Sales, lettings and client money — one system, reconciled to the penny.
An estate agency lives in two worlds at once. On the sales side it's listings, viewings, offers and a chain that can collapse on a Friday afternoon. On the lettings side it's tenancies, rent that has to land, deposits the law gives you thirty days to protect, certificates that mustn't lapse — and a client-money account that must reconcile three ways, every day. Navigare puts both worlds, and the money that moves between them, in a single auditable system: instruct to complete on the sales side, AST to landlord statement on the lettings side, with ring-fenced client accounts and AML built in.
TimelyFrom April 2026, MTD for Income Tax is mandatory for landlords with property income over £50,000 (and over £30,000 from April 2027). Navigare turns the rent records you already keep into the quarterly ITSA updates a landlord must file — so your managed landlords are ready before the deadline, not scrambling after it.
Most agency software was built for one side of the desk. The sales CRM doesn't know what's owed to a landlord; the lettings ledger can't see the chain. Meanwhile the most dangerous number in the building — the balance of money that isn't yours — sits in a spreadsheet, and a single mistimed payment is a regulatory breach. The work is spread across portals, inboxes, a wall planner and a bank statement nobody has reconciled since Tuesday.
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Client money is a spreadsheet away from a breach
Rent in, deposit held, landlord paid, commission drawn — all from one pooled client account that must reconcile to the bank, to the landlord ledgers and to the deposit register, every single day. Get it wrong and it isn't an error, it's a CMP and redress-scheme problem.
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Deposits have a 30-day fuse
Take a tenant's deposit and the clock starts: thirty days to protect it in DPS, TDS or MyDeposits and serve the prescribed information. Miss it and you've lost the right to a Section 21 and exposed the landlord to up to three times the deposit. A diary note is not a safeguard.
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Certificates lapse in silence
Gas CP12 annually, EICR every five years, EPC before you market, Right to Rent before they move in. Each one is a legal precondition to letting, and each one expires on a date buried in a folder. The first you hear of a lapse is usually the complaint.
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The chain lives in your head
Five sales, each dependent on the next, each with a solicitor, a broker and a survey. When one link wobbles you need to see the whole chain at a glance — not reconstruct it from a dozen email threads while a vendor threatens to pull out.
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The portals don't talk to your books
You re-type the listing into Rightmove, Zoopla and OnTheMarket, then re-type the sale into your accounts and the commission into a payslip. Every re-key is a chance for the price, the fee or the figures to drift apart.
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Landlords want a portal, not a monthly call
A managed landlord expects to see the rent received, the statement, the certificate dates and — increasingly — the figures they'll need for their own tax return. Without a portal, every one of those is your phone ringing on a Saturday.
HOW NAVIGARE SOLVES IT
One system across sales, lettings and the money between them.
Built on Odoo Community with our estate-agency vertical on top: property listings with portal syndication, a viewings calendar, offers and chain progression, AML/KYC, tenancy (AST) management, automatic rent collection, ring-fenced client-money accounts with three-way reconciliation, deposit-protection deadlines, Right to Rent and certificate reminders, landlord statements and portal — and the rent ledger turned into landlord MTD ITSA quarterly updates. All in the all-in monthly price.
The principle: the money is the source of truth. A let isn't "done" because a tenant signed — it's done when the rent landed in the client account, the landlord's share posted to their ledger, the commission was drawn to the office account and the bank, the ledgers and the deposit register all agree. Navigare keeps client money ring-fenced and reconciled three ways automatically, so the most regulated number in your business is the one you never have to worry about.
SEE IT WORK
The rent, the deposit and the chain — moving in real time.
A tenancy isn't a signature on a form — it's money that has to arrive, split correctly between a ring-fenced client account, a landlord and the office, and reconcile to the bank every day. A sale isn't a handshake — it's a chain that has to hold. Here is exactly how the money and the milestones travel through Navigare, with the audit trail assembling itself as they go.
01 · Client money
Rent in, split correctly, reconciled three ways.
The tenant's rent lands in a ring-fenced client account — never the agency's own money. Navigare splits it the instant it arrives: the landlord's share to their ledger, the management commission to the office account, the deposit held separately under its scheme. Then it reconciles the bank, the landlord ledgers and the deposit register against each other, and ticks the day off as balanced.
Client money held separately from office money, by design
Automatic split: landlord payout · agent commission · deposit held
Three-way reconciliation — bank vs ledgers vs deposit register
A daily "reconciled ✓" you can show your CMP scheme and auditor
Live money-flow — rent arrives into the ring-fenced client account, splits into landlord payout and agent commission, and the three-way reconciled ✓ pulses once the day balances.
02 · Compliance
Every legal precondition, ticked before they move in.
You cannot legally let a property without them, and each lapses on its own date. Navigare holds the EPC, the gas CP12, the EICR, the Right to Rent check and the deposit protection against every tenancy — ticks them off as they're satisfied, and surfaces what's expiring before it lapses, not after the complaint.
