Property records
A tabbed central record per property covering overview, tenancy, documents, maintenance and more.
Custom Business Software / Property Operations
Property Management Operations Platform
An illustrative demonstration, with sample data, of a property operations platform: properties, clients, contracts, maintenance, compliance and day-to-day actions in one structured system. This is not a completed client project.
PropertiesClientsContractsMaintenanceComplianceAutomation
Demo overview
One operational system for the property lifecycle.
Properties, clients, contracts, maintenance and compliance stop living in separate files and inboxes and become one structured, searchable operations platform with clear ownership and history.
The operational challenge
Portfolio detail scattered across files, inboxes and memory.
Property information sat across spreadsheets, inboxes, folders, document systems and reminder calendars.
Maintenance messages, compliance trackers and key dates lived apart from the records they related to.
As the portfolio grows, information gets harder to find and actions easier to miss.
The platform brings these threads into one structured system with a single record set.
The solution
Everything the operation needs, in one workspace.
Property and client records feed a working operations platform where staff track contracts, key dates, maintenance, compliance, tasks and documents—all against the same connected records.
- Property records
- Client & tenant records
- Contracts & documents
- Key dates & renewal alerts
- Maintenance tracking
- Compliance management
- Tasks & actions
- Property photos
- Global search
- Dashboards
- Communication linking
- Automation
Key features
Built around how the portfolio actually runs.
Each area is a verified part of the platform, connected to the same records so nothing has to be re-keyed.
Client management
Central client and tenant records linked to their property, contacts, documents and history.
Contracts
Agreements stored with version history and renewal-date tracking so nothing lapses unnoticed.
Maintenance
Repairs and inspections logged against the property with contractor, priority, status and cost.
Compliance
A register that helps teams track compliance requirements and expiry dates against each property.
Tasks & actions
Day-to-day actions kept against the records they relate to, so follow-ups don't get missed.
Documents
Certificates, agreements and photos stored on the property and client they belong to.
Dashboard & alerts
KPIs, a needs-attention feed, upcoming renewals and outstanding actions in one clear view.
Inside the platform
A closer look at each workflow.
Screenshots from the debranded demo. All names, addresses and figures are sample data.
Overview
Open the platform and see what matters first.
Rather than a landing page, the platform opens on a working dashboard: the numbers that matter, the items that need action, and where occupancy stands—so nothing important waits to be noticed.
- KPIs for properties, rent, compliance and maintenance
- Prioritised needs-attention feed
- Occupancy donut and portfolio health at a glance
Property record
One property. One operational record.
Every property opens into a single tabbed record, so the people, dates, documents, open work and history that relate to it all sit in one place rather than scattered across tools.
- Overview, photos, tenancy, finance and documents in tabs
- Linked clients, contracts, maintenance and compliance
- Tasks, communication history and a full timeline
Clients
Clients linked to their property and their history.
Related information—linked property, tenancy details, documents, communications, tasks and relevant contract information—lives on one client record, so context travels with the person, not a spreadsheet row.
- Clients list with linked property and tenancy dates
- Central client record with documents and tasks
- Direct links between people, contracts and properties
Contracts
Renewals that surface before they become urgent.
Contracts are stored with version history and renewal dates tracked in clear windows, and important dates stay visible with alerts and reminders—so agreements are handled ahead of time rather than discovered late.
- Contract storage with version history
- Renewal-date tracking across 14/30/60/90-day windows
- Important-date visibility with alerts and reminders
Maintenance
Issues become structured, trackable work.
Operational issues are logged against the property as trackable jobs with contractor, priority, status and cost—so open and overdue work is visible and reportable rather than lost in email threads.
- Jobs with contractors, priority and status
- Target dates and recorded costs
- Open, overdue and unpaid-cost summaries
Compliance
Requirements tracked beside the properties they relate to.
The compliance register helps teams track compliance requirements and deadlines alongside the properties they relate to, and flags what needs attention—so approaching and lapsed dates are surfaced rather than depending on memory.
- Gas, EICR, EPC and insurance in one register
- Clear expired and expiring-soon flags
- Requirements linked to the relevant property
Finance
Rent, arrears and reconciliation in one place.
Rent schedules, payments, expenses and arrears stay attached to each property—with a ledger, statements, tax-year reporting and reconciliation—so the financial picture sits alongside the operational record instead of in a separate spreadsheet.
- Rent schedules and recorded payments
- Arrears ageing and outstanding balances
- Statements, tax report and reconciliation
Search & visibility
Find anything, and see what needs attention.
A single search spans the whole portfolio, and filtering, dashboard KPIs, alerts, upcoming renewals and outstanding actions keep the operation visible—so information is quick to find and nothing slips through.
- Global search with grouped results and filtering
- Dashboard KPIs, alerts and upcoming renewals
- Responsive layout usable in the field
How the work flows
From new record to tracked action.
Each stage builds on the same connected records, so nothing is tracked twice.
- 01
Property
Add the property into one structured record.
- 02
Client / tenancy
Link clients and tenancy details.
- 03
Contract
Attach agreements and key dates.
- 04
Maintenance / compliance
Track jobs and requirements.
- 05
Tasks / alerts
Actions and reminders surface on the dashboard.
Value
What the platform demonstrates.
Not a set of metrics—evidence of one connected operation and the capabilities a build like this brings together.
One source of truth
Property information lives in one structured system instead of scattered files.
Structured relationships
Properties and clients are connected, so context travels with the record.
Visible contract dates
Renewal dates and important deadlines are surfaced with alerts.
Organised maintenance
Issues become trackable jobs rather than informal email threads.
Clearer compliance tracking
Requirements and expiry dates sit beside the properties they relate to.
Centralised documentation
Certificates, agreements and photos are stored on the right record.
Less reliance on spreadsheets
One platform in place of disconnected spreadsheets and inboxes.
Operational visibility
Dashboards and search give a clear view across the whole portfolio.
Technology & capabilities
Practical, secure foundations.
A maintainable stack with security handled as part of the product, and integrations kept optional behind environment configuration.
Backend
FastAPI with PostgreSQL and SQLAlchemy, modelling relational property, client and contract records.
Frontend
A React single-page application built with Vite for a responsive operations UI.
Security
JWT authentication with argon2 hashing and field encryption for sensitive data.
Documents & workflows
Document management, role-aware workflows and PDF statement generation.
Search & alerts
Search and filtering across records, with configurable alerts and automated reminders.
Integrations
An API-driven architecture with optional integrations enabled per environment.
Start a project
Managing operations across spreadsheets?
Tell us how a property, tenancy or renewal is tracked today, and we'll help turn it into one structured system.