Landlord Reporting & Disbursements

Q: Can the automation handle partial rent payments or void properties?

Yes, the automation extracts void periods and partial payments from the lettings system and calculates net amounts correctly for each landlord, accounting for all deductions and property-specific variations.

Q: How much manual review is still required after automation is live?

A finance manager reviews flagged discrepancies and approves payment batches before they are submitted to the bank, typically taking 30 minutes per month. All calculations and statement generation run without manual intervention.

Q: Will the automation work with our existing lettings system and accounting software?

The automation integrates with industry-standard lettings systems and accounting platforms via API or data export. Your specific tools are assessed during setup to ensure seamless data flow and compatibility.

Q: What happens if there is a discrepancy between rent collected and bank deposits?

The automation compares extracted rent figures against bank deposits and flags any mismatches for investigation. Staff review the discrepancy, note the reason, and the automation adjusts the landlord payment accordingly.

Landlords get accurate statements and funds on time, every month, without the manual scramble.

172 hrs

Manual time identified

Companies have mapped

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About This Automation

Landlord reporting and disbursements is the monthly process of extracting rent data, calculating deductions, generating statements, and initiating payments to landlords.

Automation extracts rent and deduction data directly from the lettings system, calculates net amounts, generates branded statements, and initiates payments to landlords in a single coordinated workflow. The process runs with minimal manual review, reducing errors and accelerating payment delivery.

Key features:

Extract rent, void, and deduction data automatically from the lettings system each month

Reconcile collected rent against bank deposits and flag discrepancies for review

Calculate net landlord payments by applying management fees and maintenance deductions

Generate branded PDF statements for each landlord with consistent formatting

Initiate bank transfers to landlords and log all transactions in accounting software

Create audit trails and update landlord ledgers automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual calculation errors Copying formulas between rows and manual arithmetic result in two to three errors per month that require rework.	80%
2	Multi-system data entry Staff must navigate the lettings system, spreadsheets, accounting software, and email to complete one cycle.	67%
3	Statement formatting inconsistency Manual document creation leads to layout and branding inconsistencies across landlord statements.	53%
4	Payment processing delays Manual bank entry and batch processing delay landlord payments by one to two days after statements are sent.	40%
5	Audit trail gaps Manual logging in accounting software creates incomplete records and makes month-end reconciliation difficult.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.2/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Month-End Triggertrigger

On the last business day of the month, the automation is triggered by a calendar event or manual kick-off. The system checks that rent data in the lettings system is finalised.

2. Extract Rent and Deduction Data

The automation pulls rent collected, voids, maintenance costs, and management fees from the lettings system API or export endpoint. Data is validated and stored in a structured format.

3. Reconcile Against Bank Deposits

The automation queries to fetch actual bank deposits for the month and compares them against the extracted rent figures. Discrepancies are flagged for manual review.

4. Reconciliation Clear?

If rent and deposits match, the flow continues. If discrepancies exist, a manual step is triggered to investigate.

5. Calculate Net Amounts and Generate Statements

The automation calculates deductions and net amounts for each landlord, then generates a formatted PDF statement. Statements are stored and ready to send.

6. Send Statements

The automation sends each statement as a PDF attachment to the landlord's registered email address. A delivery log is created.

7. Initiate Payments

The automation submits payment instructions for each landlord, using stored bank details. Payments are batched and submitted for processing.

8. Log Transactions

The automation creates journal entries for each payment and statement sent, updating the landlord ledger and creating an audit trail.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

Every scenario checked and signed off before the automation goes live.

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a landlord's bank details are missing or incorrect in the system?

The automation flags missing or invalid bank details and pauses that payment, alerting staff to verify and correct the information before the transfer is initiated. This prevents failed transfers and ensures accurate payment delivery.

Can the automation handle partial rent payments or void properties?

How much manual review is still required after automation is live?

Will the automation work with our existing lettings system and accounting software?

What happens if there is a discrepancy between rent collected and bank deposits?

View more FAQs

Process pain:9.2/10

Mapped by:4 Companies

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Page updated 10 August 2026