Document storage
Secure digital vault utilizing encrypted Supabase Storage (AES-256). Directly attach leases, compliance records (EPC, Gas Safety), and photographic inventory to specific units, tenants, or properties.
Feature groups
Built around the full lifecycle of property operations.
From lead capture and screening to payments, finance, analytics, and integrations, PropFlow keeps every record, workflow, and view of your portfolio in one connected platform.
Core platform
View category →Enterprise-grade baseline infrastructure that keeps your entire portfolio searchable, permissioned, and instantly synchronized.
Data export
Zero vendor lock-in. Instantly export your entire workspace database, transaction ledgers, tenant lists, and maintenance histories into standardized JSON, CSV, or Excel formats at any time.
Notifications center
Real-time prioritised notification engine. Distributes system actions, payment anomalies, application updates, and urgent maintenance alerts based on customizable team-member roles.
Mobile access
Fully optimized Progressive Web App (PWA) with offline capabilities. Access properties, approve leases, view transactions, and dispatch work orders directly from the field.
Global search
Ultra-fast search bar running indexed Postgres triggers. Instantly locate tenants, specific lease clauses, past invoices, or historical work orders in under 50 milliseconds.
Public notices
Targeted tenant broadcast system. Securely dispatch emergency announcements or operational notices via bulk SMS and in-app notifications with read-receipt audit logging.
Activity tracking
Immutable system-wide ledger. Records a granular audit trail of every database mutation, auth event, rent change, and lease modification to ensure complete accountability.
Occupancy timeline
Dynamic, visual scheduling engine mapping historic, current, and upcoming tenant tenancies across your entire unit roster to anticipate and minimize vacancy gaps.
Leasing & leads
View category →Centralized CRM pipeline to capture inbound demand, score prospective tenants, and accelerate conversion.
Lead tracking
Visual pipeline CRM that centralizes enquiries from portals (Rightmove, Zoopla, Zillow) with custom lead scoring, activity tracking, and automated follow-ups.
Messaging prospects
Integrated conversational console. Reach out via SMS, email, and portal-direct messaging with all conversation history preserved on the centralized lead record.
Screening & applications
View category →High-accuracy applicant screening, automatic qualification scoring, and direct document verification.
Background checks
Comprehensive integrated screening. Instantly execute background, credit, eviction, and Right-to-Rent checks directly within the application pipeline.
Income verification
Automated financial qualifying. Securely parse and cross-reference bank statements, tax returns, and employer verification files with fraud detection rules.
Application intake
Customizable public-facing portals. Direct prospects to clean, beautiful application forms with step-by-step document upload and progress tracking.
Application templates
Reusable application profiles. Build and adjust bespoke qualifying forms tailored to specific property regulations, student lets, or luxury units.
Application workflow
Collaborative pipeline review. Track and transition applicant profiles smoothly from initial screening, referencing, and approval, through to move-in status.
Qualification rules
Automated compliance engines. Define target debt-to-income limits, credit thresholds, and references, allowing the platform to pre-score and prioritize prospects.
Lease management
View category →Seamless digital lease configuration, e-signatures, automated renewals, and move-in inspection logs.
E-signatures
Legally-binding built-in electronic signing flow. Generate e-leases and capture signatures from all co-signers and guarantors with a complete digital certificate of completion.
Lease renewals
Proactive renewal pipeline. Automatically calculates rent adjustments based on local indexation and dispatches renewal choices to tenants 90 days before expiration.
Tenant onboarding
Repeatable move-in playbook. Automatically issues tenant welcome packs, logs deposit schemes, registers utility handovers, and schedules keys pickups.
Document templates
Structured clause builder. Maintain standardized legal tenancy agreements, addendums, and guarantor covenants that your property managers can populate safely.
Move-in inspection
Digital inventory checklist. Let property managers capture geolocated, time-stamped photos and checklist state on-site during handovers to establish an airtight condition record.
Legal forms library
Compliant regulatory catalog. Access pre-configured, jurisdiction-specific legal forms, section notices, and disclosure documents maintained by compliance experts.
Payments & accounting
View category →Full-stack online billing, Direct Debit automation, smart reconciliation, and deposit protection.
Tenant payment portal
Self-service Stripe billing portal. Enables tenants to pay rent instantly via Credit/Debit card, Apple Pay, Google Pay, or direct bank transfer (ACH / Open Banking).
Auto invoicing
Automated recurring billing engine. Computes prorated amounts, generates compliant monthly invoices, and dispatches them automatically on set statement dates.
Deposit management
Segregated escrow and deposit tracking. Record security deposit receipts, manage statutory deposit protection scheme references, and track deductions.
Advanced finance
View category →Multi-entity corporate accounting, direct bank feeds, and automated tax export logs.
Recurring payments
Set-and-forget direct debit setups (Direct Debit / BACS / SEPA / ACH). Minimizes late payments and fully automates reconciliation against active leases.
Financial reporting
Instant, professional reports. Generate standard Balance Sheets, Income & Expense Statements, Cash Flow, and Rent Roll reports with single-click XLS exports.
Multi-property accounting
Hierarchical ledger system. Manage separate cash pools, tax entities, and operating accounts across distinct properties, portfolios, or holding companies.
Operations & scaling
View category →Portfolio-wide automation playbook, stakeholder transparency, and fine-grained access rules.
Portfolio management
Macro-level operational dashboard. Roll up portfolio health, overall occupancy, rental yields, and maintenance spend across multiple cities on a single screen.
Automation engine
Custom operational triggers. Define actions such as: "When rent is 5 days late, send SMS reminder, then generate section 8 notice on day 14."
Role-based access
Granular permissions matrix. Define precise access profiles for property managers, contractors, regional partners, external accountants, and landlords.
Analytics & insights
View category →Enterprise data cubes, historic trend mapping, and professional owner-review export decks.
Performance dashboard
Live operational cockpit. Track and report key metrics including Net Operating Income (NOI), Gross Yield, Days-on-Market, and Arrears Rates in real time.
Advanced analytics
Predictive modeling engine. Forecast cash flow trajectories, seasonal vacancy rates, and maintenance trends using historical portfolio data.
Custom reports
Flexible report builder. Design professional, branded PDF financial review decks to present to owners, joint-venture partners, lenders, or tax compliance teams.
Integrations & extensions
View category →Developer APIs, webhooks, and direct connections to Xero, QuickBooks, and leading CRMs.
API access
Connect PropFlow to your wider stack through a developer-ready API.
Third-party integrations
Link the accounting, CRM, and payment tools your team already uses.
Operational principles
Designed to stay clean as operating complexity grows.
The platform is structured to hold up when multiple teams, workflows, stakeholder views, and plan controls start overlapping inside the same workspace.
One operating system
Keep portfolio records, leasing, finance, maintenance, reporting, and support in one coordinated platform.
Role-aware by design
Support landlords, managers, finance teams, residents, applicants, and owners through distinct journeys and controls.
Built to scale cleanly
Grow from launch setup to broader operational control without rebuilding your stack around disconnected tools.