Managing a property portfolio can be rewarding, but it’s not always straightforward. Julie Hann, one of our experienced directors, has worked with landlords for over 25 years and knows first-hand how quickly things can become overwhelming. “I often meet landlords who start with one property and before they know it, they’re juggling five or six,” she says. “Without the right systems, it can feel like a full-time job.”
From chasing rent payments to preparing tax returns, manual processes can lead to errors, missed deadlines, and unnecessary stress. Good systems can really make a difference, not just for compliance, but for peace of mind and profitability.
Here are some easy, effective ways to take control of your property management processes:
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Invest in Property Management Software
Modern property management software can make a real difference. The right platform can automate and centralise many of the day-to-day tasks that typically take up a lot of time. Look for software that offers:
- Automated Rent Collection
Automated rent collection ensures tenants pay on time and reduces manual follow-ups. - Centralised Documentation
Keep lease agreements, tenant communications, and compliance documents in one secure place. - Automated Lease Renewals
Set reminders or auto-renewal options to avoid gaps in tenancy and ensure consistent rental income. - Supplier & Contractor Register
Maintain a central database of trusted suppliers and contractors to make it easier to manage repairs, maintenance, and renovations.
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Use Cloud-Based Accounting Tools
Accounting is the backbone of any successful property portfolio. Cloud-based platforms offer flexibility, security, and real-time access to financial data.
With cloud accounting, you can:
- Track Income and Expenses Per Property
Drill down into the financials of each property to see exactly how much income it’s generating and what costs are being incurred. - Generate Reports for Tax and Compliance
Easily produce reports for your accountant or HMRC, helping you stay compliant and prepared for tax season. - Collaborate with Your Accountant
Share access with your accountant so they can manage records, reconcile transactions, and offer proactive advice.
We often see landlords sacrificing their evenings and weekends to pull together numbers for accounts and tax returns. With the right software, that process is almost instant as reports are ready in minutes instead of hours.
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Keep Financial Visibility Front and Centre
One of the most common mistakes landlords make is treating their portfolio as a single entity. Instead, treat each property as its own financial unit. This allows you to:
- Identify underperforming assets
- Make informed decisions about rent increases or renovations
- Spot trends in maintenance costs or tenant turnover
With clear visibility, you can make better decisions and grow your portfolio with confidence.
Our Software Recommendations
Over the years, we’ve seen how the right tools can make property management far less stressful. That’s why we work with two platforms we know work well: Xero and Hammock.
Xero is a cloud-based accounting system that gives landlords real-time visibility of their finances. It’s secure, easy to use, and makes collaboration with your accountant simple so there are no more spreadsheets or endless email chains. Xero is a full accounting package that offers payroll and VAT returns and is ideal for landlords who need a balance sheet alongside day-to-day tracking.
Hammock is designed specifically for landlords. It focuses on the income and expenditure details needed for tax returns, while also offering add-ons for those who want a complete set of accounts. Beyond accounting, Hammock includes property management features such as tracking rental yields and setting reminders for lease renewals and safety checks, helping landlords stay organised and compliant.
Why This Matters Now
With Making Tax Digital for Income Tax (MTD) coming into force for many landlords from April 2026, digital record-keeping isn’t optional; it’s essential. Quarterly updates and accurate reporting will be required, and the right systems make this simple.
This is where strong management systems become key. By using platforms like Hammock and Xero, you can
- Automatically categorise income and expenses for each property
- Generate MTD-ready reports and submit updates directly to HMRC
- Stay ahead of deadlines and reduce the risk of penalties
Having these tools in place not only ensures compliance but also gives you better visibility for tax planning, cash flow management, and long-term portfolio growth.
Julie’s advice? “Don’t wait until the deadline. Get set up now so you’re ready and so you can benefit from better visibility and control straight away.”
For more information or help choosing and setting up the right tools, contact our property team at info@bhp.co.uk.
