Property × Quoting & invoicing

Rent invoiced on the day. Arrears chased without a spreadsheet.

Every tenancy has a rent schedule. Invoices and receipts go out on the right date, payments are matched, late rent triggers polite reminders that escalate, and owner statements fall out of the same records. It’s invoicing and quoting software built around leases rather than around one-off jobs.

Get a quote for this See it runningA first version: 6–10 weeks

Sound familiar?

Rent is the same every month. The exceptions aren’t.

A mid-month start. A rent review on the anniversary. A tenant who pays on the 10th every time. A deposit held for one owner and not another. A utility bill to split between two tenants. Standard invoicing software is built for a business sending one-off invoices, so property managers end up with a rent spreadsheet next to it, and the numbers drift apart. The bigger the portfolio, the more month-end becomes a reconciliation exercise.

Rent invoices are copied from last month’s and the dates and amounts are edited by hand.
Rent reviews and lease end dates live in a calendar nobody checks.
Late payers are chased when someone has time, and that is not on a schedule.
Owner statements are built by hand at month end from three sources.
Deposits are tracked separately and returned late because the paperwork was missing.

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.

A schedule per tenancy

Rent amount, due day, start and end dates, review date and the owner’s details, set once per lease. Part-month starts and ends are prorated from the dates, not retyped.

Invoices and receipts on schedule

Invoices generated and sent on the right date, with receipts when payment lands. VAT treatment is set per tenancy, with your accountant, rather than assumed for every property.

Payments matched to the right tenancy

Card and bank payments recorded against the right invoice. A bank statement can be imported and matched by amount and reference, with anything unclear shown for a person to decide.

An arrears ladder with safety checks

A friendly reminder first, a firmer one later, a final notice after that. Each send is checked so nobody is chased for something paid ten minutes ago, as in the chasing ladder I built for Storex.

Deposits

Deposit amount, date received, who holds it and the conditions for return, with a checklist at move-out so deductions are documented before the refund.

Utilities and recharges

Water and electricity readings or bills split between tenants by area or meter, added to the next invoice with the working shown.

Rent reviews and lease dates

Reminders ahead of reviews, renewals and expiries, with the new rent applied from the right date once agreed.

Owner statements and exports

Rent collected, management fee, repairs and amount paid over, per owner and per month, plus exports for your accountant. A sync to accounting software such as Xero is possible.

Connects to

Stripe
Accounting software
Gmail or Outlook
WhatsApp
Bank statement import
Your CRM

How integrations work

A good fit if

You collect rent on more than a dozen tenancies and month-end is a reconciliation job.
You manage for owners and owe them statements.
Late payment is a regular conversation and you want a fair, consistent process.
You want rent, deposits and utilities in one place, linked to the tenancy record.

Not the right call if

You have a few tenants and rent arrives by standing order. A spreadsheet, or ordinary invoicing software, is cheaper and enough.
You need a regulated client-money or trust-accounting product. This system tracks and reports; it doesn’t replace your accountant’s books.

Proof

Built before, running now.

I haven’t built rent invoicing for a named client yet. The recurring billing, the reminder ladder and the statements are the same building blocks running live elsewhere.

Storage & logistics · Live · in daily useStorex

Drafts, bulk sending, two-way sync with Wix invoices and an overdue-chasing ladder with safety checks on every send. Renewals follow the contract term.

Read the case study Education · LiveMCMA

Stripe checkout, instalment plans, coupons and automatic payment reminders for an academy’s fees.

Read the case study Music & events · LiveMusicPlayground

Payout bills generated into the accounting system for curators: the same pattern as an owner statement.

Read the case study

How 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.

How is VAT on rent handled?

VAT depends on the property and the lease, so I don’t assume it. The treatment is set per tenancy, with your accountant, and the invoices follow it. For how VAT shows on invoices in general, see Malta VAT invoices.

Can it match bank payments to tenants?

Yes, from a bank statement export matched by amount and payment reference, with anything ambiguous put in a queue for a person to confirm. I don’t move money; the system tracks and reconciles what arrives.

Can the reminders go out on WhatsApp?

Yes, through the WhatsApp Business platform, alongside email. Wording and timing are yours, and each message passes a check that the invoice is still unpaid.

Does it give owners their statements?

Yes, the same records produce a monthly statement per owner. Owners can read them in the owner and tenant portal, or you can send them as PDFs.

Can I get my existing tenancies in?

Yes. Tenancies, rent amounts, dates and deposits come across from your spreadsheet and are checked against it before you switch. A rent roll with clean dates is a quick import.

Go deeper

Related systems.

Quoting & invoicing

Quotes from your rate card, invoices with VAT, deposits and automatic chasing.

Property

Leads, viewings, tenancies, renewals, maintenance and an owner portal.

Client portals

A secure login for clients: invoices, documents, bookings, payments and messages.

Custom CRM

Enquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.

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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.

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