Bespoke Property Management Systems for Multi-Property Portfolios

Managing multiple properties means juggling tenants, landlords, repairs, inspections, certificates and compliance dates. If this lives across emails, spreadsheets and an ageing system, it becomes harder to stay in control as your portfolio grows.

I build custom .NET and SQL Server systems (with optional Android apps for inspectors and contractors) that bring your properties, people and processes together – with portals for landlords and tenants, plus optional AI to help with communication and reporting.

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Common Problems in Property Management

Most property management teams I speak to share a similar set of challenges:

• Repair requests arriving via phone, email and messaging apps with no central log
• Tenancy details scattered across PDFs, emails and old systems
• Gas, electrical and safety certificates tracked in spreadsheets
• Inspections recorded on paper or in separate Word documents
• Slow communication between tenants, landlords and contractors
• No easy way to see which properties are fully compliant at a glance
• Reporting to landlords taking too long to compile

None of this is unusual – but it makes it hard to scale, and increases the risk of missing key deadlines.

What a Bespoke Property Management System Can Do

A custom web app, plus optional Android apps for field staff and contractors, can streamline property management from tenancy setup through to inspections and renewals:

1. Centralised Property, Tenancy & Contact Records

• Single source of truth for properties, units, tenants and landlords
• Tenancy details, rent, deposit and key dates in one place
• Linked contacts for agents, contractors and suppliers

2. Repairs & Maintenance Management

• Repairs logged centrally with priority and categorisation
• Jobs assigned to contractors or in-house teams
• Photos and notes captured and stored against the property
• Clear visibility of open, in-progress and completed repairs

3. Inspections & Condition Reports

• Planned inspections scheduled across the portfolio
• Structured digital inspection templates (check-in, mid-term, check-out)
• Photos linked to rooms, items or issues
• Condition reports generated consistently from structured data

4. Compliance & Certificate Tracking

• Key safety certificates (gas, electrical, EPC, alarms, etc.) stored and tracked
• Expiry dates and renewal reminders per property
• Dashboard showing which properties are at risk of going out of compliance
• Evidence ready for audits or landlord/regulator queries

5. Landlord & Tenant Portals

• Tenants can log repairs and view status updates online
• Landlords can see property information, key documents and activity
• Messages and notifications kept in one place rather than scattered
• Configurable access – landlords see only their own assets and reports

6. Android Apps for Inspectors & Contractors

For inspections and on-site work, an Android app alongside the web system can be a major time saver:

• See today’s visits and property access details
• Complete inspection checklists and capture photos on-site
• Log works carried out and materials used
• Capture signatures from tenants or landlords as required
• Work offline in poor-signal buildings and sync later

This reduces data entry back at the office and keeps everything tied to the correct property and tenancy.

Where AI Can Help in Property Management

AI can support property management teams in very practical ways:

• Drafting responses to common tenant or landlord queries
• Summarising inspection findings into clear, readable reports
• Highlighting patterns of repeated issues at a property or across a portfolio
• Helping prioritise maintenance based on risk and impact
• Answering questions like “Which properties have certificates expiring in the next 30 days?”

Because the underlying system is structured and reliable, AI becomes a helpful assistant – not a source of confusion.

Why Bespoke Instead of Generic Property Management Software?

Off-the-shelf systems can be useful, but many property managers encounter issues such as:

• Rigid workflows that don’t match their processes
• Limited customisation around inspections, reports or compliance
• Per-user pricing that becomes expensive as the team grows
• Poor offline support for inspections and on-site work
• Difficulty integrating with existing systems and reporting

A bespoke system is tailored to your portfolio, your processes and your reporting obligations – and can be adapted over time as your needs change.

How I Work With Property Management Clients

1. Discovery: Understand your portfolio, processes, current systems and pain points.
2. Design: Map workflows for tenancies, repairs, inspections and compliance.
3. Build: .NET Core web app + SQL Server, with Android apps where helpful.
4. Integrate: Connect with email, accounting or existing portals where needed.
5. Iterate: Refine based on real-world use and introduce AI features gradually.

Thinking About Improving Your Property Management Systems?

Whether you’re currently using spreadsheets, a generic property platform or a legacy in-house system, we can usually define a route to something more robust, efficient and future-proof.

I’m happy to have an informal conversation about your current setup and what a realistic bespoke solution might look like.

Email: ab@newma.co.uk
Phone: +44 7967 219288