Best Property Management Software for Letting Agents

Managing properties as a letting agent is not always straightforward. Between handling tenant communication, collecting rent, staying compliant with government regulations, and marketing new properties, the workload can feel overwhelming. Many letting agents find themselves buried in spreadsheets or switching between multiple systems just to keep up with the daily demands of their job. This leads to mistakes, missed payments, and wasted hours that could be better spent growing their business. That’s why more agencies are turning to property management software. The right platform takes the stress out of day-to-day operations and provides a single, reliable hub for running a modern letting agency. In this guide, we’ll look at what letting agents should consider, how the best software compares, the costs involved, and how Property Store offers a comprehensive solution for agencies across the UK.

Why Do Letting Agents Need Specialised Property Management Software?

Letting agents manage a wide range of responsibilities, from rent collection to arranging repairs, and without the right system, it becomes a juggling act. Relying on spreadsheets, emails, and paper files increases the risk of missed deadlines, forgotten payments, or compliance breaches. In the UK, compliance is a major issue, as agents must adhere to strict housing regulations, deposit protection schemes, and tax reporting rules. 

A good software platform acts as a safeguard against these risks by offering automation, reminders, and centralised data management. It also saves significant time, freeing up agents to focus on client relationships and winning instructions. In today’s rental market, tenants and landlords expect fast, professional service, and technology enables that. Letting agent software is no longer a luxury; it’s becoming essential for running a competitive and reliable agency.

What Should Letting Agents Look For in Property Management Software?

Choosing the right software requires more than a glance at marketing claims. Letting agents need to focus on features that directly support their workflow and legal obligations. The best property management software should include:

• Tenant and lease management: Storing tenant details, lease agreements, and renewal reminders in one place.

• Rent collection and invoicing: Automated rent requests, arrears tracking, and late fee handling.

• Maintenance tracking: Request logging, contractor communication, and progress updates.

• Compliance tools: Alerts for gas safety checks, EPC renewals, and deposit deadlines.

• Financial reporting: Profit and loss statements, expense tracking, and integration with accounting systems.

• Document storage and e-signatures: Reducing reliance on paper and speeding up tenancy agreements.

• Mobile and cloud access: Allowing agents to work from anywhere, whether at a viewing or on the go.

By creating a checklist and comparing platforms against these features, letting agents can quickly see which solution meets their needs.

How Do Top Property Management Software Platforms Compare?

Not all property management systems are equal. Some are built for large agencies managing hundreds of units, while others aim at smaller operations. Below is a comparison of features among leading platforms, including Property Store alongside real competitor names.

Feature	Property Store	Buildium	Yardi Breeze	Arthur Online
Tenant & lease management	✔	✔	✔	✔
Automated rent collection	✔	✔	✔	✖
Maintenance request tracking	✔	✔	✔	✔
Compliance reminders	✔	✖	✔	✔
Integrated financial reporting	✔	✔	✔	✖
Mobile access	✔	✔	✔	✔
Free trial available	✔	✔	✔	✔

Here’s how those platforms compare, and where Property Store brings unique value:

• Buildium is well known in the UK and international market for strong accounting, tenant portals, and rent automation. However, its compliance modules are less tailored for UK-specific regulations.

• Yardi Breeze offers a clean interface, solid support, and is good for agencies that want core features without overcomplication. But some agencies find its add-ons (for extras) become costly.

• Arthur Online is popular in the UK, especially with smaller portfolios. It handles tenancy, maintenance, and communications well, but can lack advanced financial reporting and complex automation in its base version.

• Property Store stands out by combining compliance tools (UK-specific), full automation (rent, maintenance, reminders), and deep financial reporting in one unified platform. While others may require connecting multiple apps or paying for add-ons, Property Store aims to offer those capabilities in one dashboard.

Overall, each platform has its strengths and trade-offs. But for letting agents in the UK dealing with compliance, automation, and scalability, Property Store’s all-in-one approach gives it a competitive edge.

How Much Does Property Management Software Cost for Letting Agents?

Pricing is often a deciding factor when choosing software. Most providers use a subscription model, charging either per property or per user. For example, a small agency managing 50 units might expect to pay anywhere between £50 and £150 per month, depending on the provider. However, costs can rise sharply as portfolios grow, with some platforms charging hidden fees for additional modules, onboarding, or support. Agents need to consider not just the headline cost but the overall value. A slightly higher subscription could still save thousands annually by reducing arrears, improving efficiency, and cutting staff hours spent on admin. When comparing software, agents should always ask about training, support, data migration, and contract terms. Property Store offers clear and transparent pricing with no hidden extras, making it easier for agencies to budget with confidence.

What Challenges & Risks Should You Be Aware Of?

