Two logins, two views
Owners see only their own properties and tenants see only their own tenancy. The rule is enforced on the server, so one person can never reach another’s records by changing a link.
Property × Client portals
Owners and tenants stop calling you for updates.
Owners log in to see their statements, rent received, repairs and documents for their own properties. Tenants log in to report a fault with photos, find their lease and pay. Two separate views on one system, so the property manager spends the day managing and not relaying messages. A client portal built for the three-way relationship in property management.
Sound familiar?
You are the switchboard between an owner and a tenant.
The tenant messages that the air conditioning has stopped working. You message the owner for approval, then a contractor, then tell the tenant when he is coming. The owner rings a week later asking what was spent. Everyone gets their information through you, and you get it from a WhatsApp thread. Spreadsheets and chat make that painful at ten properties and unmanageable at fifty.
- Maintenance requests come in by WhatsApp with a blurry photo and no reference.
- Owners want to approve spend above a limit, and approvals are lost in message threads.
- Owners ask for statements, copies of the lease and receipts, usually at month end.
- Tenants ask for their contract, the inventory report or the rent receipt.
- Nobody can show who was told what, and when.
What gets built
The parts, shaped to you.
Pick the ones you need. Each is built around how your team already works, then joined up on one set of data.
Maintenance requests with photos
A tenant reports a fault from their phone with photos. It gets a reference and a status (received, assigned, scheduled, done), and the tenant follows it instead of chasing.
Approval above a limit
Set a spend limit per owner. Anything above it goes to the owner in the portal to approve or decline, with the contractor’s quote attached, and the decision is logged.
Owner statements
Rent received, fees, repair costs and what is paid over, month by month, generated from the same records you invoice from. Owners download them instead of asking you.
Documents
Leases, inventory and check-in reports, certificates, insurance and receipts, filed against the property and visible to the people who should see them.
Rent and payment status
Tenants see what is due, what has been paid and pay by card where you allow it. Owners see rent as it arrives.
Contractor jobs
Maintenance jobs go to your regular contractors with the access details and photos, and are closed with a note and an invoice, so the cost lands on the right statement.
Notifications on the channel people use
Status changes by email or WhatsApp, each linking back to the request, so the thread lives in the system rather than in somebody’s phone.
Connects to
- Your CRM or rent system
- Stripe
- Gmail
- Google Drive
- Google sign-in
A good fit if
- You manage enough properties that owner and tenant questions fill your day.
- You handle repairs for owners and need a record of approvals and costs.
- You want owner statements to come from the same data you invoice from.
- You already have, or want, rent invoicing and records in a system the portal can sit on.
Not the right call if
- You manage a handful of your own units. A shared folder and a spreadsheet will do.
- You need a full accounting package for client money. The portal reports on it; your accountant’s software still holds the books.
Proof
Built before, running now.
I haven’t built a property-management portal for a named client yet. The two-sided access, the request tracking and the payout statements are the same building blocks running live elsewhere.
Storage & logistics · Live · in daily useStorex
A customer portal with statements, files and service requests, running next to the staff admin and the crew app.
Read the case study Education · LiveMCMASeparate student and tutor portals on one system, each seeing only their own records.
Read the case study Music & events · LiveMusicPlaygroundA curator portal with live sales and payout bills generated into the accounting system: the same shape as an owner statement.
Read the case studyHow it runs
From first call to daily use.
The same five steps on every project, sized to yours.
- 01A short call or the quote builder
Tell me how the business runs today: the tools, the workarounds, the bit that drives you mad. The quote builder takes about five minutes and gives me a scoped brief.
- 02A fixed quote, in phases
I reply with a fixed price and a phase plan. The must-haves go first, so you are using the system while the rest is still being built.
- 03Previews as it’s built
You see the real system on a private link while it is being built, with your own data in it as early as possible. Changes are cheap at this stage, so this is where we make them.
- 04Your data moved across
Spreadsheets, an old system, email threads: the data comes with you, checked against the source so nothing is lost on the way.
- 05Launch, then care
Your team gets a walkthrough, and I stay on for fixes and new features, either on a monthly support plan or pay as you go.
FAQ
Questions, answered.
Can owners and tenants be on the same system without seeing each other’s data?
Yes. Each role gets its own view and the server enforces it. An owner sees their properties and the tenancies on them, a tenant sees only their own tenancy and documents. Roles are tested before launch.
Can tenants report maintenance from their phones?
Yes, with photos, and every request gets a reference and a status they can follow. The portal installs on the home screen, so it behaves like an app without an app store.
Can owners approve repair costs in the portal?
Yes. You set a limit; above it, the request and the quote go to the owner to approve or decline, and the decision and the time are recorded against the job.
Do I need the CRM and rent invoicing first?
The portal needs a source of truth for properties, tenancies and rent. If you have one with an API, it can sit on top. If not, I’d build it with the real estate CRM and rent invoicing so there is one set of data.
What does it cost in time?
The portal is roughly 55 to 130 build hours, plus 30 to 50 hours of shared groundwork, so a matter of weeks. Documents add 20 to 45 hours and payments 17 to 30. The quote builder shows the total as you tick modules.
Go deeper
Read next, then decide.
ServiceClient portals
A secure login for clients: invoices, documents, bookings, payments and messages.
IndustryPropertyLeads, viewings, tenancies, renewals, maintenance and an owner portal.
SystemReal estate CRMPortal and WhatsApp leads, buyer matching, viewings, offers, promise of sale and commission splits.
SystemRent invoicingRent schedules, deposits, receipts, utility recharges, arrears reminders and owner statements.
Case studyStorexA storage and logistics company’s whole operation in one custom system: quotes, clients, invoicing, the warehouse and the crew in the field.
Case studyMCMAA music academy run end to end from one platform: applications, scheduling, payments, portals and programmes.
Case studyMusicPlaygroundMalta’s alternative music community on one platform: events, tickets, memberships and curator payouts, built with the MusicPlayground team.
IntegrationStripeCheckout, deposits, subscriptions and payment links tied to your invoices and bookings.
Often built together
Related systems.
Client portals
A secure login for clients: invoices, documents, bookings, payments and messages.
PropertyLeads, viewings, tenancies, renewals, maintenance and an owner portal.
Custom CRMEnquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.
Quoting & invoicingQuotes from your rate card, invoices with VAT, deposits and automatic chasing.
How pricing works · Digitalise Your SME grants · All case studies
Start here
Get a fixed quote.
The quote builder opens with the parts on this page already switched on. Add or remove what you like, and I reply with a fixed quote.