Lettings, client accounts and the team's day, in one app.
A lettings pipeline, client accounting, the team's diary, inspections, keys and maintenance, and a portal for your landlord clients, all on one set of landlord, tenant and applicant records.
14 days free. No card needed. The demo needs no sign-up.
Lettings pipeline
From enquiry to move-in on one board.
Applicants, adverts, offers and progression share the same records, so nothing is typed twice.
- Applicants with their requirements, and the best matches scored on the home and what it costs, with the reasons
- Send details by email, and book a viewing in the diary: a clash is refused
- Listings with their enquiries, viewings and matches, and an advert page of its own for each
- Offers are refused above the advertised rent, and the landlord's decision is recorded with a reason
- Holding deposits capped at one week's rent, with the deadline counted down
- Progression from enquiry to move-in; Move in sets up the tenancy
- Send the tenancy agreement to sign: tenants sign in the tenant app by typing their name and ticking the consent wording, you countersign, and the signed copy with its audit certificate is filed on the tenancy. It records the signing and does not make a clause fair or valid
Client accounting
Rent in, statements out, payouts approved by two people.
Ownkeep records the money and never holds it. It stays in your client account, and the books say where every pound is.
- Rent received takes the agreement's fee, and VAT where you charge it, in the same step. Undo takes both back
- A client ledger for each landlord, and a client account check: the bank equals what is held for landlords, deposits and unallocated money
- Reconcile a bank statement: a suggested match with the reasons, and Accept, Choose another, Split or Ignore
- Or connect the client account for a read-only look (Open Banking): the lines it reads wait on Reconcile, unmatched, for you to match. Ownkeep never moves money
- A monthly statement for each landlord, numbered with no gaps, as a PDF and by email
- Payout runs from each balance less what is kept back, never overdrawing a landlord. The person who prepares a run cannot approve it, and only a director can
Landlords, valuations and branches
Each client, their homes and their terms.
From the first valuation to the management agreement, a landlord's record holds their homes, their statements and their money.
- Valuations: each landlord lead from first contact to instructed. Book the market appraisal in the diary, record a suggested rent and send the proposal by email. Instructed makes them a client with a managed property in one step, and Undo takes it back
- A valuation form for your own website: a landlord gives the postcode and the home, sees a rent range from your own lets, labelled as not a valuation, and arrives as a lead
- Service level, fee, letting and renewal fees, VAT, repair limit and start date on each agreement
- Payout details kept sealed: only the last four digits of an account number are ever shown
- A manager and a negotiator on each property, and Assign manager in bulk
- Branches for an agency with more than one office: each property and person belongs to one or more, every list can be filtered by branch, and a person can be limited to their own
- Views for fully managed homes, voids, arrears and compliance risk
Diary, tasks, inspections and keys
The team's week, and the jobs that fall out of it.
One diary for viewings, inspections, valuations, check-ins, check-outs and key handovers.
- A lane for each person, or everyone on one time grid; move, mark done or cancel, each with Undo
- Anyone can connect their own Google or Microsoft calendar, and dates go into a calendar Ownkeep makes for them, one way only
- Tasks for the team, tied to the home, landlord or works order they are about, with My tasks on Home
- Inspections: every managed home with when its next is due. Record the outcome with photos, and the report is made as a PDF kept on the home
- Keys: a set for each home, checked out to staff, a contractor or a tenant with a return time, and overdue ones in red
Maintenance
Works orders that respect the landlord's limit.
Every repair is a works order on a board of eight steps, from reported to invoiced.
- The landlord's repair limit comes from their agreement. A quote over it moves the order to Awaiting landlord, and nothing is booked or started while it waits
- A landlord can approve in their portal below, or staff record the yes or no by phone or email. A yes covers only the amount asked
- Photos, booking a contractor, emailing the job and telling the tenant, as in the landlord app
- Awaab's Law timings shown as targets to work to
Landlord portal
Your landlord clients see their own homes, without phoning you.
Switch the portal on for a landlord, invite them by email, and they sign in with a code. It shows only the homes a live agreement covers.
- Rent received this month against expected, the next payout, and the money held for them
- Approvals: a works order over their repair limit, with the quote, the contractor, the tenant's photo and your note. They approve, decline with a reason or ask a question, and it is logged and lands in your inbox
- Issued statements and documents such as their agreement, certificates and inspection reports, each as a download link that expires in 15 minutes
- Messages back and forth in the portal, offers to approve and changing payout details are not in it: replies come by email, and payout details are changed by calling you
Routines and approvals
Regular work done by rules, and a yes where it matters.
29 routines chase late rent, remind before rent is due, book certificate renewals and chase contractors, draft the monthly statements and payouts, chase references, and add tasks for deposits, Right to Rent, licences, Awaab's Law and inspections. Each is on or off, with what it would do next, its history and Undo. What a routine prepares waits in one Approvals queue in the inbox, which you approve, edit or decline, and Pause everything stops them all.
