Managing tenants remotely: How property software makes it possible
In today’s digital-first world, remote landlord-ing is on the rise. Both tenants and landlords are moving further away from in-person meetings, out-of-the-blue phone calls, and physical, handheld documentation.
The change isn’t just beneficial for landlords – simplifying processes, saving time, and reducing admin costs – but it’s what tenants want, too.
Some research even tells us that using digital property management tools makes your rental more favourable and tenant-friendly.
In this article, we’ll explain how property management software makes managing tenants remotely possible, easier, and more efficient – helping you decide if it’s the right next step for you.
Why property software is essential for remote management and non-local landlords
Many landlords rent properties far away from where they live – with recent data suggesting that almost half of UK landlords own non-local rentals.
Managing a rental property outside of your local area used to be a heavy challenge, with landlords having to employ letting agents or frequently commute to manage essential paperwork.
But with property management software, landlords with buy-to-lets across the country can manage properties more easily and fully remotely.
Here’s how proptech makes managing remote rentals easier for landlords.
1. Bank account syncing
If you choose, property management software can sync with your bank accounts. This feature automatically imports relevant transactions into the software – helping you manage incoming and outgoing payments.
With auto-imports, software can track if tenants have paid rent, flag if late payment fees are due, and keep your rental-related outgoings together.
This gives you a clear snapshot of your financials as soon as you log into the dashboard, with more detailed reports available at your fingertips.
2. Digital maintenance requests
Property management software isn’t just used by landlords, but tenants. With their own side of the portal, your tenants can find key documentation and use the platform to manage unexpected maintenance requests.
For example, tenants can use the dedicated online forms to submit issues, attach photos/videos, and track updates.
As the landlord, this makes it easier to see, map, and manage maintenance requests across your property portfolio.
You can use the software to prioritise requests, assign vendors, track works, and keep tenants updated – without the need for emails or phone calls.
3. Streamlined communication
Another important feature of property management software is the communication tools. The portal provides a centralised messaging system for both landlords and tenants.
This makes it easier for tenants to know how to communicate with you. It also keeps a very clear digital record of your conversations with tenants – which can make life easier if your tenancy ever goes to court.
With a full library of digital templates, it’s also easier to send standardised communications to your tenants across properties, like inspection dates or renewal/eviction notices.
4. Tenant screening & applications
Proptech can also be used to manage tenant screening and applications for your properties with vacancies. Software keeps everything together, with separate, easy-to-access sections for each of your properties.
How it works is simple. Your tenants complete online applications when a vacancy appears (find this feature via the Candidates section in Rentila). Then, as the landlord, you simply screen applications and use the system to organise your responses.
You can even use the property management software to approve or reject applications – without having to arrange physical meetings or prepare email responses.
With a click of the button, your tenants will receive formal responses automatically to their application requests.
5. Document management & e-signing
A huge benefit of property management software for remote landlords is the ability to manage, store, and send important documentation.
You have access to a digital template library, which helps you quickly populate standardised forms – including leases, notices, and renewals – to send to your tenants through the system.
With built-in e-signing, you and your tenants can sign documentation quickly and digitally, with full audit trails of the signatures for your records.
When using Rentila, you also get Cloud storage, enabling 24/7 access to documentation for as long as you need it.
6. Remote access to reports & financials
“DIY” landlords must keep good records, especially when managing multiple rental properties. These are needed for tax returns and tracking crucial KPI’s (like occupancy rates and gross/net rental yields).
With property management software, you can view up-to-date, system-generated reports and financial dashboards instantly.
For example, you can view income/expenses reports, rent roll, and performance metrics.
Detailed reports can be viewed from any location and any device, with user-friendly dashboards designed for mobile and desktop.
What are the key features of property management software?
Proptech, like Rentila property management software, is specially designed for landlord convenience.
With separate areas for landlords and tenants, you can manage everything all in one place – including multiple properties.
Key features of property management software, like Rentila, include access to:
- Pre-filled tenancy agreements
- Digital e-signatures
- Booking systems to manage reservations for short-term tenancies
- Automatic service charge reconciliation reports
- Accounts management to support tax returns
- User-friendly messaging system
- Bank account synchronisation to auto-import income/outgoings
- Maintenance and repair requests/tracking
- Digital archives
- Tools to support rent increases
- Access to electronic rent receipts
See pricing to learn more about Rentila property management software.
FAQs
What are the benefits of managing tenants remotely?
Research finds that tenants increasingly want landlords to use more tech to manage their rental property – with reports suggesting almost three-quarters of UK renters want to try digital tools.
For landlords, managing tenants remotely has a range of benefits, including:
- It’s easier to manage properties that aren’t local to you
- Setting up new tenancies is faster, with less risk of mistakes
- Digital tools store important documents – with sections to help you manage multiple tenancies effectively
- You can manage tenancies from anywhere – even outside the UK
- Auto reminders can reduce the risk of late payments
- Using property management software is often cheaper compared to hiring a letting agent
- You can create and send pre-populated templates to tenants, with clear audit trails and e-signatures
Learn more about the benefits of property management software for landlords.
Do tenants want remote management?
Research increasingly suggests that it isn’t just landlords who benefit from remote management, but tenants, too.
Reports suggest that investing in tenant-friendly tech (like online payment portals) is favourable for tenants looking for their next property.
With online management, tenants benefit from things like:
- Better communication
- Easier access to documentation
- Quick, 24/7 access to important dates (like inspections, planned maintenance, payment schedules, and tenancy renewals)
- Clear ways to report maintenance concerns/issues
- Audit trails of conversations
How does remote property management work?
Remote property management means that a landlord manages a rental property without being physically present at all. The landlord can live locally, far away from the buy-to-let property(s), or even abroad.
With remote management, everything is done digitally through dedicated technology, such as property management software.
Managing a remote rental includes the digital management of things like:
- Advertising property vacancies
- Screening tenant applications
- Preparing tenancies
- Sending and signing agreements
- Managing maintenance requests via online forms
- Sending pre-populated notices
- Auto-sending reminders (e.g., payment reminders)
- Syncing bank accounts to track income and outgoings
- Tracking profits and key performance indicators
- Auto-preparing financial reports for tax returns
Learn more about how property management software works.
Things to remember: Managing tenants and properties remotely
- Managing a remote rental property means landlords don’t have to have a physical presence at all, with all tasks done digitally.
- There are benefits to managing a remote rental for landlords – it decreases admin, reduces time spent on property management, and makes many tasks faster and easier.
- Tenants also benefit from remote management, as it enables 24/7 access to communications portals, documentation, payments, and the management of maintenance requests.
- Property management software makes it easier to manage a portfolio remotely, with dedicated features to improve rental management, such as dashboards, notice templates, audit trails, multiple tenancy areas, and automatic reporting.
