Best Rent Collection Software UK 2026: Automated Payment Tracking for Landlords

What is rent collection software?

Rent collection software automates the tracking and monitoring of rental payments from tenants. It tells you who has paid, who is late, and when to follow up - without manual spreadsheet work.

At its simplest, rent collection software records when rent is due, monitors when it arrives, and alerts you if payments are missing. The best tools go further: they automatically match bank transactions to tenancies, send payment reminders to tenants, generate receipts, and provide real-time dashboards showing your rental income across all properties.

Rent collection software comes in two forms:

• Payment tracking: Monitors payments made to your bank account via standing order or bank transfer. You still receive rent directly, the software just tracks it.
• Payment processing: Collects rent from tenants via Direct Debit or card payments, then transfers funds to you (minus fees). The software actively handles the transaction.

Most UK landlords use standing orders and tracking software rather than paying 1-3% transaction fees for Direct Debit processing. Payment tracking is passive, cheaper, and gives you direct control over your rental income.

Why landlords need rent collection software

Manual rent tracking works until it does not. Rent collection software eliminates the time spent checking bank accounts, updating spreadsheets, and chasing late payments.

The problems with manual rent tracking

Late payments slip through. When you manage 3+ properties, manually checking if all tenants paid on time becomes error-prone. You might miss a late payment until weeks later when reconciling accounts. By then, small arrears have grown and become harder to resolve.

Spreadsheets require constant updates. Recording every rent payment manually is tedious. If you forget to update the spreadsheet for a week, you lose track of who has paid. Bank statements do not show which payment belongs to which property unless you remember reference codes.

No automatic reminders. Sending payment reminders to tenants means remembering to do it, drafting messages, and tracking who you have contacted. Automated software sends reminders on schedule without you needing to remember.

Difficult to spot arrears trends. Is a tenant consistently late? Are they falling behind gradually? Manual tracking makes patterns hard to see. Software flags arrears instantly and shows payment history at a glance.

Time-consuming reconciliation. Matching bank transactions to tenancies, especially if you manage properties with similar rent amounts, requires careful cross-checking. Open Banking integration automates this matching.

What rent collection software solves

• Instant arrears visibility: Real-time dashboard showing which tenants are late and by how much
• Automated payment matching: Bank transactions automatically linked to the correct tenancy
• Scheduled reminders: Automated emails or SMS when rent is due or overdue
• Audit trail: Complete payment history for each tenancy, useful for tax records or eviction proceedings
• Receipt generation: Automatic rent receipts for tenants who request them
• Reduced admin time: Hours saved every month not manually tracking payments

Key features to look for in rent collection software

Not all rent collection tools offer the same capabilities. Here are the essential and nice-to-have features for UK landlords.

Essential features

• Automated payment tracking: Monitors when rent is due and when it arrives, with automatic matching to tenancies
• Standing order monitoring: Tracks payments made via standing order to your bank account (no transaction fees)
• Arrears alerts: Instant notifications when rent is late, with configurable thresholds (e.g., alert after 1 day, 3 days, or 1 week)
• Payment reminders: Automated emails or SMS to tenants before and after rent due dates
• Statement upload & AI import: Upload CSV or PDF bank statements and AI imports and categorises transactions automatically
• Receipt generation: Automatic rent receipt creation for tenants, downloadable or emailed on request
• Per-property tracking: View rent collection status separately for each property, not just portfolio totals

Nice-to-have features

• Tenant payment portal: Online portal where tenants can view balances, payment history, and make one-off payments if needed
• Direct Debit collection: Automated collection via Direct Debit for guaranteed payment dates (costs 1-3% per transaction)
• Partial payment tracking: Handles situations where tenants pay rent in installments or make partial payments
• Late payment fees: Automatic calculation and application of late fees where permitted by tenancy agreement
• Payment forecasting: Projected rental income based on expected payment dates and historical patterns
• Multi-currency support: Useful if you have international tenants paying in foreign currencies
• Integration with accounting software: Automatic sync with MTD accounting platforms to eliminate double-entry

Best rent collection software for UK landlords

Here are the leading rent collection solutions for UK landlords in 2026, from integrated platforms to specialist payment tools.

