Property Management

Compliance

Dashboard

Invoicing

UK Landlord

NRR Properties · England, UK

Replacing spreadsheets, email, and sticky notes with a
full property OS.

NRR Properties manages a portfolio of commercial and residential properties across England. Leases lived in spreadsheets, tenant communications happened via email, compliance documents had no central home, and finance reporting was done manually. We built one Notion system to replace all of it.

0 missed

Lease renewals or document expiries

13 modules

Built into one connected workspace

∞ scale

Grows with every new property

What Was Built

13 modules. One workspace.

Every part of the Notion system links to everything else. A property links to its tenants, leases, documents, expenses, invoices, and tickets — all in one connected database architecture.

We create intuitive, high-performance workspaces

that simplify work and supercharge growth.

Property Database

Every property as a full record — address, type, unit details, linked tenants, linked documents, and completion checklist.

Tenant & Contacts Database

Tenants, repair contractors, solicitors, mortgage providers — all in one contacts database with fields for name, phone, email, and property links.

Leases & Documents

Every lease, gas, EPC, insurance document, and compliance record stored and linked to the relevant property, with expiry date tracking.

Rent Tracking

Monthly rent status per unit Paid, Due, Overdue with color coding and dashboard roll-up view. Full rent history per property and per tenant.

Expenditure Tracker

Log all costs per property mortgages, repairs, improvements, insurance. Filter by property or by tax period for accountant-ready exports.

Invoicing

Invoice database with company-branded templates for rent, insurance, gas certificates, and ad-hoc charges. Fill, export to PDF, send manually.

Operations Dashboard

Linked views showing rent status, expiring documents, vacancies, and open tickets all color coded. Click any property to drill into full details.

Tickets & Tasks

Task tickets linked to properties, tenants, and documents. Open, In Progress, Closed statuses. Dashboard shows all open tickets at a glance.

Archiving System

Archived items stay in Notion but are filtered out of daily views.

The Full Story

From 5 disconnected tools
to one property operating system

The Challenge

NRR Properties had grown organically and so had its systems, or lack thereof. Lease agreements were tracked in spreadsheets that nobody kept fully updated. Tenant communications happened through personal email with no central log. Compliance documents like gas safety certificates and EPCs were saved in folders with no expiry alerts. Rent payment status was tracked manually each month. Finance reporting for the accountant meant pulling together data from three different places.

The bigger risk wasn't inefficiency it was compliance. A missed gas certificate expiry or an unrenewed lease isn't just an inconvenience; for UK landlords it carries legal liability. The team needed a system that would proactively alert them before anything expired or fell through the cracks.

The Solution

We ran a structured requirements process working through 13 functional requirements covering documents, expenditure, dashboards, communications, and archiving and built a phased Notion operating system from scratch.

The architecture was built around a central Property database, with linked databases for Tenants, Leases, Documents, Expenses, Invoices, Tickets, and Contacts. Every record connects. When you open a property, you see everything linked to it. When a document expiry date approaches, it surfaces on the dashboard automatically.

Where Notion couldn't do something natively (like automatically emailing tenants or monitoring regulatory changes), we designed simple manual workflows and documented them clearly so the team knows exactly what to do and when.

The Result

NRR Properties went from a scattered collection of spreadsheets, email threads, and folders to a single operating system where every property, tenant, document, and task lives in one place and links to everything else.

The dashboard gives the team a live view every morning rent status, expiring certificates, upcoming lease renewals, and open tickets. Nothing is missed. Nothing is forgotten. And because the system is built on free native Notion features, there are no additional tool costs.

Project Details

Client

NRR Properties

Industry

Property Management

Location

England, UK

Property types

Commercial & Residential

Approach

Full build from scratch

Databases built