Bespoke landlord software built on Odoo for UK private landlords and property portfolio managers. Softomate configures Odoo to manage tenancy records, rent tracking and arrears, maintenance requests, Gas Safe and EICR compliance, deposit protection, Section 21 and Section 8 notice generation, and expense recording for tax - all in one platform with no per-property monthly licence fee. Core setup from £5,000 one-time for landlords with 5 or more properties. HMO room-level management and multi-entity ownership structures available. Free scoping call.
Softomate builds landlord software on the Odoo platform for UK private landlords, accidental landlords growing into property investors, and limited company property portfolios. The system covers the full tenancy lifecycle from property setup and tenancy creation through rent collection, maintenance management and compliance tracking to tenancy end and deposit return. For landlords managing residential blocks through an RTM company or managing agent structure, see our block management software page. Related services include custom Odoo module development, full Odoo ERP implementation and bespoke CRM development.
01. Key Benefits
Arthur Online, Landlord Vision and similar SaaS landlord platforms charge per property per month. A landlord with 20 properties at £5 per property pays £1,200 per year. Add 10 more properties over the next 5 years and the annual cost grows automatically with no control over it. Softomate's Odoo implementation is a one-time cost from £5,000. Adding properties 21 to 50 costs nothing in extra licence fees. For a growing property portfolio, the total 10-year cost of Odoo is a fraction of cumulative SaaS fees.
Missing a Gas Safe certificate renewal or an EICR expiry date exposes landlords to civil penalties up to £30,000 for local authorities and renders a Section 21 notice invalid. Softomate configures Odoo compliance tracking to record Gas Safe, EICR, EPC, HMO licence and deposit protection dates for every property and send advance reminders at 90, 60 and 14 days before expiry. A compliance dashboard shows every certificate's current status across the full portfolio in one view so no renewal is missed through oversight.
Odoo tracks rent due dates and payments received for every tenancy and calculates the current arrears balance automatically. When rent is overdue, Odoo generates a rent arrears reminder email to the tenant on a configurable schedule - first reminder at 3 days overdue, second at 7 days, formal notice at 14 days. Tenant rent statements showing all charges and payments are generated as PDF reports on demand or sent automatically on a monthly basis. Arrears reports across the full portfolio identify high-risk tenancies before they escalate to Section 8 possession grounds.
A Section 21 notice is invalidated by missing prerequisites - unprotected deposits, unserved EPC or How to Rent guide, outstanding local authority improvement notices. Softomate builds a prerequisite check into the Odoo Section 21 generation workflow that flags any unmet conditions before the notice is generated. The notice PDF is produced from validated tenancy data. Section 8 notice generation covers Grounds 8, 10 and 11 for rent arrears possession claims. Notices are stored against the tenancy record with the date served for evidence in possession proceedings.
HMO management requires individual tenancy records per room rather than per property. Standard landlord software templates force HMO landlords into workarounds because the data model assumes one tenancy per property. Softomate builds HMO room-level tenancy tracking into Odoo so each room has its own tenancy record, tenant, rent amount, deposit, and tenancy dates. HMO licence details (licence number, expiry date, maximum occupancy) are held at property level. Communal area maintenance costs are allocated at property level across all rooms. Room void periods are tracked per room for occupancy rate reporting.
UK landlords pay income tax on net rental profit (gross rent minus allowable expenses). HMRC allowable expenses include mortgage interest (Section 24 tax credit basis from 2020), repairs and maintenance (not improvements), letting agent fees, buildings insurance, ground rent and service charges, and professional fees. Softomate configures Odoo expense recording by category and property so income tax calculations are based on actual HMRC-categorised data rather than estimated figures. Annual property income and expense reports per property and across the portfolio are exported for submission to the landlord's accountant or for Making Tax Digital compliance.
02. What We Build
Softomate builds the property and tenancy data architecture in Odoo to match the landlord's ownership structure. Each property record holds the address, purchase date and price, mortgage details (lender, outstanding balance, monthly payment, fix expiry date), property type, current EPC rating, and all compliance certificate records with expiry dates. Each tenancy record links to the property, holds tenant contact details, tenancy start and end dates, break clause dates, rent amount, rent payment frequency and day, deposit amount, deposit scheme registration details, and agent commission percentage if let through an agent. For limited company landlords, each company entity is set up as a separate Odoo owner so rental income and expenses are reported per entity for corporation tax purposes.
