One system for listings, tenancies, rent, repairs, inspections and landlord statements, from first viewing to deposit refund.
Run lettings from one unit record. Negotiators list vacant flats and book viewings while the tenancy desk holds signed agreements, inventories and deposit receipts, and the accounts clerk posts rent receipts. Repair calls, inspection reports and renewal dates sit on the same unit record, so each owner reads one account and the net payout after the management fee.
- Management fee rates, rent periods, late fee rules and deposit terms entered exactly as your agency applies them to each landlord and tenancy
- Units, owners, tenants, agreement dates and open rent balances migrated from your sheets, then tested by the accounts clerk against the last landlord statement
- Changes to fee rules, repair categories and statement layouts made by GullySystem staff whenever the agency asks, then tried on a sample statement first
Lettings agencies managing flats, houses and shop units for private owners use this system, set up by GullySystem around their own fee terms. Each unit carries its tenancy, rent ledger, deposit and repair jobs, and landlords receive statements built from the same entries with the management fee and repair bills deducted.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Landlord onboarding
The agency records the owner, the unit, the asking rent, the agreed fee rate and the signed management mandate, with the owner’s bank details for payouts.
- 2
Listing and viewing
A negotiator lists the unit with photos and a floor plan, books viewings in diary slots, and records which prospective tenants came and what they asked about the property.
- 3
Application and agreement
Employer references, identity papers and proof of income are collected for the chosen applicant, the landlord approves the choice, and the tenancy agreement is drawn up and signed.
- 4
Move-in
The deposit and the first rent are received, the keys and meter readings are handed over, and the signed inventory with dated photos is saved on the unit.
- 5
Tenancy
Rent is raised each period and receipts are issued, repair calls go to the plumber, electrician or roofer, and the owner is paid the net amount.
- 6
Renewal or move-out
The agency proposes a renewal at a reviewed rent or books the exit inspection, sets it against the move-in inventory, settles the deposit and relists the unit.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Each enquirer is logged against the unit they asked about, with viewing slot and feedback, so a negotiator knows who to call back.
- Contract Management
Each signed agreement is stored with its fixed term, break clause and notice period, and tenancies nearing the end date are listed for a renewal offer.
- Subscription Billing
Rent demands are raised on each tenancy’s own due day, and a part payment is posted against the month it settles, leaving the balance visible.
- Receipts Management
The deposit received and every sum returned after the exit inspection are receipted, so the balance still held is plain on the tenancy record.
- Job Cards
A repair call becomes a job against the unit, carrying the tenant’s photo, the contractor’s quote, the owner’s approval, the visit date and the final bill.
- Client Portal
Landlords log in to see their own units, statements and repair approvals, and tenants check their rent account and receipts without ringing the office.
- Commission and Incentives
The letting fee on each new tenancy is divided between the negotiator and the agency by the split you set, with any target bonus added.
- Service Reminders
Periodic inspection dates and the move-out visit are scheduled from the tenancy record, and each one appears in the property manager’s diary before the day arrives.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
One system, each person sees their part.
For the agency principal
See occupancy, rent overdue, fees earned, empty-unit days and renewals falling due across every branch and the whole portfolio, on one screen before the Monday meeting.
For lettings negotiators
Work your vacant units, viewing diary and applicant shortlist, chase feedback after each visit, and see the letting fee due on every tenancy you placed.
For property managers
Dispatch repairs to contractors, run periodic inspections, follow renewal dates and answer tenants who ring about a dripping tap, all from the one unit record.
For the accounts desk
Raise rent, post receipts from the bank import, chase arrears with reminders, hold deposits in the named account and prepare each landlord’s payout without retyping a single figure.
For landlords
See your units, rent received, repair quotes awaiting your approval and the statement for the month, without phoning the agency to ask where the money went.
The numbers the owner asks for.
- Rent demanded, collected and in arrears by unit, tenant and month
- Owner statement showing fee, repairs and payout
- Empty units and days vacant
- Tenancies ending this quarter, with rent review date and notice period
- Open repair jobs by contractor and age
- Deposits held per tenancy, with proposed deductions beside the move-in photos
- Letting fees and negotiator commission
Who this is built for.
- Lettings offices looking after houses, flats and maisonettes for individual owners who live abroad or simply do not want the phone calls.
- Shop and office suite lettings
- Student lets and room-by-room shared houses
- Managers acting for a few large owners, each with a long unit list, a shared repair budget and one statement per building.
- Agents working from two or more branch offices
When it is not the right choice.
- A person renting out just two of their own flats can get by with a plain rent book, a bank standing order and a calendar alert. That size seldom needs a system.
- A firm that mainly sells property, with offers, valuations and completions as its daily work, will find Real Estate CRM closer to its sales pipeline.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Online rent payments
- Bank statement import
- Accounting export
- Listing portals
Questions owners ask before a demo.
Is this for sales or for lettings?
Lettings. Rent ledgers, tenancies, deposits and repair jobs sit at the centre of it, and an agency that mostly sells property should look at a sales CRM instead.
Can one tenant pay rent in parts?
Yes. Each part payment is posted against the rent period it settles, and the ledger shows the balance still open together with the late fee, if your agency charges one.
How are landlord payouts worked out?
Rent received, less the management fee and each approved contractor invoice, gives the net amount, and the statement prints every line so the landlord can tick it off.
Can tenants report a repair by message?
Yes. A tenant sends a request through a web form or a message, and it opens a job against the unit with the photo attached. The manager then picks a contractor and checks the quote against the approval limit the landlord agreed in the signed management mandate.
Does it keep inspection photos?
Yes. Room-by-room notes and dated photos are attached to the condition report, and the move-out visit is shown beside the move-in one, item by item, for the deposit discussion.
Will it remind us about renewals?
Yes. Tenancies are ranked by the date their fixed term ends, so the property manager sees each coming expiry and can propose a revised rent or a signed renewal.
How do we move our current portfolio in?
Owners, units, tenants, rents and agreement dates come across from your spreadsheets or from an export of the old package, unit by unit, so nothing is retyped. Open balances load as they stand, and the clerk reconciles the first month before anyone relies on them for a landlord payout.
Who owns the portfolio data?
The agency does. Before you sign, the proposal spells out which file format carries owner, tenant and ledger records out of the system, so the exit terms are on paper.
What does it cost?
Properties under management, negotiators, managers and accounts logins set the cost, together with portals, online rent payments and bank statement import. Moving the portfolio over adds work. A written quotation follows a demonstration, with each part priced apart.
Does a small agency need this?
Possibly not at first. With a few dozen units and one clerk, a well-kept sheet may do. Send us your unit count and how rent is collected today, and we will tell you if a sheet still covers it.
How long before lettings staff run a tenancy on it?
Property and owner register, listings with viewings, tenancy agreements and the rent ledger carry a lettings desk, so they come before the rest. Screening, deposits and maintenance jobs follow. Inspections, landlord statements and payouts come next. The portal and negotiator commission arrive last. A calendar is proposed in writing.
What does the agency need to have to hand?
Have the portfolio list with owners, current tenancies and rent due dates, the arrears position, and your fee rules. An agreement template, a condition report, a landlord statement and a deposit record show the layouts. The principal, a negotiator, a property manager and the accounts desk need a say. A sample bank statement file is needed.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
Related products.
See Property Rental Agency Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements