Overview
The administration area bundles all operational and financial tasks around your rental properties into one integrated workspace. On the one hand, you manage your tenancies in the Tenants module, maintain all people and organisations in the Contacts module and create legally sound service-charge statements for your properties. On the other, you manage bank transactions, monitor your income from rent and other sources and keep an eye on all property-related expenses. Overviews, filters and integrated workflows ensure that master data, payments and service charges fit together seamlessly.
Tenants – all tenancies in view
In the Tenants area you manage all the tenancy agreements for your units – from the first move-in to a completed tenancy. The header shows at a glance how many tenancies are total, active, terminated or already moved out. Status filters narrow the list down to the contracts relevant to you, for example only currently running or recently ended tenancies.
The table summarises all the important information per unit: tenant names, internal unit code, current status, monthly rent including service charges, tenancy start and end, and the agreed payment due date. Clicking an entry opens the detail view, where you can adjust rent and service charges, change due dates, add or remove tenants and link relevant documents or service-charge statements. This builds a complete history for each tenancy, which you can use for evaluations, evidence and later clarification.
You create new tenancies directly from the overview. You choose the property and unit, assign one or more contacts as tenants, define the tenancy start and, if applicable, the end date, and enter the agreed rent including service charges as well as the due date. Optional details such as the deposit amount, payment status and internal notes help you document individual agreements cleanly. Once saved, the tenancy automatically appears in the overview with the status 'Active' from its start date and flows into dashboards, income overviews and cash-flow calculations.
When a tenant moves out, you record the termination and move-out dates and change the status from 'Active' first to 'Terminated' and then to 'Moved out'. The tenancy remains in the system for evaluations and evidence but is no longer counted as an active contract in ongoing analyses. These clear status transitions ensure your portfolio metrics correctly reflect actual occupancy.
Contacts – a central address book for your holdings
The Contacts area serves as the central address book for all the people and organisations you work with: tenants, service providers, banks, public authorities and other partners. Metrics in the header show how many contacts exist in total, how many of them are tenants and how many currently count as active. Type and status filters let you focus on specific groups, such as only tenants or only active service providers.
In the contact list you see the most important master data at a glance: name, contact type, email address, phone number, town and status. Action icons open or edit a contact with one click. The search function helps you quickly find contacts by name, email, phone number or town – even with larger databases.
Creating a new contact takes just a few steps. You choose the contact type (tenant, service provider, bank, public authority or other), enter the general contact details and add notes, reference or customer numbers and bank details as needed. Existing contacts can be updated at any time. Instead of deleting contacts, you can set their status to 'Inactive' so that historical links to tenancies, payments or documents are preserved.
Existing contacts from other systems don't have to be transferred manually. The import assistant supports four sources: Apple Contacts (VCF export from iOS or macOS), Google Contacts (CSV export from Google), generic CSV files with any column structure, and individual vCard files (VCF). After the file is uploaded, the system shows a preview of the recognised fields. Columns that can't be matched unambiguously can be assigned manually in a mapping step. Contacts that already exist are recognised by email address or name and are not created again, so no contact ends up in the system twice.
Contacts are closely linked with the other modules in the administration area. In the Tenants module you assign one or more tenant contacts to each tenancy. In service-charge statements, tenant addresses and service providers are used for the statements. In payment and document workflows you select the appropriate contact as payer, recipient or reference. This avoids duplicate data entry and keeps master data consistent throughout the system.
Service-charge statements – account for service costs with legal certainty
In the service-charge statements module you create and manage statements of recoverable charges (spese condominiali) for your properties in line with Italian tenancy law. The overview shows how many statements exist in total and how many are in Draft, Ready or Sent status. Status filters let you focus on statements in preparation, statements ready to send or paperwork already dispatched.
