Tenancy Manager Updates – Feb 2025

We’ve introduced some new features to Tenancy Manager to simplify managing your properties.

AI Inventory

The AI inventory tool has been an enormous success. Simply upload photos of a room, and the AI will analyse the images to generate a summary and a detailed list of items with their colour, condition, and description.

We’ve added an optional comment feature, allowing you to provide additional context before the AI processes the images. Example comments you might include:

• The room has been fully redecorated throughout.
• The property has undergone a complete refurbishment.
• The smoke alarm in the room has been tested and is fully operational.

During testing, we’ve found that even a short comment can enhance the AI’s accuracy. However, comments are entirely optional—the AI already does a fantastic job without them.

Holding Deposits

Tenancy Manager now offers a new holding deposit feature, allowing you to request and track holding deposits quickly.

How It Works

To access this feature, go to Applications → Holding Deposit in the sidebar of Tenancy Builder.

Adding a new holding deposit is simple:

1. Click Add Holding Deposit on the right.
2. Select the landlord and letting unit.
3. Enter the applicant and deposit details.
4. Generate a downloadable PDF to send and request payment.

At present, the PDF is suitable for use only in England. A version for Wales, which requires additional prescribed information, is in development.

Payment Options

When requesting payment, you can choose between:

• Online payment – Recommended for ease of refunds if references don’t check out. We suggest creating a payment link using an invoicing system like Xero. Simply enter the link into the provided URL field, and it will appear as a payment button in the PDF.
• Bank transfer – Your bank details from the Tenancy Manager’s payment settings will be automatically inserted into the PDF.

Managing Holding Deposits

Once the deposit request is saved, you can download the PDF, which includes all necessary details and terms. No signature is required—payment of the holding deposit constitutes acceptance of the terms. Simply email the applicant and attach the PDF.

Changing the deposit status is straightforward:

• Awaiting Payment
• Paid
• Refunded
• Offset
• Retained

Each status change by editing the record allows for an optional note, and a log of changes is accessible by clicking the small triangle to expand the record.

Streamlining Applications

Once a holding deposit is paid, you can generate an application form with a click using the exact details, saving time and reducing duplicate data entry.

Visit our technical support page for more detailed instructions. We hope you find the new holding deposit feature helpful!