Choosing a CRM that links landlords, tenants and properties
Every repair request kicks off the same scramble: which property, which landlord, what are the tenancy dates, who authorises the spend. Three spreadsheets later, you can finally reply.
Where it hurts
Lettings data is all about relationships. One landlord owns three properties, each with a tenant, each tenancy with its own dates, deposit and paperwork. Spreadsheets can't hold that shape, so you end up with a landlords sheet, a tenants sheet and a properties sheet that never quite agree.
When a tenant moves out, you update one sheet and forget the others. A landlord sells a property and it lingers in your records for months. Renewal dates slip past because nobody's watching a single clear list.
You spend half your admin time just working out who connects to what.
What I'd build
The foundation is linked records: landlords, tenants and properties as one connected setup rather than three sheets. Open a property and you see its landlord, current and past tenancies, deposit details and every job done; open a landlord, all their properties. Built on something flexible like Airtable or Monday.com, or a proper lettings CRM if you're bigger, with renewal and compliance dates flagged before they pass. Then the layer that kills the daily scramble: repair requests arrive as emails, so I'd add an AI step that reads each one, works out which property and tenancy it belongs to, logs it as a job on the right record, and drafts the landlord authorisation for you to approve and send. One query, one screen, no detective work.
What changes
- Landlords, tenants and properties properly linked, not in separate sheets
- Repair requests read, matched to the property and logged automatically
- Landlord authorisation drafted for you to approve, not written from scratch
- Renewal and compliance dates flagged before they pass
Related fixes
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