When creating a new statement you choose the property and accounting period, define the cost types permitted under the law and the tenancy agreement (e.g. heating, water, waste, IMU-related charges where applicable) and record the total costs per cost type. You then set the allocation keys, such as square metres, number of occupants or consumption readings, and assign all the units and tenants belonging to the property. The system automatically calculates each tenant's share and shows a preview of every individual statement, which you can adjust as needed.
Once all values are checked, you mark the statement as Ready and use the Send function to dispatch the paperwork to tenants in bulk or per unit. The system generates PDF documents, stores them in the documents area and sets the status to Sent including the dispatch date. From there you can export individual statements or complete documents and use them for your records or for communication with tax advisers and owners.
The service-charge statements are closely linked with the Tenants and Contacts areas. Tenants from the Tenants module are suggested automatically for the selected property. From balancing payments or credits you can generate payment entries directly and track whether outstanding amounts have been settled.
Transactions – assign every payment to the right property
In the Transactions module you manage all incoming and outgoing payments affecting your property portfolio. You can import bookings from your online banking via CSV or Excel or create them manually when needed. Every transaction can be classified as income or expense and assigned directly to tenants, properties and categories.
On CSV import, automatic duplicate detection kicks in: transactions that have already been imported are recognised by booking date, amount and counterparty account and silently skipped. After the import you receive a summary of how many records were newly added and how many were ignored as duplicates. If the same bank export file is accidentally imported a second time, no duplicate entries are created – your transaction list stays clean.
The transaction overview offers powerful filters for period, status and type. You can restrict the list to unassigned transactions, system suggestions, already assigned bookings or ignored entries. Suggestion features help you book recurring payments consistently and correctly. Once transactions are assigned, they automatically flow into the Income and Expenses overviews.
Income – all rental income and other revenue
The income overview shows all payment-relevant revenue for your properties in a filtered, property-based view. You can restrict the view by period, property, income type (e.g. rent, deposit, service-charge advance or subsidy) and payment status. So you always see how much income is expected, already received and still outstanding in a given period.
Alongside the list of individual income entries, the header shows key metrics: expected income, received income, outstanding amount and collection rate in percent. Overdue payments are a particular focus – for each affected tenancy you see which tenant is in arrears for which property, by how many days and for what amount.
As a manager of several properties you can restrict the income view to a single property, set the period and print the filtered overview as a PDF report. The report shows only the data of the selected property, making it ideal for property-specific owner reports. You can send the finished report by email directly from the system to owners, tenants, tax advisers or other recipients – no detour via external programs.
Expenses – all property-related costs under control
In the Expenses module you record and analyse all the costs arising in connection with your properties. The header shows total expenses for the selected period as well as the split into recoverable and non-recoverable costs. So you can see immediately which expenses can later be passed on to tenants via service-charge statements and which you bear yourself.
New expenses can be recorded in three ways: manually via a form, from imported transactions – or via AI receipt analysis. With the receipt upload you upload a photo or image file of an invoice. The AI automatically reads out the amount, date, issuer and purpose and suggests the appropriate expense category as well as the related property. You check the recognised values, correct them if necessary and save the entry with one click – no manual typing.
Before a new receipt is saved, the system automatically checks for duplicates: amount, date, category and property are compared with existing entries. If a possible duplicate is detected, you receive a warning and can decide whether it is a genuine double entry or a similar but separate expense. That keeps your expense list reliably clean.
The overview can be filtered by period, property, cost category and recoverability. As a manager you can restrict the view to a single property and print the filtered expense list as a PDF report. You send the report directly by email to owners, tax advisers or other recipients. The extensive category list covers typical operating and maintenance costs, insurance, taxes, financing costs and administrative expenses.
An integrated administration hub for everyday work
Together, Tenants, Contacts, service-charge statements, Transactions, Income and Expenses form the operational and financial heart of SmartLandlord. You record all tenancies, keep contact data up to date, produce annual service-charge statements and keep your entire cash flow in view at all times – all in one continuous workflow without switching tools.