Features
A complete property management, compliance, finance and evidence platform — built around connected modules that cover the full lifecycle, from first enquiry to evidence pack.
One connected workspace
Every record — property, tenant, tenancy, compliance, finance, deposit and reminder — links together, so nothing lives in isolation.
Every core module, covered
Core modules span the entire property lifecycle — from onboarding through operations, finance and compliance.
Dashboard
- Portfolio-wide overview & KPIs
- Outstanding tasks and alerts
- Rent collected & occupancy at a glance
- Quick actions for any module
Properties & Rooms
- Property details, addresses & ownership
- Room-level records within each property
- Portfolios, occupancy status & key dates
- Monthly rent and currency per property
People & Tenants
- Tenant master record stored once, linked everywhere
- References (landlord, employer, professional)
- Guarantors and guarantor agreements
- Sensitive data masked and permission-controlled
Tenancies & Contracts
- Lifecycle from draft to fully signed
- Jurisdiction-specific contract templates
- Pre-contract onboarding checklist
- Versioning and audit trail
Compliance
- Gas, EPC, EICR, FRA, HMO and more
- RAG status tracking across risk categories
- Automated expiry alerts to owners
- Deposit protection scheme tracking (DPS, mydeposits, TDS)
- Right to Rent & eligibility checks with evidence
- Evidence documents attached to each certificate
International
- Jurisdiction-aware rules across the UK
- Phased expansion to Europe & USA
- Tax regimes, deposit and notice rules
- Ask Smart Approve jurisdiction guidance
Activities & Calendar
- Maintenance issues with priority & cost
- Inspections and property visits
- Day, week and month calendar views
- Staff assignment and resolution tracking
To Do List
- Every outstanding task in one prioritised list
- References, guarantors, compliance and onboarding
- Rent arrears and overdue follow-ups surfaced together
- Filters by module, priority and due date
Customer Portals
- Tenant, landlord and guarantor portals
- Self-service reporting and documents
- Invoice viewing and payment links
- Check-in, check-out, deposits & disputes
Finance
- Automatic monthly invoice generation
- Payments, part-paid and disputed handling
- Overdue follow-ups and arrears
- Rent tracking with automatic schedules & live arrears
- Property-level expense tracking with receipts & invoices
- Real-time profitability & yield per property
- 12-month cash-flow forecast (committed rent minus scheduled expenses)
- MTD-ready UK tax exports (CSV + PDF) by HMRC category
- CSV exports and Google Sheets logging
Organisation (Multi-Tenant)
- Organisations, regions, branches and teams
- Role-based access with module, action & data-scope permissions
- Plan entitlements enforced server-side
- Row-level security & strict tenant isolation
- Audit trail on every privileged action
- Organisation switcher in the header
Help Centre & Onboarding
- Searchable FAQ and knowledge base
- Ask Smart Approve AI assistant
- Role-based learning modules (agent, manager, landlord, accounts)
- Walkthrough video for first-time users
- Ticketed support with escalation path
- GDPR data-export & erasure for tenants
Enterprise Settings
- First-class control plane, not a basic profile screen
- 25 settings areas from organisation to feature flags
- Configuration inheritance with safe overrides
- Change history, approval and audit on every setting
Platform Governance
- QA Lab audits platform health and improvements
- Security Lab tracks findings and remediation
- Risks Lab maintains a live risk register
- AI-assisted posture reviews for admins
First-class where it matters most
Enquiries, deposits, check-in/out and evidence are first-class capabilities — not afterthoughts — so you are always deposit-dispute ready.
Enquiry Inbox
Website, email, portal and WhatsApp enquiries land in one inbox, auto-matched to a property and routed to the right team with SLAs.
Deposits & Disputes
Full deposit lifecycle — received, protected, deductions, dispute and refund — connected to tenancy, check-in/out and evidence.
Check-In / Check-Out
Room-by-room inspections with photos, video, meters, fixtures and keys, ending in tenant sign-off and manager approval.
Evidence Packs
Check-in vs check-out comparison, inventory, communications and timeline compiled into a shareable, time-limited, audited pack.
Property Marketing
Create a listing once and publish across website, Wix, WordPress and social channels — enquiry to viewing to application to tenancy.
Account Manager
Talk to your account manager from any screen for onboarding, training, configuration, integrations or professional services.
Built for multi-team operators, secured by design
A first-class control plane structures your business — Organisation to Region to Branch to Team to User to Role to Entitlement — with security enforced server-side, not just in the UI.
Organisations, branches & teams
Structure operators hierarchically with regions, branches and teams, and switch between organisations from the header.
Role-based access control
Define roles with module and action permissions plus data scope — organisation, branch, team, property or own records.
Entitlements & plan limits
Property, user and storage limits enforced server-side per plan, so the UI can never bypass what was paid for.
Row-level security
Strict tenant isolation: every customer record is scoped to its organisation with admin-only overrides.
Governed document workflow
References, guarantors and contracts flow through Request, Review, Approve, Sign and Record with a full audit trail.
Audit trail
Every privileged action and setting change is recorded for compliance and accountability.
AI that works for you, within your rules
Ask Smart Approve, the WhatsApp assistant and the in-app property assistant all run through a permission and human-approval layer — never with unrestricted access to your production data.
Low risk
- Summarise a property or enquiry
- Identify missing documents
- Surface next best actions
Medium risk
- Draft tenant communications
- Suggest a task or follow-up
- Recommend a workflow step
High risk
- Bulk changes & sensitive data
- Evidence or regulatory changes
- Permission changes — human approval mandatory
Security, privacy & legal — release-blocking
Tenant isolation, audit, GDPR and legal acceptance are not optional. They cannot be disabled by configuration or overridden by AI.
Security Centre
MFA adoption, active sessions, failed logins, sensitive-data access and security events in one admin view.
Privacy & GDPR
Data retention, DSAR workflows, consent, anonymisation and subprocessor information — with privacy events audited.
Legal acceptance
Mandatory Terms acceptance at signup creates an immutable LegalAcceptanceRecord, versioned and never overwritten.
Tenant isolation
Release-blocking tenant, document, photo, video and evidence isolation — never bypassed by configuration or AI.
International security & compliance
We align with recognised international and regional standards to protect your data across the UK, Europe and beyond.
GDPR
EU & UK
Data protection compliance
ISO 27001
International
Information security management
SOC 2
International
Trust service controls
Cyber Essentials
United Kingdom
UK government-backed standard
Cyber Essentials Plus
United Kingdom
Independently verified
PCI DSS
International
Payment card security
IASME
United Kingdom
Cyber assurance governance
ISO 9001
International
Quality management
ePrivacy
European Union
Electronic communications
CCPA
United States
California consumer privacy
Badges represent standards Smart Approve aligns to or is working toward. Informational only and not a warranty of certification status.
Built-in labs keep the platform healthy
Three admin labs — QA, Security and Risks — run inside the platform so issues are caught, owned and closed, not lost in a spreadsheet.
QA Lab
Audits platform health, tracks improvement suggestions and surfaces data-integrity issues before they bite.
Security Lab
Maintains a live register of security findings with severity, status and remediation owner — tracked to closure.
Risks Lab
Operational, financial and compliance risks logged, assessed and mitigated with residual risk and an owner for each.
Automation built in
Less manual chasing — the platform handles the repetitive work for you.
Monthly invoicing
Invoices generated for every active tenancy.
Rent reminders
3-days-before reminders with overdue escalation.
Compliance alerts
Certificate expiry warnings to owners.
AI assistant
Ask Smart Approve answers across your data.
See it in action
Start your free trial and explore every module for 90 days.