LandlordOS: Integrated all-in-one platform

Best for: Self-managing landlords who want property management, compliance, and accounting in one place.

LandlordOS combines rent collection with property management, compliance tracking, and MTD accounting. Track rent payments via statement upload, receive arrears alerts, and automatically sync rental income to your accounts for quarterly MTD submissions. No transaction fees because rent goes directly to your bank via standing orders.

• Automated payment tracking with statement upload
• Arrears alerts and payment reminders
• Receipt generation for tenants
• Integrated with MTD accounting (no separate system needed)
• Compliance tracking and document storage
• Pricing: Free for 1-2 properties, £9/month for larger portfolios

LettsPay: Specialist rent collection

Best for: Landlords who want Direct Debit collection with guaranteed payment dates.

LettsPay specializes in automated rent collection via Direct Debit. Tenants set up Direct Debit mandates, and rent is collected automatically on scheduled dates. Funds are transferred to your bank account minus transaction fees. Includes automated reminders, payment tracking, and tenant portal.

• Direct Debit collection (automated, reliable)
• Guaranteed collection dates
• Automated payment reminders
• Tenant payment portal
• Arrears management tools
• Pricing: 1.5-2% per transaction + 20p

GoCardless: Payment processing platform

Best for: Landlords who want flexible payment collection with low fees.

GoCardless is a payment processing platform that handles Direct Debit collection. Set up recurring payments for rent, and GoCardless collects funds automatically. Integrates with many property management platforms. Lower fees than LettsPay but requires more manual setup.

• Direct Debit collection
• Recurring payment automation
• API integrations with other software
• Dashboard for payment tracking
• Pricing: 1% per transaction, capped at £2

Goodlord: Lettings platform for agents and landlords

Best for: Letting agents or landlords managing larger portfolios.

Goodlord is a full lettings management platform with built-in rent collection. Handles referencing, contracts, rent collection, and compliance. More comprehensive than standalone rent collection tools but designed primarily for letting agents.

• Integrated rent collection and tenant referencing
• Digital contracts and e-signatures
• Compliance tracking
• Rent guarantee insurance options
• Pricing: Quote-based, typically £20+ per tenancy

Arthur Online: Simple property management

Best for: Landlords who want basic property management with rent tracking included.

Arthur provides simple property management software with rent collection tracking. Less feature-rich than LandlordOS but straightforward and affordable. Tracks rent via standing orders (no Direct Debit processing).

• Rent tracking via standing orders
• Payment reminders
• Arrears alerts
• Basic property management tools
• Pricing: £6-12/month depending on portfolio size

Hammock: Landlord accounting with rent tracking

Best for: Landlords who prioritize accounting over property management.

Hammock is landlord accounting software with built-in rent tracking. Open Banking integration automatically imports rent payments and matches them to tenancies. Includes MTD submission but limited property management features.

• Open Banking integration for automatic tracking
• Rent categorization for MTD
• Arrears alerts
• Accounting focus (not property management)
• Pricing: Free tier available, Pro from £6/month

Standalone vs integrated rent collection solutions

Should you choose software that only handles rent collection, or a platform that combines rent tracking with property management and accounting?

Standalone rent collection tools

Examples: LettsPay, GoCardless

Standalone tools specialize in one thing: collecting or tracking rent. They typically offer Direct Debit processing, payment reminders, and arrears tracking. Use standalone tools if you already have separate property management and accounting systems and just need payment processing.

Advantages:

• Best-in-class rent collection features
• Direct Debit collection for guaranteed payments
• Integrations with other platforms via API
• Lower cost if you only need rent collection

Disadvantages:

• Transaction fees (1-3% per payment)
• Requires separate systems for property management and accounting
• Data duplication across multiple platforms
• No integrated compliance tracking or tenancy management

Integrated platforms

Examples: LandlordOS, Goodlord, Arthur Online

Integrated platforms combine rent collection with property management, compliance tracking, and accounting. Rent tracking is one feature within a broader system. Use integrated platforms if you want everything in one place without juggling multiple subscriptions.