EPC on file before the property is marketed
Gas CP12 (annual) and EICR (5-yearly) with renewal alerts
Right to Rent checked and recorded for every tenant
Deposit protected within 30 days, prescribed information served
Each legal precondition ticks in sequence — EPC, Gas CP12, EICR, Right to Rent, deposit protected — and only then is the tenancy marked ready-to-let.
03 · The 30-day fuse
The deposit clock, visible and never missed.
The day you take a deposit, the law gives you thirty days to protect it and serve the prescribed information. Navigare starts the countdown automatically, shows the days remaining, and chases the protection — so the deadline that costs landlords three times the deposit and the right to a Section 21 simply cannot slip past unnoticed.
Countdown starts the moment the deposit is received
DPS, TDS or MyDeposits — custodial or insured, your scheme
Prescribed information generated and logged as served
Escalating alerts as day 30 approaches; nothing relies on memory
A 30-day ring fills from the moment a deposit is received — the days-left count and escalating alerts mean the protection deadline is never the thing you forgot.
04 · The sales chain
From instructed to completed, on one rail.
Every sale runs the same track, and each milestone writes the evidence the next one needs. AML cleared at offer, the chain visible at every link, the solicitor and broker reading the same record. By the time you invoice the commission, it's backed by a completion you can see — so nothing falls through and nothing is chased twice. Watch a sale travel the rail.
A vendor instruction, an offer accepted, a chain progressed — all run the same rail and arrive at a commission invoice that's already backed by a completion.
05 · The chain
The whole chain, at a glance.
One sale rarely stands alone — it's a link in a chain, each depending on the next, each with a solicitor, a broker and a survey. Navigare shows the chain end to end, flags the link that's stalled, and gives the conveyancers and brokers a shared view, so when something wobbles you're managing it, not reconstructing it from your inbox.
Every link in the chain on one board, status colour-coded
Solicitor, broker and survey tracked against each sale
The stalled link surfaces before a vendor threatens to pull out
A shared portal so everyone reads the same milestones
Four sales, one chain — the link waiting on a mortgage offer pulses amber, so you chase the broker before the chain unwinds.
06 · Listings
List once, syndicated everywhere.
Enter the property once — address, price, photos, EPC, floorplan — and Navigare pushes it to the portals your buyers and tenants actually search (where the feed is available), and to your own website. Change the price in one place and it changes everywhere. Applicant matching alerts the buyers whose saved criteria fit the moment it goes live.
One property record feeds Rightmove, Zoopla, OnTheMarket and your site (where available)
Price, status and media stay in step across every portal
Applicant matching alerts buyers and tenants on saved criteria
Viewings booked back into the same calendar, no re-keying
One property record fans out to every portal and your own site — price and status stay in step, applicant matching does the rest.
07 · Under the hood
Rent received is never a dead end.
Built on Odoo Community, money received flows straight into the right places — the landlord's ledger and statement, the office's commission invoice, the deposit register — and the bank reconciles itself three ways. The landlord portal reads the same record, and the rent ledger becomes the quarterly MTD ITSA figures a landlord must file from April 2026. Nothing is re-keyed.
Rent received → ring-fenced ledger → three-way reconciliation → landlord statement, commission invoice and MTD ITSA update — bank reconciled, all in one system.
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Client money three-way reconciled
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Deposit-protection deadline tracked
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Landlord MTD ITSA-ready
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Active listings on the £169 tier
KEY FEATURES
Everything an agency runs on, across sales and lettings.
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Listings & portals
Enter a property once — address, price, photos, EPC, floorplan
Syndicate to Rightmove, Zoopla, OnTheMarket and your site (where available)
Price and status stay in step across every portal
Applicant matching alerts buyers and tenants on saved criteria
📅
Viewings & offers
Viewings calendar with route-aware scheduling for negotiators
Offers logged, countered and tracked against each property
Solicitor, broker and survey tracked at every link
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AML / KYC
AML checks for vendors, purchasers and beneficial owners
ID and source-of-funds captured against the file
Risk-rated, with a record for HMRC supervision
Cleared before you proceed — built into the offer step
📄
Tenancies & rent
ASTs created, renewed and tracked per property
Automatic rent collection with arrears flagged early
Right to Rent checked and recorded for every tenant
Tenant portal for statements, requests and documents
🏦
Client money & deposits
Ring-fenced client account, separate from office money
Three-way reconciliation: bank vs ledgers vs deposit register
Deposit protection in DPS, TDS or MyDeposits inside 30 days
Prescribed information generated and logged as served
📈
Landlords & MTD ITSA
Landlord statements: rent in − commission − deductions = net
Gas CP12, EICR and EPC renewal reminders per property
Landlord portal for statements, certificates and documents
Quarterly MTD Income Tax (ITSA) updates, ready for April 2026
INSIDE THE APP
The lettings book that reconciles itself — and the statement a landlord can trust.
This is the property manager's morning and the landlord's month-end. Every annotation is a deadline kept, a deposit protected in time, or a client-money balance that agrees to the penny.
Mockup · Lettings dashboard
Rent status, client-account balance, compliance at a glance.
