Managing maintenance requests from tenants by phone and email with no tracking or prioritisation?
Rent collection done manually with spreadsheets and bank statements because the current system doesn't automate arrears follow-up?
Custom Property Management Software
Maintenance requests come in by phone, text, and email with no central record. Rent collection runs on bank statement checks and manual follow-up. Lease expiry dates live in a spreadsheet someone hasn't updated in three weeks.
We build custom property management software for landlords, property managers, and real estate operators. Tenant portals, automated rent collection, maintenance workflows, and owner reporting -- built for the structure of your portfolio.
Tenant and lease management with custom fields, document storage, and move-in/out workflows
Automated rent reminders, payment processing, and arrears follow-up built into the system
Maintenance request management from tenant submission through contractor assignment to completion sign-off
Owner reporting portal with income and expense statements and property-level dashboards
Custom property management software handles tenant and lease records, automated rent collection and arrears follow-up, maintenance request workflows from submission through completion, property inspection reporting, owner financial statements, and accounting integration with platforms like Xero and QuickBooks. RaftLabs builds property management systems for landlords, property managers, and real estate operators managing portfolios from 10 to 5,000 units -- deployed in 12-14 weeks at a fixed cost.
100+Products shipped
·24+Industries served
·FixedCost delivery
·12-14Week delivery cycles
Property management runs on data that most property managers can't find when they need it
Which tenant submitted a maintenance request last Tuesday? Which lease expires in 60 days? Which unit has an overdue rent balance and how many days old is it? If answering any of those questions requires opening a spreadsheet, searching an email thread, or calling a colleague -- the operational cost is real and it compounds every day.
Off-the-shelf property management software handles standard residential portfolios reasonably well. The problems start when your portfolio has a specific structure: mixed residential and commercial tenancies, short-stay alongside long-term lets, properties in multiple ownership structures, or a charging model the generic platform can't represent. At that point you're working around the system rather than in it.
We build custom property management systems where the data model matches your actual portfolio. The workflows run inside the system. The reports reflect the numbers your owners and accountants actually need. And the tenants have a self-service channel so they're not calling your team for information the system already has.
What we build
Tenant and lease management
Tenant profiles with contact records, identification documents, emergency contacts, and full communication history. Lease records covering start date, end date, rent amount, payment frequency, break clauses, and renewal options. Move-in and move-out workflows with inspection checklist, key issue records, and condition report sign-off. Document storage per tenancy for signed leases, guarantor agreements, references, and correspondence. Automated lease expiry alerts sent to the property manager and tenant at configured intervals -- 90 days, 60 days, 30 days. Custom fields for any portfolio-specific data your team needs to track.
Rent collection and arrears management
Automated rent reminders sent to tenants by email and SMS before each payment date. Payment processing via direct debit, bank transfer, or card -- collected against the correct lease and reconciled automatically. Late fee calculation applied at configured intervals once a payment goes overdue. Arrears workflow that escalates based on the number of days outstanding: reminder at day 3, formal notice at day 14, escalation flag at day 21. The property manager sees a live arrears dashboard with every overdue balance, the days outstanding, and the actions already taken -- without opening a bank statement.
Maintenance request management
Tenants submit requests through the tenant portal with category selection, description, and photo upload -- no phone call required. Requests are assigned to an approved contractor by trade category and property location. The contractor receives job details, access instructions, and the tenant's availability window. Job status is updated at each stage: assigned, scheduled, in progress, completed. Tenant confirms completion and signs off from their portal. The property manager sees every open job across the portfolio in one view, with overdue jobs flagged automatically. Full job history is retained per unit for future reference.
Property inspection and condition reports
Scheduled inspection workflows with automatic reminders to the property manager and advance notice to the tenant. Inspection forms completed on a mobile app from the property -- room by room, with photo capture against each item. Condition ratings recorded at move-in and move-out for deposit dispute reference. Generated PDF inspection reports sent to the tenant and stored against the tenancy record. Inspection history per property showing condition trends over time. Works offline and syncs when connectivity is restored -- no interrupted inspections because of poor signal.
Owner portal and reporting
Owner-facing portal giving landlord clients visibility of their portfolio without requiring a phone call or email to the property manager. Monthly income and expense statements generated automatically from rent receipts and maintenance costs logged in the system. Occupancy rate and void period summary by property. Maintenance cost analysis by property and category. Owner approval workflows for maintenance jobs above a defined cost threshold -- the owner receives a notification, reviews the quote, and approves or declines from the portal. Statements available for download in PDF or CSV format for the owner's accountant.
Accounting integration
Integration with Xero, QuickBooks, and Sage for rent income posting, maintenance expense recording, and supplier invoice management. Rent receipts posted to the correct income account and property cost centre automatically. Maintenance invoices from contractors posted to the maintenance expense account against the right property. Bank reconciliation data passed to the accounting system so the bookkeeper isn't manually matching entries. GL chart of accounts mapped during setup to match the property management company's existing account structure. Removes double entry and eliminates the reconciliation errors that come from two systems with different data.
Frequently asked questions
We build property management systems for any portfolio structure: residential lettings with assured shorthold tenancies, commercial leases with quarterly rent and service charge, short-let and serviced apartment portfolios, mixed-use developments combining residential and retail, and student accommodation with academic-year lease structures. The data model is built around your tenancy types rather than forcing your portfolio into a residential-only template. If you manage a portfolio with unusual charging structures, non-standard lease terms, or multiple ownership entities, we scope the data model in discovery before any development starts.
Tenants access the portal by web browser or mobile app. From their dashboard they can view their current lease, see their rent statement and payment history, make a rent payment, submit a maintenance request with photos, track the status of open requests, and download documents such as their tenancy agreement and inspection reports. The portal is white-labelled with your company branding. Tenants are invited by email when their tenancy is created in the system. All actions tenants take are recorded in the audit trail visible to the property manager. The goal is to reduce inbound calls and emails by giving tenants direct access to the information and actions they need most.
Yes. We integrate with Xero, QuickBooks, and Sage as standard. The integration maps your rent income accounts, maintenance expense accounts, and supplier records so that transactions created in the property management system are posted to the accounting system automatically. Bank feed reconciliation data is also passed across where the accounting platform supports it. The exact mapping is confirmed during the discovery phase because every property management company has a slightly different chart of accounts and cost centre structure. If you use a different accounting platform, we assess API availability and scope the integration accordingly.
A focused build covering tenant and lease management, rent collection, maintenance requests, and owner reporting typically runs 12--14 weeks from kickoff to go-live. A more complete system with accounting integration, a mobile app for field inspections, and a multi-portfolio setup for property management companies handling multiple landlord clients typically runs 16--20 weeks. We work in two-week sprints and you see working software throughout the build -- not at the end. Timeline depends on the number of modules, the complexity of integrations, and how much data migration is required from your existing system. We agree the scope and timeline before development starts and price it as a fixed cost.
Talk to us about your property management software project.
Tell us how your portfolio is structured, what systems you use today, and where the process breaks down. We'll scope the right system and give you a fixed cost.
