Run Your Whole Lettings Business From Your Phone: Why We Built TenantSync for iOS & Android

Think about where a letting agent's day actually happens. At a viewing. Mid-inspection with a tenant. In the car between properties. Standing in a hallway looking at a leak. Almost none of the moments that matter — the moments where a deadline is remembered or missed, a problem is logged or forgotten, a landlord question is answered well or fudged — happen at a desk with a browser open. And yet the software the industry runs on has, for years, assumed exactly that.

That mismatch is the reason things slip. Not carelessness — logistics. You can't act on an arrears alert you won't see until Monday, or serve the right rent increase when the landlord asks you on a Tuesday viewing and the calculator is back at the office. So when we built TenantSync, "works on your phone" wasn't a nice-to-have bolted on at the end. It was the premise.

Why desk-bound software fails a lettings business

Desktop-only tools fail lettings in a specific, repeating way: they turn every field event into a note-to-self. You spot something at a property, you tell yourself you'll enter it when you're back, and the gap between the two is where it dies. Multiply that across a portfolio and a team, and the leaks add up fast:

• Deadlines you don't see in time. An RTB renewal or a licence date sitting in a desktop system only helps if you're logged in on the day it matters — and the busy weeks when you're never at the desk are exactly the weeks you most need reminding.
• Arrears found late. If reconciliation happens at month-end on a laptop, a payment that failed on the 2nd is a three-week-old problem before anyone acts. On a shrinking landlord's cash flow, that lag is real money and real trust.
• Maintenance that decays into a phone note. A fault seen at a viewing, jotted on a Post-it or a WhatsApp to yourself, is a job half-lost — no record, no owner, no audit trail for the landlord.
• Answers you have to defer. "Can I put the rent up?" deserves a confident, compliant answer in the moment, not "let me check when I'm back."

The problem was never that agents forget. It's that desk-bound software makes the field and the record two different places — and asks a busy person to bridge the gap by memory. A mobile-first platform removes the gap: the field is the record.

One platform, three surfaces — not a companion app

The most important thing to understand about the TenantSync app is what it isn't: it isn't a stripped-back sidekick to the "real" web product. The iOS app, the Android app and the web app all talk to the same TenantSync backend and the same database. There is one source of truth for every property, tenancy, payment, document and compliance date — and each surface is simply a window onto it.

In practice that means no syncing, no export/import, no "I did it on my phone but it's not on the system." Add a tenancy on the web at your desk and it's on your phone before you reach the car. Clear an arrears flag on your phone at a property and it's cleared for the whole team on the web. You pick the surface that fits the moment — the browser for heavy data entry and reporting, the app for everything else — and the data is always the same.

The compliance dashboard in your pocket

Compliance is TenantSync's core, and it's the first thing that belongs on a phone — because the whole value of a compliance system is that it reaches you before a date passes, and the desk is the one place you reliably aren't. The app carries the same RTB compliance dashboard as the web: every tenancy's 30-day registration deadline, annual renewal, Part 4 rights and rent-review eligibility, colour-coded compliant, upcoming and overdue across your whole portfolio.

So a genuinely useful thing becomes possible: waiting for a tenant at a viewing, you open the app, see that two tenancies tip into "renewal due" next week, and deal with them on the spot instead of hoping you remember at the office. The dashboard that used to live on a screen you weren't looking at now lives in your hand.

Push alerts a spreadsheet can't send

A spreadsheet is passive — it waits to be opened. The single biggest thing a phone adds is that TenantSync becomes active: it reaches out to you when something needs attention, instead of relying on you to go looking. Push notifications turn the deadlines and events that used to hide in a file into a tap on your lock screen:

The Open Banking rent reconciliation underneath is what makes the arrears alert trustworthy: it's a real, bank-confirmed missed payment, not a guess. Getting that as a push the day it happens — while you can still do something about it — is the difference between managing arrears and being surprised by them.

Log maintenance from the property, not the office

Maintenance is the workflow that most obviously belongs on a phone, because it starts at a property and almost never at a desk. In the app you can raise a maintenance request the moment you see the problem — attach photos taken on the spot, describe the issue while it's in front of you, link it to the right unit and tenancy — so it becomes a tracked job with an owner and a record, instead of a note you hope to action later.

That on-site capture matters twice over. It means nothing gets lost between the property and the system, and it means the landlord gets a clean, timestamped trail of what was reported and when — the kind of record that makes an agency look organised and protects it if a dispute ever arises. Tenants can log issues from their side too, and because it's all the same platform, the request, its status and its history stay in one place through to resolution.

The rent-cap calculator on-site

"How much can I put the rent up?" is the question landlords ask most, and it's rarely asked when you're at your desk with a spreadsheet. Since March 2026 the answer is governed by the national rent cap — a review capped at the lower of 2% or CPI — and getting it wrong makes the increase invalid and disputable at the RTB.

The app carries the national rent-cap calculator in its tools, so you can answer the question properly in the moment: enter the tenancy's figures, get the maximum allowable rent in about thirty seconds, and give the landlord a confident, compliant answer on the spot rather than "let me check when I'm back." Do it on the web and you can take it all the way to an auto-generated, compliant rent-review notice — one continuous workflow, whichever surface you started on.

Leases, documents & e-signature on the go

The paperwork of a tenancy travels with you too. From the app you can reach lease agreements and get them signed electronically, pull up a tenant's or property's documents when you need them at a viewing or a meeting, and record expenses and property notes as they arise. RTB documents live there as well, so the evidence of a registration is a tap away rather than a folder-dive.

None of this is a separate mobile silo. A lease signed on a phone, a document uploaded on-site, an expense logged at a hardware shop — they're all written to the same account you and your team see on the web, immediately. The phone doesn't fragment your records; it fills them in from wherever the work actually happens.

Moving off spreadsheets and Letman

If your portfolio currently lives in spreadsheets or in Letman, the phone is often what finally makes the switch worth it — because it changes what the software can do for you rather than just where it lives. Moving over doesn't mean re-keying years of history: TenantSync offers concierge onboarding to bring your tenancies, tenants and key dates across, so you start with your real portfolio populated, not a blank app.

Once it's in, the dates you used to hold in a sheet become tracked deadlines that ping your phone, the rent you used to match by hand reconciles through Open Banking, and the compliance status you used to reconstruct becomes a live dashboard you can open at a set of traffic lights. The spreadsheet was a filing cabinet; the app is a colleague that reminds you.

Is it secure?

Running your business from your phone only works if the phone is safe to run it from. TenantSync uses authenticated, token-based access, and the sensitive financial connection — your bank — runs on regulated PSD2 Open Banking, where you authorise access on your bank's own screen and TenantSync never sees your banking credentials. The app is a secure window onto your account, not a copy of your data sitting on the device, so a lost phone doesn't mean lost records — you log in on a new one and everything is exactly where you left it.

Get the app and get started

1. Download TenantSync free on the App Store or Google Play — or start on the web.
2. Start your free 14-day trial — no credit card required.
3. Add a property and tenancy (or ask about concierge onboarding to bring your whole portfolio across).
4. Connect your bank so rent reconciles and arrears alerts start reaching your phone.
5. Turn on notifications and let the deadlines come to you.

Frequently asked questions