Advantages:

• One platform for rent, compliance, tenancies, and accounting
• No transaction fees (tracks standing orders to your bank)
• Automatic sync between rent collection and MTD accounting
• Single source of truth for all property data
• Simpler workflow with fewer logins

Disadvantages:

• May lack advanced Direct Debit processing features
• Dependent on standing orders (tenants control payment)
• Higher monthly cost if you only need rent tracking

Which should you choose?

Choose standalone rent collection if you need Direct Debit collection, already use other systems, or have persistent arrears problems requiring guaranteed payment dates.

Choose integrated platforms if you self-manage properties, want to consolidate systems, or need rent tracking alongside compliance and MTD accounting.

Payment methods: Standing orders vs Direct Debit

The two main ways to collect rent are standing orders (tenant-controlled, free) and Direct Debit (landlord-controlled, 1-3% fees). Most UK landlords use standing orders for cost reasons.

Standing orders

Standing orders are set up by the tenant at their bank to pay a fixed amount on a specific date each month. The tenant controls the standing order and can cancel or modify it at any time.

Advantages:

• No transaction fees
• Rent goes directly to your bank account
• Simple for tenants to set up
• Works with any rent tracking software

Disadvantages:

• Tenant can cancel without notice
• Payments may fail if tenant account has insufficient funds
• No guaranteed payment date (depends on tenant setup)
• Harder to enforce if tenant becomes uncooperative

Best for: Reliable tenants, landlords who want to avoid fees, portfolios with low arrears rates.

Direct Debit

Direct Debit allows you (via a payment processor) to collect rent directly from the tenant's bank account on scheduled dates. You control the collection, not the tenant.

Advantages:

• Guaranteed collection date (you control timing)
• Harder for tenants to stop payments without formal notice
• Automatic retry if first attempt fails
• More reliable for landlords with arrears problems
• Direct Debit Guarantee protects tenants (increases trust)

Disadvantages:

• Transaction fees: 1-3% per payment plus 20-50p
• For £1,000/month rent, fees are £10-30 per month per property
• Requires payment processor (LettsPay, GoCardless, etc.)
• More complex setup than standing orders

Best for: Landlords with arrears issues, properties where guaranteed collection is worth the fee, portfolios where reliability matters more than cost.

Cost comparison

For a 5-property portfolio at £1,000/month rent each, Direct Debit fees would cost £600-900/year. Most landlords prefer free standing orders unless arrears are a persistent problem.

Integration with accounting and MTD software

Rent collection software should sync with your accounting system to avoid double-entry and ensure accurate MTD submissions.

Integrated solutions (LandlordOS, Hammock)

Platforms like LandlordOS and Hammock combine rent tracking with MTD accounting in one system. When rent arrives, it is automatically recorded as income in your accounts. No manual export or import needed. Quarterly MTD updates include all rental income tracked by the rent collection module.

Advantages:

• No double-entry: rent tracked once and automatically synced to accounts
• Real-time financial reporting: see rental income and profit simultaneously
• Guaranteed MTD compliance: rent and expenses always in sync
• Simpler workflow with one platform

Standalone rent collection with accounting integration

Tools like LettsPay and GoCardless can export payment data to accounting software (QuickBooks, Xero, FreeAgent) or integrate via API. You set up the connection, and rent payments are automatically created as income transactions in your accounting system.

Advantages:

• Keep specialist rent collection tool and separate accounting software
• Works if you already have an established accounting setup
• Flexible: choose best-in-class tools for each function

Disadvantages:

• Requires API setup and maintenance
• Risk of sync errors or duplicate transactions
• More complex troubleshooting if data does not match
• Multiple subscriptions to manage

Manual export (CSV or PDF)

Some rent collection tools do not have direct integrations but allow CSV or PDF export of payment data. You manually import this into your accounting software or spreadsheet.

Not recommended: Manual export defeats the purpose of automation. If you are exporting CSVs, you might as well use integrated software from the start.

Which approach is best?

Choose integrated platforms like LandlordOS if you want seamless rent and accounting sync with no manual work. Choose API-integrated standalone tools if you need specialist Direct Debit collection and can manage the technical setup. Avoid manual export workflows unless you have no alternative.

