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Is there anything more frustratingly time-consuming than keeping on top of paperwork as a landlord or property manager? Not only is it tedious, but it’s also essential – and if you get lost in the sea of regulations then you could find yourself in serious trouble.
Paper files and ad-hoc storage solutions just don’t cut it any more. More and more of us work remotely and on-the-go, so it just isn’t practical to go wading through mountains of papers. That’s why the right property document management software could be the difference between a disorganised filing headache and a smooth, compliant system that saves you hours every week.
That’s why we’ve created this guide. It’s designed to ensure that letting agents, property managers, landlords, housing associations and block managers have all the information they need to get the perfect real estate document management tools for their portfolio. We’ll go through what features you should be looking for and which specific solutions are making life easier for UK property professionals today.
Quick Comparison Table
| Software | Document Management Focus | Pricing |
| Landlord Vision | End-to-end property platform with secure storage, compliance tracking and automation | From £19.97/month (Starter, 5 tenancies) up to £84.97/month (Enterprise), billed annually |
| Arthur Online | Cloud-based PMS with tenant/owner portals and document sharing | From £70/month (Standard tier) |
| MRI / Qube PM | Enterprise-scale property system with document control and compliance tools | Bespoke enterprise pricing |
| DocuSign Rooms for Real Estate | Secure digital rooms with e-signature and storage for real estate transactions | Bespoke pricing |
| PropertyFile (Alto) | Communication and document hub tied to Alto PMS | Included with Alto subscription |
| Reapit | CRM-led estate agency software with document storage | Bespoke pricing for agencies |
How We Selected These Tools
When we were looking for the best document management software solutions, we had certain criteria that we were focusing on. We thought it would be useful to share these key points with you at this stage, to keep in mind when you are looking through our suggestions:
- Designed for UK property professionals – every country has different rules and regulations, so we wanted a solution that understands the needs of UK property managers
- Meets compliance, GDPR and document security requirements – an absolute must when dealing with sensitive real estate documents
- Suitable for a range of businesses, from solo landlords to large housing associations – not every business is the same, and many will change over time
- Well-adopted in the sector, with positive user feedback – real users are such a helpful guide
- Capable of integrating with other property management software, accounting tools or CRM systems – software being able to work with your other tools will make your life so much easier going forward
Reviewed: The Best Property Document Management Software
1. Landlord Vision
Best for: the ultimate all-in-one solution for UK landlords and property managers
Overview
Landlord Vision is a lot more than document management software. It’s a complete property management platform, built especially for UK property owners and managers. As a part of that, the secure document storage makes it simple to upload and manage tenancy agreements, gas safety certificates, EPCs and any other important documents. Each one will be directly linked to a specific property or tenancy, with automated reminders so that nothing falls through the cracks.
Pricing: From £19.97 per month, with packages scaling to suit any portfolio size
Key Features
- Secure storage of digital documents (linked to properties and tenants)
- Automated compliance reminders (renewals, safety checks, certificates)
- Integration with accounting software, maintenance management, and portfolio tools
- Access controls and full audit trails
- Cloud-based with instant access on desktop or mobile
Pros
- Designed for UK landlords and property managers
- Combines document management with financial tracking and portfolio management
- Strong compliance focus
Cons
- Less suited to very large commercial real estate portfolios
Customer Review
“I was fed up with all the paperwork and organising things. Trying to find documents from 6 years ago, etc. Landlord Vision has made me organised and given me the control back.” Trustpilot Review
2. Arthur Online
Best for: Letting agents and property managers handling larger portfolios
Overview
As a cloud-based property management system, Arthur Online has strong digital document management features that integrate well with the other aspects of their service features. Landlords, tenants, contractors and owners each have access through their own portal, which makes sharing documents so much easier, and leads to a smooth workflow when things need to be done.
Pricing: From £70/month, with unit-based pricing tiers.
Key Features:
- Secure document storage and sharing
- Integration with property management workflows
- Automated workflows for maintenance requests and tenant communication
- Mobile app for instant access to key files
Pros:
- Excellent for managing complex portfolios
- Strong portal functionality
Cons:
- Learning curve for smaller landlords
- Pricing can climb as portfolio grows
Customer Reviews:
“The Arthur system is very user-friendly and the rollout has enabled us to move away from countless spreadsheets that required endless updating. Set-up can take a while, but worthwhile as it is an important step in getting the best out of the system.” Trustpilot review
3. MRI / Qube PM
Best for: Large property businesses and housing associations
Overview:
MRI (formally known as Qube PM) is a heavyweight property management solution that has traditionally been aimed at very large organisations, like housing associations. When it comes to the document management system that makes up part of the overall package, as you can probably imagine, it’s extensive. Potentially overwhelming for smaller organisations, but easily scalable.
