Property management software development for portfolios that outgrew the spreadsheet
If repairs, rent and owner statements still run on email and spreadsheets, we can build custom property management software around the way your office works: repair requests that reach the right contractor, a tenant page that shows where each request stands, rent and arrears in one place, and owner statements built from your own data. If you already pay for a property tool, we can build the missing parts around it instead of replacing it.
What goes wrong in a property office, and what we build for it
Four tools, four copies of every tenant
Leases in one tool, repairs in another, rent in accounting, contacts in a spreadsheet. Every change is typed four times, and the copies never quite agree.
What we buildOne record per unit and tenant that the other tools read from or write to, through their APIs or exports. Where a tool can’t connect, we say so on the call.
Repair requests get lost
They come in by phone, email and WhatsApp, and somewhere between the office and the contractor one of them disappears.
What we buildOne request form for tenants, with photos, that opens a job. The office assigns a contractor, and the contractor updates the job from a link.
Tenants call again to ask about their repair
They can’t see whether anyone has picked it up, so the same request arrives twice and the phone keeps ringing.
What we buildA tenant page that lists each request and its status, with a message to the tenant when the status changes.
Arrears live in one person’s spreadsheet
Only they know who is late. When they are on holiday, nobody chases.
What we buildRent and arrears tracked against each lease, a list the whole office can see, and reminders that go out on dates you set.
Owner statements are built by hand
Someone copies bank exports into a template for each landlord, then checks the totals twice.
What we buildStatements produced as PDFs from the rent, costs and fees already recorded, ready for each owner to download.
The software covers most of the job, but not the rest
Service charges, local rules or a second language end up in spreadsheets kept next to it.
What we buildThe missing parts built as a small system that talks to your current tool through its API or its exports. See Integrations.
Inspection photos sit in personal phones
Check-in and check-out evidence is spread across inboxes, and nobody can find it when a deposit is disputed.
What we buildAn upload link per inspection, so photos and notes attach to the unit and the date they were taken.
A new building means typing everything again
Units, leases and contacts get keyed in by hand, and the mistakes come with them.
What we buildImports from a spreadsheet, with checks on the columns that matter, so adding a building is a file rather than a week of typing.
A leak reported on a Sunday
The tenant reports it
From the tenant page, with two photos and a note on where the water is coming from. The request opens a job with the unit and lease already attached.
The office assigns it
On Monday someone picks a plumber. The plumber gets a link to the job, not a forwarded email chain.
The plumber updates the job
Visit time, notes and after photos go in from the link. The tenant gets a message at each change and stops calling.
The cost reaches the owner
The invoice is attached to the job, and the amount appears on that owner’s next statement without anyone copying it across.
An example of how it would work, not a client story.
One record per unit and lease
What we build
What we build for a property manager
These are the parts we usually start with, using pieces from the systems we have built: forms that arrive as structured records, data kept in a Google Sheet with checks, and retries for anything that fails to send. The closest working example is a car-service site we run: requests booked online, written to a calendar, with a message to the team for each one.
- A repair request form with photos, and a job page shared by the office and the contractor.
- A tenant page with request status and a message when it changes.
- Rent and arrears per lease, with reminders on dates you set.
- Owner statements as PDFs, built from data already in the system.
Running repairs from your inbox?
Tell us how a repair request travels from tenant to contractor today.
From first call to a running system
Tell us what happens today
Tell us how repairs, rent and owner statements are handled now, and which tools you already pay for. We reply within one business day, usually within a few hours.
A free first look
An online call, and an outside check of your site with XRay, our own audit tool. A deeper audit is scoped after the call.
Build, or take over
We build the missing parts, or take over a system someone else built. One team covers analysis, build, testing and DevOps.
Keep it running
Fixes, security updates and new features. Hourly billing, one rate for the whole team, a report every week.
You own the code, the data and every account. More on how we work and the systems we have built.
What this doesn’t do
No “replace everything” project by default. If your property tool does most of the job, we build around it.
No legal or tax advice. Lease terms, deposits and local rules stay with your advisers. We build what they tell you to follow.
No prices before we talk. Billing is hourly, one rate for the whole team, with weekly reports. We scope the work after the call.
Questions we get from property managers
Can you build on top of the property software we already use?
Often, yes, if it has an API or exports data on a schedule. We check that on the first call. Building the missing parts around a tool that works is usually the smaller job.
Can tenants and owners log in?
Yes. Tenants see their own requests, owners see their own statements, and nobody sees another person’s units. Access rules sit in the database, not only in the page. Staff sign-in through your company identity provider is agreed in the scope, and we check what it supports on the first call.
Who owns the system and the data?
You do. You own the code, the data and every account. If you ever move to another team, everything is already in your name. Tenant data can be hosted in the EU if you need it to stay there. If it includes health, financial or other sensitive data, here is what we check first.
Where to go from here
Repairs still lost between inbox and contractor?
Tell us which tools your office uses and where requests get stuck.
We reply within one business day, Tallinn time (EET), usually within a few hours. No obligation.