Letting Agency Software for Overseas Landlord Reporting and Rent Chasing in London (2026)

The verdict in three sentences

A letting agency managing 900 units in London for landlords who often live in Dubai, Hong Kong, Lagos or Singapore lives on two things: collecting rent on time and reassuring owners who never see their property. Software with automated receipts and rent chasing, online collection by card, open banking or direct debit, and monthly landlord reporting costs GBP 3 to 8 per unit a month off the shelf, or GBP 60,000 to 140,000 excluding VAT as a custom build over 3 to 5 months. The realistic target is arrears below 5 %, against 8 to 12 % in agencies still chasing by phone and reconciling by spreadsheet.

Daily life at a 900-unit agency without the right tool

On the 3rd of the month, property managers start calling tenants. Payments arrive by standing order with vague references, by bank transfer from a parent's account, occasionally by card at the office. Each one has to be matched to a unit in the client account, then each landlord gets a statement and a payout. With 900 units and 320 landlords, about 40 % of them overseas, this keeps three to four people busy.

Overseas landlords add obligations. Under HMRC's Non-Resident Landlord Scheme, the agent must deduct basic-rate tax from rent unless the landlord holds NRL approval, and file quarterly and annual returns. Client Money Protection membership is mandatory for agents in England. A late statement or an unexplained deduction and the landlord moves agency.

Modules and their cost

The project rests on a single register of units, tenancies and tenants, with automation plugged on top. The rent schedule issues demands. Online collection gives each tenant a payment link and matches every payment to its unit. Receipts go out on payment. Rent chasing follows a ladder: SMS at day 3, WhatsApp at day 7, manager call at day 10, formal letter at day 20. The landlord portal shows rent received, fees, NRL deductions, maintenance jobs with photos and the monthly payout.

These are 2026 ballpark figures from UK agencies. Kolonell, with a team in Dakar, prices a project of this scope on its custom application grid, from medium (4,000,000 to 7,000,000 FCFA, 6,100 to 10,670 EUR) to complex (7,000,000 to 15,000,000+ FCFA, 10,670 to 22,870+ EUR), with maintenance at 35,000, 75,000 or 120,000 FCFA a month depending on support level. Tenant data falls under UK GDPR: the design includes consent, role-based access and secure hosting.

Mini case study

Priya, managing director of a lettings agency in Clapham, manages 900 units at an average rent of GBP 2,100, so GBP 1,890,000 is due every month. Her management fee is 11 % of rent collected. Today 9 % of rent is still unpaid at month end, GBP 170,100. Bringing that down to 4 % means GBP 94,500 more collected each month for landlords, and fees up by 94,500 × 11 % = GBP 10,395 a month, or GBP 124,740 a year.

The custom build is budgeted at GBP 95,000 plus GBP 12,000 a year of maintenance. Payback comes in a little over nine months on recovered fees alone. Two property managers are freed from chasing calls to win new instructions, and overseas landlords stay because their statement arrives clearly on the 3rd of every month.

FAQ

Will tenants actually pay through a link?

Most will. Agencies sending a personalised open banking or card link typically see 60 to 80 % of rents paid that way within three months, with fewer mismatched references.

How do overseas landlords get paid?

The software prepares each landlord's monthly payout net of fees, works and NRL tax where due. Payment goes by international transfer, with statements in GBP and, if wanted, the landlord's home currency for information.

Can you migrate our existing data?

Yes, 900 units migrate in 2 to 3 weeks, with tenancy and balance checks. Inconsistencies are listed and fixed with your team before go-live.

What happens when a tenant still does not pay?

After the automated ladder, the case moves to arrears management with the full chasing history. The landlord sees its status in the portal, saving around ten calls per case.

How long until we are operational?

Receipts and online collection are usable from month two. The full project with the landlord portal takes 3 to 5 months.

Let's scope your project. In one workshop we map your portfolio, your collection flows and the reporting your landlords expect, then propose a module-by-module plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.