Softomate configures Odoo rent tracking so each tenancy's rent due date generates a rent charge automatically at the correct frequency. Bank statement imports or manual payment recording match incoming payments to rent charges and update the outstanding balance. Arrears escalation workflows send automated reminder emails to tenants at configurable intervals after the due date. Landlord cash flow reports show rent received versus rent due across the portfolio for any period. Tenant statements showing all charges, payments and the current balance are generated as PDFs and emailed to tenants automatically on a monthly basis or on request. Rent increase letters are generated from tenancy records when the landlord triggers a Section 13 increase or a contractual rent review.
Softomate builds maintenance management into Odoo for landlords managing repairs themselves without a letting agent. Tenant maintenance requests are submitted via a simple web form linked to the tenancy record in Odoo. The request creates a maintenance job with the property, description, reported by (tenant), and priority. The landlord or property manager assigns a contractor from the preferred contractor list (with trade type, contact details and insurance expiry date stored). A purchase order is issued to the contractor with the authorised scope of work. The contractor's invoice is matched against the purchase order and posted as a deductible property expense. Job completion photos can be attached to the maintenance record. The full maintenance history for each property is stored in Odoo and is available as evidence in deposit return disputes.
Softomate builds compliance management and legal document generation into Odoo for UK landlords. Compliance tracking covers Gas Safe certificate annual renewal, EICR 5-year renewal, EPC validity, HMO licence expiry, Legionella risk assessment, electrical installation test date and deposit protection scheme registration. Each certificate record stores the certificate number, contractor who issued it, date of issue and expiry date, with the PDF stored against the property record. Section 21 notice generation checks all statutory prerequisites and generates the Form 6A notice PDF with the correct notice period calculated from the tenancy type. Section 8 notices are generated for the relevant grounds with the prescribed notice period. Prescribed information for deposit protection schemes is generated and stored with the service date recorded. How to Rent guide service date is recorded against each new tenancy.
Softomate configures portfolio reporting dashboards for landlords covering: gross rent received per property and portfolio total, mortgage payments per property, net income per property (gross rent minus mortgage, maintenance, insurance and management fees), gross yield and net yield per property calculated against current estimated value, occupancy rate (days tenanted versus days owned), void periods by property, and annual expense breakdown by HMRC-allowable category for income tax or corporation tax purposes. Reports are available for any date range and export to Excel or PDF for the landlord's accountant. Making Tax Digital compliance reports for quarterly submissions are generated automatically from the Odoo expense records in the correct HMRC format.
03. Why Choose Us
Arthur Online and Landlord Vision generate Section 21 notices but do not validate prerequisites automatically before generating the form. A landlord who has not protected the deposit or has an outstanding improvement notice will not know until after a possession hearing fails. Softomate builds an automated prerequisite check into the Odoo Section 21 workflow - every condition is checked against the tenancy record before the notice PDF is generated, and any failure is flagged with the specific item to resolve. No invalid notices, no wasted court fees.
Most UK landlord software platforms were built for single-let properties and treat HMOs as an afterthought. Room-level tenancy tracking, individual deposit records per room tenant, HMO licence tracking with renewal reminders, and communal area maintenance allocation at property level require a data model that most generic SaaS platforms cannot properly support. Softomate builds HMO management as a first-class feature in Odoo, not a workaround.
Many UK landlords hold some properties personally and others in a limited company (or multiple companies) for tax planning purposes. Generic landlord software treats this as one owner. Softomate configures Odoo with separate legal entity records for each ownership vehicle, so rental income, expenses, mortgage payments and tax reporting are separated by entity while the landlord sees a consolidated portfolio view across all ownership structures.
Softomate migrates property records, tenancy history, compliance certificate dates, rent ledger history and expense records from Arthur Online, Landlord Vision, Property Portfolio Software or spreadsheets to Odoo as part of the implementation. The landlord goes live on Odoo with the full property and tenancy history available from day one, not a blank system that needs to be populated manually.
04. Use Cases
UK landlords managing 10 to 50 single-let residential properties self-managing or with a hybrid of self-management and agent use Odoo to replace the combination of a letting agent platform, a separate spreadsheet for compliance dates, a separate accounting file and a paper folder of certificates. A single Odoo system manages all tenancies, all compliance dates, all rent tracking and all expense records. Portfolio reports show net yield per property across the full portfolio for remortgage and acquisition decisions.
London and UK HMO landlords managing licensed HMOs with 4 to 10 rooms per property use Odoo HMO room-level management to track individual room tenancies, room-level deposits and deposit scheme registrations, HMO licence expiry dates for mandatory and additional licensing, per-room void periods and occupancy rates, and communal area maintenance costs allocated across all rooms. Section 21 and Section 8 notice generation works at room-tenancy level for the correct tenant and deposit amount.
