Running rental property is a business, whether you own a single buy-to-let or a growing portfolio. Income comes in on different days, expenses land without warning, and decisions need clear numbers behind them. Spreadsheets work for a while, but they break under pressure – especially when you start tracking arrears, deposits, service charges, repairs, and mortgage interest across multiple properties. That is where accounting software for landlords earns its keep.
The market has moved on quickly. Specialist tools now connect to bank feeds, tag transactions to properties, and produce landlord-specific tax summaries you can share with your accountant. At the same time, mainstream cloud platforms have improved receipt capture and rules-based bank reconciliation, making them a viable option for some landlords. Add in the switch to Making Tax Digital (MTD) for Income Tax, and choosing the right system is no longer just a nice-to-have – it is how you keep good records, file on time and keep your cashflow visible month by month.
Recent data shows private rents have risen at a brisk pace, up 6.7% in the 12 months to June 2025. That pace makes real-time tracking essential if you want to keep an eye on yields, voids and maintenance costs as they change through the year (ONS, 2025). With MTD deadlines now set, landlords with higher property income will also have to submit quarterly updates from April 2026, so software that keeps digital records and produces compliant submissions is the safest path (HMRC, 2024).
Why landlords need specialist tools
Every landlord has different pressures, but the themes are familiar: rent collection that is never quite regular, costs that swing from routine to urgent, and rules that change. Accounting software for landlords solves practical problems:
- Property-by-property tracking: See profit and loss by address, not just a single total.
- Bank feeds: Pull in rent and expenses automatically, then apply rules so income and costs land in the right SA105 categories.
- Receipt capture: Snap, store and tag invoices and receipts in seconds – no carrier bags at tax time.
- Arrears and reminders: Spot late payments early and keep the audit trail tidy.
- End-of-year summaries: Export clean reports for Self Assessment, ready for review.
If you want help setting up a workable process from day one, our specialist landlord accountants can design a simple workflow you will actually use.
Accounting software for landlords: What to look for
Focus on features that reduce admin and improve accuracy. A shortlist helps:
- Rent tracking and arrears: Automated schedules, reminders and a clear arrears view.
- Expense capture: Optical character recognition, easy tagging to properties, and HMRC-friendly storage.
- Bank feeds and rules: Reliable connections, smart rules and quick reconciliation.
- Tax statements and SA105 mapping: Reports that mirror Self Assessment property boxes.
- MTD for Income Tax readiness: Digital record-keeping, quarterly updates, End of Period Statement and Final Declaration workflow.
- Multi-property dashboards: Yields, occupancy and cashflow at a glance.
- User access and collaboration: Secure sharing with your accountant.
- Document reminders: Optional prompts for gas safety, insurance and EPC dates.
How software supports Making Tax Digital
MTD for Income Tax is being phased in. If your qualifying income (including property income) is over £50,000 in 2024/25, you must use MTD for Income Tax from 6 April 2026. If it is over £30,000 in 2025/26, your start date is 6 April 2027. You will keep digital records and submit quarterly updates, then complete an End of Period Statement and a single Final Declaration each year through compatible software.
Good software makes this routine:
- Digital records: Bank feeds reduce manual entry and errors.
- Quarterly updates: One-click submissions from categorised transactions.
- Year-end: Property summaries aligned to SA105 help you and your adviser check allowances and adjustments before the Final Declaration.
If you are new to MTD, we can set up the right platform and timetable so quarterly updates become part of your normal month-end routine – not a last-minute scramble. See our personal tax planning service for how we align software with your wider tax position.
Popular options compared
There is no single winner. The fit depends on your portfolio, how you collect rent, and who needs access.
- Xero
Best for: Landlords with a trading business or incorporated SPV who want full accounting plus add-ons.
Pros: Excellent bank rules, invoices, and receipt capture via apps.
Cons: Needs careful setup for SA105-style reporting and property tags.
Coveney Nicholls is Xero certified, meaning we have completed Xero’s official certification program, demonstrating our expertise in using Xero accounting software effectively for businesses
- QuickBooks Online
Best for: Landlords who prefer a familiar interface and integrated receipt capture.
Pros: Good automation and reporting.
Cons: Requires a clear chart of accounts and property tagging to get landlord-ready outputs.
We’re also QuickBooks ProAdvisors, having completed Intuit’s training program and passed certification exams to become experts in QuickBooks accounting software.
- Hammock
Best for: Landlords who want property-first dashboards, tax statements and investment metrics.
Pros: Built for landlords, strong bank feeds, clear per-property reporting and MTD focus.
Cons: Less suited to non-property business income on the same system. - Landlord Studio
Best for: Hands-on landlords who want mobile-first expense capture and rent tracking.
Pros: Property-level tools and reporting.
Cons: Check current MTD submission status and UK bank feed coverage before you commit. - FreeAgent
Best for: Simple portfolios, especially if you bank with a partner that includes a licence.
Pros: Clean UI, strong bank feeds.
Cons: Property-specific outputs are limited without customisation.
Whichever route you choose, build your chart of accounts around SA105 categories and agree rules with your accountant before you switch anything on.
Practical steps to choose the right solution
- Start with your portfolio: Number of properties, single lets, HMOs or short-term lets, and whether you operate personally or through an SPV.
- Decide your workflows: Standing orders, direct debits or invoices, and who chases arrears.
- Check MTD fit: Confirm your qualifying income and when quarterly updates will apply to you.
- Test with your accountant: Shared access, year-end reports and how adjustments will be handled.
- Pilot and measure: Run 90 days in parallel with your old method. Track time saved and error rates.
- Plan your data: Bring in opening balances, historic transactions and supporting documents so your first MTD quarter is clean.
Ready to choose? Here is how we can help
Choosing accounting software for landlords is easier with a plan. Start by deciding what you need the system to do every month – not just at year-end. For most landlords, that means dependable bank feeds, simple rent and expense tagging, and reports that mirror SA105 so checks are quick. The right setup pays you back in time saved and fewer mistakes. With rents still rising at an annual rate above general inflation in mid-2025, keeping a close eye on yields, voids and maintenance is part of protecting your return.
We work with both specialist landlord platforms and mainstream cloud tools, so we will recommend what fits your portfolio rather than one brand. We will map your chart of accounts to SA105 boxes, build sensible bank rules, and create a quarterly routine so MTD updates are straightforward. If you are unsure about your start date or how qualifying income is calculated, we will confirm the position and set out a clear timeline. Then we will train you or your team on the exact workflow you need – from snapping receipts to closing the quarter – and remain on hand when questions crop up.
If you would like tailored advice on accounting software for landlords, speak to our landlord team or get in touch with us. We can review your current setup, recommend the right platform, and get you MTD-ready with minimal fuss. Or, if you want to step back from the admin, we can handle bookkeeping and year-end as part of a joined-up service alongside, giving you clear numbers and timely submissions while you focus on the properties.