Back-office software for letting agents and property managers
Turn your lettings spreadsheets into a back office.
Properties, tenancies, safety certificates and maintenance usually live in four different sheets. We build one back office around them, so every property has its own page and nothing expires unnoticed. Keep uploading spreadsheets whenever you like.
Before and after: the same data as a spreadsheet and as a back office
Your spreadsheet
| A | B | C | D | |
|---|---|---|---|---|
| 1 | Property | Landlord | Gas cert | Notes |
| 2 | 14 Mill Lane | R. Patel | 19/10/26 | let, rent ok |
| 3 | Flat 3, Brook St | M. Hughes | EXPIRED?? | chase!! |
| 4 | 22 Station Rd | L. Novak | 03/11 | void since Sept |
| 5 | 5 Orchard Cl | S. Ahmed | see tab 2 | renewal due |
| 6 | 5 Orchard Close | S Ahmed | #REF! | (dup?) |
| 7 | 9 Canal St | D. Osei | 12/2/27 | let |
| 8 | Unit 7 Canal Wharf | D. Osei | ?? | new, no docs |
| 9 | ||||
| 10 | ||||
| 11 |
- Certificate dates sit in a column someone has to remember to check.
- The same property appears on four tabs, spelled three ways.
- Nobody knows who changed a date, or when.
- Properties_MASTER_2026 (Sarah's copy).xlsx
7 rows read6 properties created1 duplicate merged2 cells to checkImported Wednesday 15:22 by Sarah
- Certificates Q4.xlsx
6 rows read6 certificates updated0 to checkImported Monday 08:47 by Tom
Any list can be exported back to Excel, filtered however you like.
- Reminder30 days before a gas certificate expires, email the landlord and book the engineer.
- ScheduleEvery Monday at 08:00, email the list of expiring certificates to the manager.
- TriggerWhen a tenancy is 60 days from its end, start the renewal and email the tenant.
- NotificationWhen a repair is booked, text the tenant the visit time.
Automations are add-ons. Each one is built to your rule and switched on when you are ready.
A working preview with made-up data from a small letting agency. Search it, open a row, switch tabs. The full demo uses a job-tracking example and lets you change statuses, upload more rows and run automations.
- Keep using Excel
- Fixed price, live in 2–6 weeks
- You own the code and the data
What changes
Same data. Five things work differently.
Nothing is retyped. The rows you already have become records, and the jobs a spreadsheet is bad at are handled for you.
- ComplianceExpiry dates sit in a column someone has to remember to check.Certificates are flagged 30 days ahead, with reminders sent for you.Add-on
- FindingFour tabs to answer one landlord's question.One page per property: tenancy, certificates, jobs and history.
- MaintenanceRepairs are tracked in emails and a separate sheet.Every job is linked to its property, tenant and contractor.
- HistoryA date changes and nobody knows who or when.Every change is logged with a name and a time.
- ReportingLandlord updates are built by hand.A landlord's whole portfolio on one screen, exported in a click.
What we replace
The lettings spreadsheets we turn into one system.
Most agencies run on a handful of sheets that grew over the years. Send us the ones you have. They become linked records instead of separate files.
Property and landlord register
Every property, owner and key detail in one linked record.
Tenancy tracker
Start dates, end dates, renewals and notice periods.
Compliance certificates
Gas safety, EICR, EPC and licence dates, with nothing left to memory.
Maintenance log
Repairs from first report to invoice, tied to property and contractor.
Inspections
Schedule, findings and follow-up actions.
Rent and arrears tracker
What is due, what is paid and what needs chasing.
Deposits
Scheme, reference and status for each tenancy.
Viewings and applicants
Enquiries, viewings and offers for each void.
Add-ons, on demand
Automation built for lettings.
Start with the base. When a manual step starts to hurt, we automate it. Each add-on is built to your rule and quoted at a fixed price.
Reminders
Never miss a certificate
When a gas certificate is 30 days from expiry Then email the landlord and book the engineer.
Triggers
Start renewals on time
When a tenancy is 60 days from its end Then open the renewal and email the tenant.
Scheduled tasks
Monday compliance list
Every Monday at 08:00 Then email expiring certificates to the manager.
Email and SMS
Keep tenants informed
When a repair is booked Then text the tenant the visit time.
Portals
Let landlords see for themselves
When a landlord logs in Then they see their properties, certificates and open jobs.
Documents
Generate the paperwork
When an inspection is completed Then build the report and send it to the landlord.
