Rentals Module: Tenants, Tenancies and Maintenance

The Tenants pipeline, the tenancy record that runs renewals, rent reviews and deposit compliance, and maintenance tickets. 20 credits a month (about €20), or 50 credits a month unlimited.

The Rentals Module is three things sold together: the Tenants pipeline, Tenancies and Maintenance. The pipeline is the journey to a signed contract. The tenancy is what runs for the next one to five years.

Pricing: Starter is 20 credits a month (about €20) for up to 10 active tenancies. Unlimited is 50 credits a month (about €50) with no cap.

The Tenants pipeline

Every lead tagged Long Term or Short Term lands here. The stages run:

Rental Lead
Qualified and Criteria Defined
Matching Properties
Viewings Booked
Viewings in Progress
Negotiating
Reservation Paid
Contract Review
Contract Signed
Deposit Paid
Awaiting Move-In
Active Tenancy
Renewal Pending

At Contract Signed you are asked for the property reference. If it is your own listing, the listing is set to reserved and the listing agent is notified. If it belongs to another agency, they get an email asking them to update it: we never change the status on someone else's listing.

At Active Tenancy you are asked for the tenancy dates, tenant and landlord details and marketing consent. Both the tenant and the landlord are then added to Nurture.

Tenancies

A tenancy is created automatically when a deal reaches Contract Signed, pre-filled from the deal: property, tenant, landlord, dates, rent and deposit. You are only asked for the gaps. There is also a manual option for adding rental agreements you already manage, and a CSV import for bringing over an existing rental book in one go.

The status looks after itself, driven by the dates rather than by you: Draft, then Active when the lease start passes, then Expiring when the renewal window opens. From there it becomes Renewed as a new linked tenancy so the history chains together, Periodic if nobody acted and it rolls on, or Ended.

What runs off the tenancy

Renewals. The tenancy moves to Renewal Pending before the lease ends and notifies you. The window is configurable at 60, 90 or 120 days. It defaults to 60, and 120 is the sensible setting for managed long-term contracts, because under the LAU the landlord's notice period is longer than the tenant's.
Annual rent review. Long-term rents update each year against the official index. The system knows the anniversary and the current rent, calculates the permitted new rent and drafts the notification to the tenant.
Deposit compliance. Deposits move through Unpaid, Held, Registered with the region and date, then Returned or partially withheld, with a reminder if a deposit has not been registered inside the legal window.
Notice deadlines. You are warned before the deadline passes, not after.
Repair history. Every maintenance ticket hangs off the tenancy, so the full history for a property sits in one place.

Maintenance

A ticket is linked to the tenancy rather than only to the property, which fills in the tenant as reporter, the landlord as payer, and the property. Vacant units and sales-side jobs can still be linked to a property on its own.

Tickets move through Reported, Triaged, Awaiting approval, Approved and scheduled, In progress, Awaiting parts, Done and Closed, with the tenant confirming the repair as the closing step.

The tenant reports it themselves

Tenants raise their own tickets through a magic link, with no login. The link is sent at move-in and included in their emails. They add a description and photos, and the ticket arrives already linked to their tenancy, so all you do is triage it. The photos matter more than they sound: a plumber quoting from two photos often saves a visit.

Landlord approval

Each landlord has an approval threshold, so small repairs go ahead without asking. Anything above it goes to the landlord by email with the issue, the photos and the quote, and one-click Approve or Decline. Days of phone tag become hours, and there is a written record if anyone disputes it later.

Costs and who pays them

Every ticket records who pays: landlord, tenant, agency, or split. That is what makes the landlord statement possible, a periodic report per landlord covering repairs done, what they cost, the invoices, deposit status and rent roll. It is the report that makes a landlord hand you their next property.

Suppliers

Suppliers are a directory rather than free text, with trade, zones and contact details, so sending a job is one click with the description, photos and address already filled in. Response times and cost history build up per supplier, so you can see who is actually good.

What the system chases for you

Urgent tickets such as a leak, no water or anything electrical go straight to the Daily Action Queue with a notification and an SLA timer.
Tickets left open for a week or more without an update surface the same way a stalled deal does.
Recurring compliance items such as the annual boiler revision or a gas certificate are scheduled per property and raise their own ticket on the anniversary.

The dashboard tracks live tenancies, expiring contracts, rent roll, deposits and anything awaiting landlord approval, alongside your average days to resolve.