Pricing: Bespoke pricing on request
Key Features:
- Centralised document repository
- Detailed records and audit trails
- Integration with finance and compliance systems
- Robust reporting for operational efficiency
Pros:
- Very powerful for large operations
- Scales to thousands of units
Cons:
- Not cost-effective for small landlords
- Can be over-engineered for simple needs
Customer Reviews:
“I like very much that I can integrate offers with other CTM users. It makes it easy to both view documents in real time. I also like the SmartDocs feature.” Trustpilot Review
4. DocuSign Rooms for Real Estate
Best for: Agents focused on real estate transactions and e-signatures
Overview
DocuSign Rooms is a secure digital document management solution specifically designed for the property industry. It’s primarily used by real estate professionals who want to manage contracts, agreements and signatures in one secure room. Keeping everything digital rather than relying on paper.
Pricing: Bespoke pricing on request
Key Features
- Secure cloud storage of contracts and agreements
- Legally binding e-signatures
- Activity logs and compliance tracking
- Easy sharing with real estate teams
Pros:
- Trusted brand for e-signatures
- Excellent for transaction management and data security
Cons:
- Less relevant for ongoing landlord compliance
- Per-user pricing may not suit all teams
Customer Reviews
“It’s the future of Signing and making your life easy when you are in a rush or when someone doesn’t have a printer. It makes your life easy.” G2 Review
5. PropertyFile (Alto)
Best for: Estate agents using Alto software
Overview
A slightly more niche option now. PropertyFile is an add-on to Alto, a property management solution. PropertyFile, as you can probably guess from its inclusion on this list, is the document management software, which provides secure portals for landlords, tenants and vendors. It’s a way for Alto users to be able to share digital documents securely.
Pricing: Included in the Alto subscription package (prices on request)
Key Features
- Document sharing between agents, landlords, and tenants
- Mobile-friendly portal access
- Linked with Alto property management features
Pros:
- Great add-on for Alto users
- Simple interface
Cons:
- Limited functionality outside Alto ecosystem
Customer Reviews:
“The platform is intuitive, reliable, and ideal for our workflow & management services.” Trustpilot Review
6. Reapit
Best for: Estate agencies seeking a CRM with built-in document handling
Overview
Reapit is primarily a CRM that is used for sales and lettings, but it does include document management software which many property managers find useful, even if it is largely aimed at estate agents. It does all the main documents that you will want from this kind of tool, and keeps them in an easy-to-access way.
Pricing: Bespoke, based on agency needs.
Key Features
- Centralised document storage
- Integration with sales/lettings workflows
- Role-based access controls
Pros:
- Strong CRM focus with built-in document features
- Good for larger agencies
Cons:
- Less suitable for independent landlords
- Feature set geared towards estate agents
Customer Reviews
“We’ve been using Reapit for several years now and have found their software to be incredibly reliable and efficient. As a property management tool, it provides all the features we need to streamline our business operations, from managing listings to client communications and reporting.” Trustpilot Review
Must-Have Features in Property Document Management Solutions
If all of this feels slightly overwhelming, let us help you narrow your search. These are the main features that we feel your document management software must have. Don’t settle for anything that doesn’t have:
- Centralised, searchable digital repository – no more lost or duplicate files.
- Automated reminders for expiry, renewals and compliance deadlines.
- Access controls and permission settings to safeguard sensitive data.
- Secure sharing and e-signature capabilities for contracts.
- Integration with property management, compliance or accounting software for operational efficiency.
- Mobile access for landlords and managers on the move.
- Audit trails to prove compliance and track changes to important documents.
How to Choose the Right Document Management Solution
Now you’ve got our suggestions and what to look for, have a think about what would really benefit your business. We can’t answer these questions for you, only you will know what would be best.
- Assess your document types and compliance needs – Do you handle safety certificates, tenancy agreements, financial records? Match the software to your requirements.
- Integration with existing systems – What do you have already? The best platforms connect seamlessly with your PMS, CRM, or accounting software.
- Permissions and auditability – Make sure you can control who edits documents, while keeping a clear record of all changes.
- Mobile and remote access – Essential for modern property managers and estate agents.
- Demoing and trialling software – Always test a system before committing; look for ease of use and an intuitive interface.
Final Thoughts & Next Steps
There will be many people out there that think that they can get by by using generic document management tools, like Google Docs or Dropbox. These tend to be fine for everyday file sharing, but you may find yourself quickly getting into a mess if you solely rely on these. If you are running a serious property business, you’ll quickly find that the compliance, audit and integration features will change the way you work.
It’s time to take control of your paperwork, and spend less time trying to manage documents. Book a demo with Landlord Vision today and see what the incredible range of features can do for you and your business. You’ll see how much easier document management can be.