This morning at Harbourview Lettings — who's paid, who's overdue, the deposit on its clock, and a client account reconciled three ways.
app.navigare.space/lettings/dashboard
NavigareSalesLettingsClient moneyLandlords
①The overdue rent pulses before it becomes a problem. 9 Maple Ave is four days late and flagged red the moment it missed — you chase on day four, not when the landlord calls at month-end.
②"Three-way reconciled ✓" is the number you sleep on. Bank, landlord ledgers and the deposit register all agree to the penny, dated today — the most regulated balance in the agency, proven for your CMP scheme and auditor.
③The deposit clock and certificate dates can't slip. The new £1,400 deposit is on a 30-day countdown to DPS, and the Gas CP12 due in 13 days is on the board — the legal preconditions to letting surface themselves.
Mockup · Landlord statement
Rent in − commission − deductions = net payout.
Mr Adeyemi's June statement, generated from the ledger — every figure traceable, and the same numbers feeding his MTD ITSA quarterly update.
①Every figure traces to a transaction. Rent in, commission, the boiler invoice, the CP12 — each line is a real ledger entry, not a number typed into a template, so the statement is right because the books are right.
②The net payout comes straight from the client account. £2,442 paid by Faster Payment with a reference, from ring-fenced money — the landlord sees it in their portal the same day, no month-end phone call.
③The same numbers become the landlord's tax return. Property income less allowable expenses is already computed for the quarter — the MTD ITSA update that's mandatory from April 2026 is ready to submit, not a year-end scramble.
WHO IT'S FOR
Built for the independent agency, not the corporate chain.
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Sales & lettings under one roof
The high-street agency doing both — where the sales board and the lettings book have always lived in different systems, and the client account in a spreadsheet. One platform across the lot.
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Lettings-led & property management
Managing portfolios for landlords, where rent collection, deposit deadlines, certificate renewals and three-way reconciliation are the daily job — and a regulatory breach is one slip away.
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Growing books outpacing the spreadsheet
Forty managed tenancies, a client account nobody dares get wrong, and a deposit register kept by hand. The point where the spreadsheet stops being brave and starts being dangerous.
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Agents whose landlords ask about MTD
From April 2026 your managed landlords over £50k must file quarterly. The agency that already holds their rent records, ready to become ITSA updates, is the one they'll stay with.
"For the first time, the client account reconciled itself — and I stopped dreading month-end."
"We ran sales on one system and lettings on another, and the client account on a spreadsheet I'd reconcile late on a Friday with my heart in my mouth. On Navigare the rent splits the moment it lands, the deposits go on a 30-day clock the day we take them, and the three-way reconciliation just shows green. The first landlord who asked about MTD, we already had his quarterly figures. It's the difference between running the agency and the agency running me."
— Pilot operator · independent sales & lettings agency · Slough & South Bucks
NEW · CMP · REDRESS · TENANT FEES ACT
Trade legally from day one — CMP, redress and the deposit cap.
A letting agent must belong to a Client Money Protection scheme — mandatory since 1 April 2019, penalty up to £30,000 — and a government-approved redress scheme under the Consumers, Estate Agents and Redress Act 2007. Navigare tracks both, and refuses to let a deposit breach the Tenant Fees Act 2019 cap.
Real screenshot — agency compliance dashboard, live Navigare tenant.
✦CMP scheme membership (Propertymark, RICS, UKALA and more) with certificate and expiry tracking.
✦Redress scheme (TPO / PRS) recorded, with a compliance banner that names the exact statutory date and penalty when membership is missing or expired.
✦Tenant Fees Act 2019 deposit cap enforced — five weeks' rent under £50k a year, six weeks over — plus a holding deposit capped at one week.
✦Material-information fields (council-tax band and more) toward the DMCC 2024 disclosure duty — alongside deposit protection, Right to Rent and landlord MTD already built in.
NEW · 3-WAY CLIENT-MONEY RECONCILIATION
Client money that reconciles three ways.
A Client Money Protection scheme expects three figures to agree: the client bank balance, the cash-book ledger, and the sum of what you owe each landlord and tenant. Navigare reconciles all three, shows any discrepancy to the penny, and only lets a reconciliation be marked done when they match — the audit trail a CMP scheme inspection asks for.
Real screenshot — three-way client-money reconciliation, live Navigare tenant.
✦Three figures, one check — bank balance, ledger balance and total client liabilities reconciled together, not one against another.
✦Discrepancy to the penny — any gap is computed and shown, so a break is found at month-end, not at audit.
✦Won't fake a match — a reconciliation only moves to "reconciled" when all three agree within tolerance.
✦On the clock — a monthly reminder keeps the reconciliation cadence the scheme rules expect — on top of the no-overdraw client account already built in.
Estate Agency & Lettings — £169/month, all-in.
Software, hosting, hourly off-site backups, UK accounting and support — included. Up to 50 active listings and 5 negotiators: listings with portal syndication, viewings, offers and chain progression, AML/KYC, tenancies and rent collection, ring-fenced client-money accounts with three-way reconciliation, deposit-protection deadlines, Right to Rent and certificate reminders, landlord statements and portal, and landlord MTD ITSA quarterly updates ready for April 2026. Fourteen days free, no card. You'll have a reconciled client account the same week.