UK landlords holding rental properties through limited companies (Special Purpose Vehicles - SPVs) for the mortgage interest relief benefit under Section 24 of the Finance Act 2015 use Odoo multi-entity property management to report rental income and expenses per company entity. Corporation tax reporting (rental income, allowable expenses, capital allowances, mortgage interest deduction at 100 per cent for companies versus 20 per cent tax credit for personal ownership) is produced per entity. A consolidated portfolio view across all SPVs and any personally held properties is available in one Odoo dashboard.
UK property investors combining a rental portfolio with active property acquisition and development projects use Odoo to manage both the income portfolio and the development pipeline in the same system. Development project records track purchase costs, refurbishment spend by trade and phase, projected end value and timeline. On completion, the property moves from the development pipeline record to the rental portfolio record. Portfolio performance reports track the full investment lifecycle from acquisition through development to tenanted rental income.
Why Softomate
Every Section 21 statutory condition (deposit protected, EPC served, How to Rent served, no improvement notices) is checked against the tenancy record automatically before the Form 6A notice is generated. Invalid notices cannot be produced.
25 properties at Arthur Online £5/property/month = £1,500/year. Break-even with Softomate Odoo at £5,000: 40 months. Year 4 onwards: £1,500 saved every year with no limit on portfolio growth.
Room-level tenancy records, per-room deposit tracking, HMO licence expiry reminders, communal area maintenance allocation. Built as first-class features, not workarounds.
Tax reporting separated per ownership entity. Consolidated portfolio dashboard across all entities. Corporation tax expense records for company-held properties. Income tax records for personally held properties.
Property records, tenancy history, compliance dates, rent ledger and expense history all migrated before go-live. No blank system to populate manually.
Outcomes from real Softomate landlord software projects. Client details anonymised per NDA.
05. Making Tax Digital
Making Tax Digital for Income Tax Self-Assessment (MTD for ITSA) requires UK landlords to submit quarterly digital records of rental income and allowable expenses to HMRC, replacing the single annual Self-Assessment return. The rollout is phased by income threshold:
Missing a quarterly submission deadline carries a points-based penalty system (4 points triggers a £200 penalty; further late submissions add £200 each). Landlords managing 10 or more properties across multiple ownership entities (personal and limited company) face significant administrative burden if they are not using purpose-built digital record-keeping.
Odoo records every rental income receipt and every allowable expense in HMRC-categorised fields (repairs and maintenance, mortgage interest, letting agent fees, insurance, ground rent, professional fees). At the end of each quarter, the MTD submission report is generated in the correct format for your accountant or for direct submission via an HMRC-compliant bridging tool. No manual re-entry from spreadsheets into a separate MTD app.
Landlords holding properties in both personal name and limited companies (SPVs) need separate MTD records for income tax (personal properties) and corporation tax (company properties). Odoo multi-entity property management generates separate quarterly income and expense reports per ownership entity, so your accountant receives correctly segregated data for each HMRC submission. No cross-contamination of personal and company rental income in a single spreadsheet.
Odoo generates quarterly MTD submission deadline reminders automatically - 14 days and 3 days before each quarter end. The compliance calendar view shows pending MTD submissions alongside Gas Safe certificate renewals, EICR expiry dates and tenancy end dates on a single screen. Landlords approaching the £50,000, £30,000 or £20,000 income threshold receive an alert when projected annual income is within 20 per cent of the relevant MTD threshold for the current tax year.
Since April 2020, UK landlords holding properties in personal name can only claim a 20 per cent basic rate tax credit on mortgage interest, not a full deduction against rental income (Section 24 Finance Act 2015). Odoo records mortgage interest payments per property and generates the correct Section 24 tax credit figure for the annual tax return, separated from the allowable expense deductions. Company-held properties show mortgage interest as a full deduction against rental profit, correctly differentiated from the personal ownership calculation.
05. FAQs
Landlord software manages the financial and operational administration of residential rental properties for private landlords and portfolio managers. It should cover tenancy records (tenant details, tenancy start and end dates, break clauses, rent amount, deposit amount and scheme registration), rent tracking (due dates, payments received, arrears management and tenant statements), maintenance management (tenant maintenance requests, contractor appointment, job tracking and invoice approval), legal compliance tracking (Gas Safe certificate dates, EICR electrical test dates, EPC ratings, HMO licence expiry if applicable, deposit protection scheme registration with due date), Section 21 and Section 8 notice generation, expense recording for tax purposes (mortgage interest, repairs, letting agent fees, insurance), and management reporting for each property and the full portfolio. Generic accounting platforms such as Xero or Sage cover the financial side but not tenancy management, compliance tracking or maintenance workflows. Softomate builds landlord software on the Odoo platform for UK private landlords with portfolios of 5 or more rental properties, starting from £5,000.