Adopting property management software can transform an agency, but there are challenges to consider. One common risk is data migration, where moving information from spreadsheets or old systems can be time-consuming and error-prone. Another is staff adoption; agents may resist change, especially if they are used to manual processes. Training and support are critical to overcoming this barrier. Integration issues are another challenge, particularly if agencies rely on multiple platforms such as accounting software, marketing portals, or digital signing tools. 

Additionally, data security and GDPR compliance must be a priority, as agencies are responsible for safeguarding sensitive tenant and landlord information. Choosing a provider with strong security protocols, reliable cloud hosting, and transparent privacy policies reduces this risk. By anticipating these challenges, letting agents can prepare properly and ensure a smooth transition.

How to Choose the Right Software for Your Agency? (Decision Guide)

Selecting property management software should never be rushed. The decision you make will shape how efficiently your agency operates and how well you can scale in the years ahead. To avoid costly mistakes, it’s essential to follow a structured process that evaluates your current position, your growth ambitions, and the exact features your agency requires.

Start with a Self-Assessment

Begin by asking key questions: How many properties are you managing today, and how many do you realistically expect to handle in the next two to three years? A small agency with fewer than 30 units might not need the advanced tools required by a business overseeing 200 or more properties. Budget also plays a major role; set a realistic monthly figure and weigh this against the savings you’ll make in admin time, error reduction, and improved efficiency.

Identify the Most Important Features

Not all platforms will offer the same strengths, so think carefully about which features matter most to you. For some agencies, automated rent collection and arrears tracking are essential. Others may prioritise compliance reminders, financial reporting, or tenant communication tools. Having clarity on priorities will narrow your options and prevent distractions from unnecessary extras.

Test with a Pilot or Free Trial

Before committing long-term, run a trial. Providers such as Property Store offer free trials that allow agents to work with real or sample data. During this period, focus on the areas where you currently face the biggest challenges, such as missed rent payments, maintenance delays, or inefficient reporting. Testing live workflows reveals how well the system performs under real conditions.

Involve Your Team and Stakeholders

Your staff will use the platform daily, so their input is vital. Involve them during the trial stage to gather practical feedback on usability, navigation, and speed. Landlords and contractors may also interact with the software, so consider how it supports their needs as well. Their perspective can highlight issues you might overlook.

Use a Checklist During Testing

Create a checklist of critical features to test during the trial. This might include:

• Tenant communication

• Rent invoicing and arrears tracking

• Reporting accuracy

• Mobile access and usability

• Compliance alerts

Ticking these off ensures that no crucial element is missed and that you can compare providers objectively.

Review Support, Training, and Onboarding

Finally, investigate the level of support offered. The most effective systems don’t just provide technology; they also guide you through implementation. Look for responsive customer service, thorough onboarding processes, and access to training resources. Smooth support ensures your agency can transition seamlessly, while poor service often leads to wasted time and frustration.

Frequently Asked Questions (FAQs)

Is property management software suitable for small agencies?

Yes, even small agencies benefit. While you may not need every advanced feature, having a centralised system for leases, tenants, and payments can prevent costly mistakes and free up valuable time.

Can I migrate my existing data?

Most providers, including Property Store, offer migration support. This process involves transferring your existing spreadsheets, tenant records, and documents into the new platform. It may take a few days, but it ensures a seamless transition.

Is there a mobile app for tenants and landlords?

Yes, many platforms provide mobile access, allowing tenants to submit maintenance requests and landlords to view performance reports. Property Store offers responsive access, so agents can manage properties from any device.

How secure is data in these systems?

Data security is critical. Reputable platforms use encrypted servers, regular backups, and strict GDPR compliance. Property Store prioritises protecting tenant and landlord information with advanced cloud security standards.

Do I need extra modules or add-ons?

This depends on your needs. Some providers charge extra for features like e-signatures or financial reporting. With Property Store, many essential features are built into the package, reducing the risk of unexpected costs.

Conclusion & Recommendation

Property management software is no longer an optional tool for letting agents; it is becoming the backbone of efficient and professional agencies. From automating rent collection to ensuring compliance and scaling operations, the right platform can transform the way you manage properties. The best software depends on your agency’s size, budget, and growth plans, but the principles remain the same: look for strong automation, compliance support, clear pricing, and reliable support.

After comparing features, costs, and real-world results, Property Store stands out as an excellent choice for letting agents across the UK. It combines the tools needed for everyday management with automation that saves time and money, while also offering transparent pricing and dedicated support. Whether you’re managing 20 units or 200, Property Store helps you operate more efficiently and confidently.

If you’re ready to see how it could work for your agency, start with a free demo or trial of Property Store today and discover how simple property management can be.