Property management software vs spreadsheets
Most landlords start with Excel or Google Sheets, and for two or three properties that's fine. As a portfolio grows, the spreadsheet becomes the risk: missed certificate renewals, rent arrears no one spotted and reports that take a day to build.
Side by side
| Spreadsheet | PropManager | |
|---|---|---|
| Rent tracking and arrears | Manual entry, easy to fall out of date | Paid, pending and overdue rent per tenancy, with collection rate |
| Certificate expiry dates | Only if someone checks the sheet | Gas safety, EICR, EPC and more flagged as they approach expiry |
| Lease events | Separate calendar or memory | Reminders for lease expiries, rent reviews, break clauses and Section 13 notices |
| Repairs | Emails, texts and a tab per building | Work orders with priority, contractor, cost and status |
| Tenant access | Not possible | Tenant portal for rent history, repair requests and documents |
| Yield, NOI and valuations | Formulas you have to maintain | Calculated automatically per unit, property and portfolio |
| Board and lender reporting | Rebuilt by hand each time | One-click board report, exportable to PDF |
| Team access | Shared file, anyone can edit anything | Owner, admin, manager and read-only roles |
| Documents | Folders on a shared drive | Document vault linked to each property, unit and tenant |
When a spreadsheet is enough
If you have one or two properties, let them yourself and keep a close eye on renewal dates, a well-kept spreadsheet can work. PropManager's Starter plan is free for up to 5 units if you'd like a tidier home for the same information.
Signs you've outgrown it
More than one person updates the file, certificates have lapsed without anyone noticing, you can't say your portfolio's net yield without an afternoon's work, or tenants keep emailing to ask about rent and repairs.
Moving your data across
Upload your existing tenancy schedule as an Excel (.xlsx) or CSV file. PropManager creates the units, tenants and leases from it, including past lease terms, so you don't start from scratch.
What it costs
Free for up to 5 units. Pro is £49 a month with 50 units included. Business is £149 a month with 250 units included. Every new company gets a 14-day Pro trial with no card required.
Swap the spreadsheet for something built for property.
Free for up to 5 units. No card required for the Pro trial.