Pricing comparison: Rent collection software UK

Rent collection software pricing varies from free tiers to transaction-based fees. Here is a complete breakdown of costs.

Free vs paid: What do you get?

Free tiers (LandlordOS, Hammock) typically include:

• Basic rent tracking for 1-2 properties
• Payment reminders
• Arrears alerts
• Limited reporting

Paid subscriptions unlock:

• Unlimited properties
• Advanced reporting and analytics
• Tenant portal access
• Integration with accounting and compliance tools
• Priority support

Transaction-based pricing (LettsPay, GoCardless) costs more over time but guarantees payment collection. For a £1,000/month rent at 1.5% fee, you pay £180/year per property. This adds up quickly for larger portfolios.

Total cost of ownership example

For a 5-property portfolio with £1,000/month rent per property:

• LandlordOS: £108/year (£9/month subscription, no transaction fees)
• LettsPay: £900/year (1.5% on £60,000 annual rent)
• GoCardless: £600/year (1% on £60,000 annual rent)
• Standing orders + free software: £0/year

Subscription models are cheaper than transaction fees unless you have very few properties or severe arrears requiring Direct Debit collection.

How LandlordOS handles rent collection

LandlordOS automates rent tracking by importing your bank statements and matching payments to tenancies. No transaction fees, no double-entry, and integrated with MTD accounting.

Automated rent tracking with statement upload

Upload your bank statements (CSV or PDF) to LandlordOS. The platform uses AI to import transactions and match incoming payments to the correct tenancy based on amount, date, and tenant details. You see a live dashboard showing which tenants have paid and which are overdue.

Arrears alerts and payment reminders

If rent is late, LandlordOS sends you an instant alert. You can configure when alerts trigger (e.g., 1 day late, 3 days late) and set up automated reminders for tenants. Reminders are sent via email with customizable message templates.

Receipt generation

LandlordOS automatically generates rent receipts for each payment. Tenants can download receipts from their tenant portal, or you can email them on request. Receipts include all required details: payment date, amount, property address, and landlord information.

Integration with MTD accounting

Rent tracked by LandlordOS is automatically recorded as income in your MTD accounts. No need to manually enter rent payments in a separate accounting system. When you submit quarterly MTD updates, all rental income is already included and categorized correctly.

Per-property financial tracking

View rent collection status per property. See total rent received, outstanding arrears, and payment history for each tenancy. Compare performance across your portfolio and identify problem properties instantly.

No transaction fees

LandlordOS tracks standing orders paid directly to your bank account. There are no transaction fees because you receive rent directly, not via a payment processor. This saves hundreds or thousands of pounds per year compared to Direct Debit solutions.

Pricing: Free for 1-2 properties, £9/month for larger portfolios. No setup fees, no per-transaction charges, no hidden costs.

How to choose the right rent collection software

The best rent collection software depends on your portfolio size, arrears history, existing systems, and whether you need integrated property management.

Choose integrated platforms (LandlordOS, Arthur) if:

• You self-manage properties and want one system for everything
• You need rent tracking, compliance management, and MTD accounting in one place
• You want to avoid transaction fees and use standing orders
• You want simplicity without juggling multiple systems
• You do not have persistent arrears problems requiring Direct Debit enforcement

Choose Direct Debit collection tools (LettsPay, GoCardless) if:

• You have recurring arrears problems and need guaranteed payment dates
• You want control over payment collection, not tenants
• Transaction fees are worth it for reliability
• You already have property management and accounting systems and just need payment processing

Choose accounting-integrated platforms (Hammock) if:

• Your primary concern is accurate MTD accounting with rent tracking as a secondary feature
• You want minimal property management features
• You value Open Banking integration and automatic categorization

Quick recommendation guide

• 1-2 properties, want free: LandlordOS Free or Hammock Free
• 3-10 properties, self-managing: LandlordOS (combined platform)
• Persistent arrears problems: LettsPay or GoCardless (Direct Debit collection)
• Letting agents or larger portfolios: Goodlord (full lettings suite)
• Already use accounting software: GoCardless + API integration
• Just need basic rent tracking: Arthur Online