Landlord Portal

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Landlord Online Portal - Lewis & Foy Lettings

At Lewis & Foy Lettings, we have invested years in developing Propiance, our proprietary Client Management System (CMS), specifically designed to streamline the management of clients, properties, tenancies, and financial operations.

This robust and intuitive platform manages millions of annual revenue, ensuring efficient and precise management of finances. Our advanced online portal empowers clients with seamless, 24/7 access to real-time data, enabling effortless monitoring of account details, tenancy updates, and property performance.

We have developed our own Online Portal and iPhone (iOS) App. This allows you to keep track of your account, properties, tenancies and download your documentation. The application shows data live from our internal management system in real-time.

For the full guide, download our Landlord Portal Brochure.

Getting Started & Logging In

Please contact us to enable your account. Send an email to office@lewisfoylettings.co.uk. Your account requires manual activation before you can access it. The email address associated with your account will serve as your login email, and we will set your password for you.

You can access the portal via: www.lewisfoylettings.co.uk/landlord-portal. We recommend using Google Chrome, Apple Safari, or Microsoft Edge.

Your Summary

Once you have logged in, you will initially see the 'Your Summary' location of the portal. At the top of the portal, you will see Summary, Finance, Properties, Tenancies & Logout.

Your account overview includes:

• Balance On Account: The total amount of money we hold on account, even if you have multiple properties.
• Payment Schedule: The schedule of your payments. Default is End of Month.
• Client ID: Your Account Identification number - this is unique to you.
• Num. of Properties: The total number of properties we manage for you.

You will also see your Tenancy Arrears total, the last payment made to your nominated bank account, and the 10 most recent transactions in date order.

Your Finance

Your Finance tab shows your entire account from the start of your management with ourselves. You can sort by Date or Financial Year. You can also Search for transactions within your account.

By default, your complete account history will be calculated and displayed with pagination at the bottom of the page. Propiance allows you to specify dates which you can manually enter, or select a Financial Year going back in time to the opening of your account.

PDF Report

With the Dates or Financial Year you have selected, PDF Report will collect all your transactions & invoices and instantly download a .zip/ZIP Archive with a statement and all relevant invoices. It will also separate them into folders based on their Category, allowing your accountant to quickly perform tax analysis.

Your Finance Breakdown

Within Your Finance, you can see a breakdown of your account with a Donut Chart documenting your Rental Income & Expenditure within the selected period, or Financial Year. When selecting the Dates or Financial Year, you will see a breakdown including:

• Total Rental Income: The total amount of rental income received during the selected period across all properties.
• Total Expenses: The total expenses of the period selected.
• Donut Chart: A breakdown of the expenses as a whole for the period selected.
• Expenses: The table documents your expenses broken down into Category, based on the Dates/Financial Year you selected.

Your Properties

Your Properties will show you all properties under management with Lewis & Foy Lettings. From this you can select a particular property. The table shows a list of each property with its ID, Number, Street, Postcode and Balance. You can also Search & Filter on the table columns as you desire.

Property Summary

From Your Properties, you can select a particular property and you will see only information for the chosen property. The same functionality as Your Finance is available for each property. Each property has its own summary including:

• Balance On Account: The total amount Lewis & Foy Lettings hold on account for the particular property.
• Property ID: The Unique Property ID.
• Our Service: The particular service for this property, for example, Full Management.
• Percentage: The percentage you are charged on Rental Income for this property.

Property Compliance

For each property, you can download and view the relative Compliance Documentation. For each property, UK law mandates that we maintain compliance documentation, including CP12 and EICR certificates, which are available for download on this page. You will also see when the next compliance inspection is due and when the last was completed. These can include:

• CP12 Gas Certificate (Landlord Gas Certificate)
• EICR (Electrical Installation Condition Report)
• EPC (Energy Performance Certificate)
• Selective License (Landlord License)

Property Breakdown

Similar to Your Finance, each property can have the finances broken down individually. When selecting the Dates or Financial Year, you will see a breakdown for the selected property including Total Rental Income, Total Expenses, a Donut Chart showing the expense categories, and a table of expenses by category.

Your Tenancies

Your Tenancies will show you a list of all current Active Tenancies for your properties. You can see an overview of each Tenancy and the Financial Status/Tenancy Status. The table shows:

• TID: The Unique ID for your Tenancy.
• Property: The Property Number and Property Street (or Name) address.
• Postcode: The Property Postcode.
• Status: The current Status of the Tenancy.
• Financial Status: Either Good or Overdue - this tells you whether a Tenancy is in Arrears or not.
• Balance: The Tenancy Balance, whether in Credit/Overdue or neither.

Tenancy Summary

From Your Tenancies, you can view each individual Tenancy. This will give you the Deposit Information, Tenancy Financial Status & Position including a broken down table of each monthly rental charge and the corresponding payment from your tenants. When selecting a particular Tenancy, you can see:

• Tenancy Status: Status of the Tenancy, for example, 'Active'. This includes the Tenancy Position such as Periodic, Fixed Term, Regulated etc.
• Deposit: The Deposit Scheme and the Deposit Identification for this Tenancy within the scheme.
• Financial Status: The Financial Position of the Tenancy, whether it is in Credit or Debt.
• Rental Amount: The current rental charge being demanded for this property.
• Tenancy Position: The table shows columns documenting the rental demand period and whether the period has been paid.

Tenancy Documents

When viewing a particular Tenancy, you can select the Documents tab to view relative documentation to the Tenancy, such as the Tenancy Agreement & Deposit Certificates. For each Tenancy, you can download and view related documentation. These can include:

• Tenancy Agreement: The signed Tenancy Agreement.
• Deposit Certificate: The Deposit Certificate, for example, from the Deposit Protection Scheme.
• Prescribed Information: Prescribed Information.
• Prescribed Information Bundle: This contains all required documentation legally required to be served to the tenant in a single PDF document which is signed by the Tenants.

Tenancy Compliance

When viewing a Tenancy, you can quickly view the Compliance tab which contains the relative Property Compliance Documentation, such as Gas Safety Certificates & EPCs etc. For each property, UK law mandates that we maintain compliance documents, including CP12 and EICR certificates, which are available for download on this page. These are also available on the Property page. These can include:

• CP12 Gas Certificate: Landlord Gas Certificate.
• EICR: Electrical Installation Condition Report.
• EPC: Energy Performance Certificate.
• Selective License: Landlord License if required.

If you would like any further information, please do not hesitate to contact us.