Case study
Custom Property Management CRM
A Property Management CRM, from first repair to landlord payout.
Property management Recurring work Rent & statements Contractor jobs
Property / Tenancy / Maintenance / Finance
Every repair has a property, contractor, stage, cost and payment status.
The challenge
The yearly boiler service was tracked from memory.
An Irish property management company was managing properties, landlords, tenancies, repairs and money across spreadsheets, email threads and paper files. It needed a bespoke Property Management CRM to bring the entire operation together.
Recurring work such as boiler services, inspections, registrations and rent reviews was easy to forget—or complete twice because nobody could see the full history.
At month end, calculating what each landlord was owed meant checking every rent payment and invoice manually. The business needed one reliable operational record from the first maintenance call through to the final landlord payout.
Scattered property records
Property, landlord, tenant, contractor, document and account information lived in separate places.
Maintenance managed from memory
Recurring work could be missed or duplicated, while repair jobs had no dependable end-to-end status.
Manual landlord accounting
Rent, invoices, fees and payouts had to be reconstructed by hand before each statement could be issued.
What we built
One operational record for every property and every euro.
One record per property
Each property connects its address, Eircode, BER rating, meters, landlord, tenants, contractors, documents, transactions and full history.
Recurring work on a schedule
Every recurring item has a frequency, next due date and usual contractor, with overdue and upcoming work visible from the dashboard.
Repair workflow from report to payment
Jobs move through created, sent and completed stages. Contractor emails include the work details while keeping private office information out.
Tenancy and landlord history
Leases, rents, deposits, review dates and changing tenant records remain connected to the property throughout its management history.
Month-end finance and statements
Rent collection, pending costs, landlord statements and payment files are produced from the same controlled financial record.
When work is completed, the next due date advances automatically and a duplicate open job cannot be created.
Controlled finance
Month end without rebuilding the numbers.
Rent, management fees, contractor costs and landlord payouts are handled inside the same system that manages each property.
The office selects a month, records rent payments together and allows property costs to wait until rent is available to cover them. The CRM then generates landlord statements and payment files directly from the underlying transactions.
Landlord statements are generated on company letterhead as PDF or Excel.
Payment files cover landlords, management fees and contractors.
After a landlord is paid, the transactions are locked so the issued statement cannot change.
A finance dashboard checks the bank balance against the amount owed to landlords.
The result
The CRM now runs the day-to-day property operation.
Recurring maintenance is scheduled rather than remembered, and every repair remains visible from the first report through to the contractor’s payment.
Landlord statements and payment files now come from the CRM instead of being reconstructed in spreadsheets. Once a statement is issued and its payout completed, the supporting figures are locked.
Bank details and alarm codes are encrypted, accounts are invite-only, two-factor authentication is available, and the financial rules governing payouts, pending costs and deposits are covered by automated tests.
Nothing forgotten
Upcoming and overdue recurring work is visible before it becomes a missed obligation.
Every repair accounted for
Each job retains its property, owner, contractor, stage, cost and payment status.
Statements from the system
Rent, costs, fees and landlord payouts feed directly into statement and payment outputs.
Figures stay final
Completed payouts lock the associated transactions so an issued statement cannot drift.
Technology used
Keep every property on schedule
What is your team still managing from memory?
The same approach can support letting agents, installers, aftercare teams and service businesses that need to know what is due, what is open and who pays.
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