Team inbox
One inbox for the whole team.
Messages from tenants, landlords, applicants and contractors, documents to sort and alerts, in one list.
- Views for Open, Mine, Snoozed and Done, with counts
- Assign a conversation to someone, and it shows on their Home
- Snooze, mark done and reopen, each with Undo, and j, k and e to move and finish
- Links to the home, tenancy, landlord, applicant and works order beside each thread
- Your agency has its own email address: mail sent to it, and a tenant's emailed reply to a message from you, arrives in the inbox with its attachments waiting to be filed
- Each person can connect their own Gmail or Outlook: mail under a label or folder they choose, and mail with attachments from people Ownkeep knows, arrives in the inbox, and replies can go from their own address. Their mailbox is not changed, and nobody else can use their connection
- Bring in a file from Google Drive or OneDrive: search, and it arrives in the inbox to be filed
Reports and compliance
Figures from the ledger, and a matrix of what is due.
Reports read the ledger and the portfolio, and each has a CSV.
- Rent collected against expected, fee income by service, empty homes at each month end and arrears by age
- Rent, arrears and fees for each branch, and valuations from lead to instruction
- A compliance matrix for every property, worst first: gas, EICR, EPC, alarms, deposit, Right to Rent, HMO licence and information sheet
- Open a cell to see its date and make a task for the manager
Moving in
Bring your landlords, homes and history across from your old system.
Settings, Import reads the exports from your old system, or your own Excel or CSV sheets, and shows you what it will make before anything is saved.
- Choose one file or several. Ownkeep works out which system each file came from and what it holds, and you can change that, and every column. It knows the column names Alto, Reapit, Arthur and Fixflo use. Jupix publishes no list of its fields, so a Jupix file may need some columns chosen by hand
- Landlords, properties, tenancies with joint tenants, rent and deposit, and certificates and key dates
- Your history: opening rent balances, past tenancies, repairs and contractors. A balance goes in as an opening figure, never as a payment or a charge, so arrears read right and no rent is counted twice. Past tenancies are kept on the home, read only. Open repairs become works orders, and closed ones are kept as history. From Fixflo, Ownkeep takes repairs and contractors
- Documents from a zip, with a list that names each file's home or one folder for each home, filed to each home's Files and never twice
- The preview lists the landlords with their homes under them, and each problem row with its plain reason. Rent that is not monthly, every four weeks or weekly is left out, never guessed, and a balance, past tenancy or repair that matches no home is left out until the home is there
- Rows that match a landlord, property or tenancy you already have fill gaps and never make a duplicate. Every column of the old file is kept with the record, read only, under From your old system
- Run both side by side while you move: bring the next export in and Ownkeep shows what changed first. It updates a corrected address, contact details, a repair or a balance, never adds a second copy, and keeps a change of rent or tenancy as a note for you to check
- You confirm once, because it changes your bill. The whole import can be undone from Recent imports while no rent has been recorded and nothing has been added to what it made, and imported documents go to the Bin
- Nobody is contacted: no portal invite, sign-in or email goes out because of an import
- Settings, Export everything gives you the whole workspace, files included, with your records in the same spreadsheets the import reads
The tenant app
Your tenants get an app of their own.
Invite a tenant from the tenancy and they sign in with a code by email. They report repairs with photos, which become a works order and a conversation in your inbox, see their rent, message the team and open their documents. They also sign the agreement you send, look through an inventory, comment on a room and acknowledge it, and can tell you they have paid, which is only their word until you record the rent. See what tenants see.
Not yet
Coming later.
We would rather say what is not built than have you find out in a demo.
Portal feeds
Coming laterPublishing to Rightmove, Zoopla and OnTheMarket, with enquiries coming back. Adverts have a public page of their own today.
Text messages and Xero
Coming laterText message reminders, and an export for your accounts.
Deposit scheme registration
Coming laterOwnkeep records a deposit and when it was protected. Registering with a scheme from inside Ownkeep is not built.
Price
One price for each property you manage.
£1.50 per managed property a month, with a minimum of £49 a month. The minimum covers up to 32 properties.
14 days free, for up to 50 properties. Pay monthly, or yearly for ten months' price.
Book a demo
See it with your own questions.
Tell us a little about your agency and we will reply. Or open the agency demo now, with no sign-up.
The agency demo
An agency with staff, landlord clients and every module's data, in a copy of its own for 24 hours. Emails from it are shown on screen, not sent.
Run the agency from one place.
Start a trial, or open the demo first. Landlord? See Ownkeep for landlords.
14 days free. No card needed. The demo needs no sign-up.