How does the landlord and owner portal module work?
Heroes PMS keeps each landlord in one file with their contact details, properties and contracts. Rent collected and your fees build month-by-month statements. You can then invite the landlord to the owner portal and app, where they follow occupancy, rent, viewings and statements, and you charge them a monthly fee.
- Create the landlord file. Add contact details, link the properties they own and attach their contracts, so the whole relationship sits on one record instead of scattered chats, emails and folders.
- Connect each property to the work you do. Viewings and leads on every property are tied to it, so you never have to rebuild the story when the owner calls for news.
- Record rent and fees. As rent comes in through the rent schedule and a receipt is issued for each payment, the amounts collected and your fees feed the landlord’s monthly statement.
- Invite the landlord to the portal. They log in to the owner portal or the app on their phone and find KPIs, documents, payments and messages for their properties.
- Let the portal answer routine questions. Occupancy, rent and the number of viewings and leads on each property are visible to the owner, so fewer “any news?” calls interrupt your agents.
- Bill the portal as a service. You set the monthly price per landlord and keep the margin; Heroes keeps $5 per owner per month from what you charge, with nothing to pay up front.
Who is it for and when does it help most?
The module suits agencies that manage rentals on behalf of owners, from a handful of apartments to large portfolios, and agencies that market properties for owners who want to see the effort behind a sale or a letting. Typical situations:
- An owner living abroad who rents out a condo in Phnom Penh or Bangkok and wants to check rent and occupancy without a time-zone dance on WhatsApp.
- A landlord with several shophouses or offices who needs a clear, month-by-month view of rent collected and fees.
- An owner selling land or a villa who asks every week how many people have visited.
- An agency that wants recurring monthly revenue on top of its commissions.
The difference shows most in the monthly routine:
| Task | Before (spreadsheets, chat groups) | With Heroes PMS |
|---|---|---|
| Landlord details and contracts | Spread across phones, email and shared drives | One landlord file with contacts, properties and contracts |
| Monthly statement | Rebuilt by hand from transfers and notes | Rent collected and fees, month by month |
| Viewing updates | Agents answer calls and messages one by one | Viewings and leads visible in the owner portal |
| Documents and payments | Forwarded again each time the owner asks | Available in the portal and app at any time |
| Revenue from the relationship | Commission or management fee only | A monthly portal fee you set per landlord |
Practical tips for landlord relations
- Clean the files before inviting anyone. Check that each landlord file lists the right properties and current contracts: the first login shapes the owner’s opinion of your agency.
- Sell transparency, not software. Present the portal as part of your service, the place where the owner sees rent, viewings and statements without having to ask.
- Price for your market. You set the fee, so think about what a monthly overview and peace of mind are worth to an owner who lives in another country.
- Log every viewing properly. Owners see the number of viewings and leads, so ask agents to record each visit and the client’s feedback straight after it.
- Keep exchanges in the portal. Encourage owners to use the portal messages rather than an agent’s personal chat, so the conversation stays with the agency.
- Review statements on a fixed day. A regular monthly rhythm builds trust and cuts the follow-up questions that eat into your agents’ time.