These are examples. If a task follows a rule, it can be built. Tell us the rule on the audit call.
Included from day one
What every back office comes with.
This is the base build. It is what you saw in the demo, shaped around your own columns, statuses and people.
Search across everything
Jobs, customers, addresses and notes in one box, with filters you can save.
A page for every record
Each job, customer or order gets its own page with details, notes, files and a timeline.
Linked records
Customers link to their jobs, jobs to their invoices. No more matching IDs between tabs.
Spreadsheet import and export
Upload Excel or CSV at any time and export any list back out.
Roles and permissions
Each person sees and edits what their role needs, and nothing more.
A log of every change
Who changed what, and when, so a mistake can be traced and put right.
Phone and desktop
The same system in the office and on site, with nothing to install.
Automatic backups
Your data is backed up without anyone remembering to do it.
How it works
From spreadsheet to live system in weeks.
This is a service, not software you configure yourself. We do the work and you check it as it takes shape.
- 1Week 1
Map
Send us the spreadsheet and walk us through it on a call. We turn your tabs, columns and hand-offs into a screen-by-screen plan with a fixed quote. The plan is yours to keep.
- 2Weeks 2–6
Build
We import your data and build in weekly releases your team can click through and correct. Day one starts with your real records already in place.
- 3Ongoing
Run and extend
We host it, watch it and add automations as you ask for them. One monthly fee and one team accountable. If you ever leave, the code and the data leave with you.
Pricing
Fixed prices. No day rates. No open-ended bills.
You know the full cost before any build work starts, and you pay in stages as working software is delivered.
1 · Blueprint
£1,500
Credited in full against your build.
- Your spreadsheets reviewed tab by tab
- Columns, statuses and hand-offs mapped
- A screen-by-screen plan of the system
- A fixed quote and timeline
2 · Build
from£7,500
The base back office, at a fixed price.
- Your spreadsheets imported and cleaned
- Search, record pages and linked data
- Spreadsheet upload and export built in
- Permissions and a log of every change
- Team training and handover documents
- Payments staged against delivery
3 · Run
from£500a month
Hosting, support and small changes.
- Hosting, monitoring and backups
- Support from the team that built it
- Small changes included
- Add-ons quoted at a fixed price, any time
The audit is free. It ends with a fixed quote, so you know the number before you spend anything.
Book a free auditQuestions
What people ask before they book.
We already use lettings software. Why would we need this?
Keep it if it does the job. This is for the parts it does not cover and you run in spreadsheets beside it, such as compliance tracking, maintenance or landlord reporting. We can import an export from your existing software as well as your spreadsheets.
Can it track gas safety, EICR and EPC dates?
Yes. Each certificate is a dated record on the property's page. Expiring and missing certificates are flagged, and reminders can be added so landlords and contractors are told automatically.
Can landlords or contractors log in?
Yes, as an add-on. A portal shows each landlord only their own properties, and each contractor only the jobs assigned to them.
Do we have to stop using Excel?
No. Keep working in spreadsheets where they suit you and upload them whenever you like. The back office adds the things a spreadsheet is bad at: search, history, permissions and automation. You can export back to Excel at any time.
Is this software we sign up for, or something you build?
Something we build for you. There is no generic product to configure. We take your spreadsheets and your way of working, build a system that fits, then host and support it.
What happens when we upload a newer version of a spreadsheet?
New rows are added and changed rows are updated. Anything that does not match, such as a duplicate job number or a missing date, is flagged for you to check. Nothing is silently overwritten, and every import is logged.
Is our data secure?
Every system has role-based permissions, a log of every change, encrypted connections and automatic backups. We sign a data processing agreement with you before any of your data is touched.
What if you disappear?
You own the source code and the data, and both come with documentation. We build on mainstream technology so another developer can pick it up without us.
Free 30-minute audit
Show us your messiest spreadsheet.
We will look at it with you on a call, sketch the back office it would become, and tell you what that costs as a fixed price. No slide deck and no obligation.
- 1Email us. We reply within one working day with times for a call.
- 2On the call, you share your screen and walk us through the spreadsheet.
- 3You get a one-page plan of your back office and a fixed quote.
Book your free audit
One email is all it takes. The button opens a message to us with the subject already filled in.
Email us to bookHelpful to include
- Your company and roughly how many people use the spreadsheet
- What the spreadsheet runs: jobs, quotes, stock, rotas
- A couple of times that suit you for a call
No need to attach the spreadsheet. We look at it together on the call, and we only use your details to reply to you.