by design
Landlords, managers, finance staff, residents, and applicants each get the journey and the permissions their job needs.
Honest about the boundaries
PropFlow is a system of record for residential lettings. It records rent rather than moving it, and the product says so before you buy.