UK landlord software costs range from £1.50 to £15 per property per month for SaaS platforms such as Arthur Online, Landlord Vision, Property Portfolio Software or Goodlord. A landlord with 20 properties pays £360 to £3,600 per year in licence fees, rising as the portfolio grows. A bespoke Odoo landlord software implementation from Softomate costs from £5,000 one-time for a core setup covering tenancy management, rent tracking and compliance. Landlords with larger portfolios (50+ properties) or specific requirements such as HMO management, property development tracking or multi-entity ownership structures typically invest £10,000 to £20,000. After the one-time implementation, there is no per-property monthly fee. The break-even versus Arthur Online at £5 per property per month for a 25-property portfolio is reached at 40 months. From year 4, the Odoo system is cheaper every year. Softomate provides fixed-price quotes after a free discovery call.
For most UK landlords with 10 or more properties, Odoo configured for property management covers the core functions of Arthur Online, Landlord Vision and Property Portfolio Software: tenancy records, rent due and received tracking, tenant statements, maintenance request management, compliance certificate expiry tracking and expense recording. The advantage of Odoo over these platforms is customisation - Odoo is built to match the specific ownership structure, management workflow and reporting requirements of the landlord rather than fitting into a generic template. HMO management with room-level tenancies and individual rent periods, multi-entity ownership structures where different companies own different properties, and integration with Xero or Sage for the accounting side are examples of requirements that generic landlord software handles poorly but Odoo can accommodate. Softomate migrates property records, tenancy history, compliance certificate data and expense history from Arthur Online, Landlord Vision or spreadsheets to Odoo as part of the implementation.
Yes. Softomate builds Section 21 and Section 8 notice generation into the Odoo landlord module for UK landlords. Section 21 notice generation checks the prerequisite conditions before generating the notice - deposit protected with the correct scheme, deposit prescribed information served within 30 days, EPC and How to Rent guide served, no outstanding improvement notices, tenancy started after the Deregulation Act 2015. Any unmet prerequisite is flagged before the notice is generated. The notice PDF is generated from the validated tenancy record and includes all required information. Section 8 notice generation covers the most commonly used grounds for possession (Ground 8 - at least 2 months rent arrears; Ground 10 - some rent arrears; Ground 11 - persistent late payment). The Renters Rights Bill (expected 2025-26) will change possession procedures; Softomate will update the notice generation workflow when the legislation is enacted.
HMO management requires room-level tenancy tracking where each room in a property has its own tenancy record, tenant, rent amount, deposit and tenancy dates. Standard landlord software that tracks at property level cannot handle HMOs properly because individual room tenancies overlap, turn over independently and have separate deposits. Softomate builds HMO room-level tenancy management into Odoo so each room has its own tenancy record and rent tracking while the HMO property record holds the HMO licence number, licence expiry date (with advance renewal reminder), total maximum occupancy, and property-level compliance certificates (gas, EPC). Communal area maintenance jobs are allocated to the HMO property rather than any individual room. Individual room tenancy income and room void periods are reported at both room and property level.
Softomate configures Odoo compliance tracking to record all regulatory certificates for each property with their expiry dates and generate advance renewal reminders. For each property: Gas Safe certificate - annual renewal required (legal obligation for rented properties), reminder 60 and 14 days before expiry. EICR (Electrical Installation Condition Report) - required every 5 years for private rented sector properties (mandatory since April 2021), reminder 90 and 30 days before expiry. EPC (Energy Performance Certificate) - required before marketing, 10-year validity, properties rated below E cannot legally be let in England from April 2023 (MEES regulations). HMO licence - 5-year renewal cycle for mandatory licensing, reminder 6 months and 60 days before expiry. Deposit protection scheme registration - no expiry but scheme and prescribed information dates are recorded. Compliance reports show all properties with their current certificate status and upcoming renewal dates across the full portfolio on a single dashboard.
A core Odoo landlord software implementation covering property and tenancy records, rent tracking, compliance certificate management and basic maintenance workflows typically takes three to five weeks from discovery sign-off. Data migration (property records, tenant details, tenancy history, compliance certificate dates and expense history) from spreadsheets or the existing landlord software system is included. Larger implementations with HMO room-level management, multi-entity ownership structures, mortgage and finance tracking, property development phase management or accounting system integrations typically take six to ten weeks. Softomate recommends importing the first tranche of active tenancies and testing rent tracking and compliance reminders against real data before migrating the full historical archive.
06. Related Services
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