Stop chasing tenants for rental applications, proof of income, and references.
Let Jotask do it.
Send each prospective tenant a branded portal link. They upload their rental application, photo ID, proof of income, references, and signed agreement directly — no account to create, no email attachments to chase. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. Every tenant's document pack lands in your dashboard, complete, before the move-in date.
Incomplete tenant documents delay tenancies and create compliance risk
Missing right-to-rent checks expose agents to fines
Letting a property without completed right-to-rent verification exposes your agency to civil penalties. Chasing these by email — with tenants sending phone photos of passports at the last minute — creates an incomplete audit trail. A structured checklist with automatic reminders ensures every document arrives before keys are handed over.
Income verification delays lose good tenants
Strong tenants move fast. When your income verification process takes three days of back-and-forth email to gather three payslips and a bank statement, good applicants take another property. A single portal link — collect everything in one upload — keeps your tenancy process faster than the landlord down the road.
Tenant documents scattered across email inboxes
Rental applications, right-to-rent documents, references, and signed tenancy agreements arrive as email attachments across multiple threads. Finding a specific document when a landlord, solicitor, or dispute resolution service asks is a half-hour search. A single dashboard with timestamped submissions changes that.
How Jotask collects documents from your tenants
- 1
Build a tenant document checklist
Add every document required for a tenancy: application form, ID, proof of income, references, signed agreement. Save it as a template to reuse for every similar property in seconds.
- 2
Send a branded portal link
One email — your agency or management brand, not Jotask's. The tenant clicks the link, sees their checklist in the browser, and uploads directly. No account to create, no login to manage.
- 3
Automatic reminders handle the chasing
If a tenant hasn't submitted everything by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. Your tenancy timeline stops depending on a tenant remembering to email their payslips.
- 4
Everything lands in your property dashboard
Documents appear the moment tenants submit. See which tenancies have complete packs, which applicants are lagging, and which documents are outstanding — before the move-in date, not after.
Built for every type of property management workflow
Residential letting
Every residential let requires a completed rental application, photo ID, three months of payslips or bank statements, employer and previous landlord references, and a signed tenancy agreement before keys are handed over. Collecting these by email creates scattered threads and delays that let other applicants take the property.
- ✓Rental application form
- ✓Photo ID (passport or driving licence)
- ✓Proof of income (payslips or bank statements)
- ✓Employer reference and previous landlord reference
- ✓Right-to-rent documents
- ✓Signed tenancy agreement
HMO and student lets
HMO tenancies involve multiple individual tenants who each need to submit their own documents — often students submitting from different cities, with guarantor forms required from parents or guardians. Coordinating document collection across 4–6 people by email is the single biggest admin bottleneck in student letting.
- ✓Individual application per tenant
- ✓Guarantor form and guarantor ID
- ✓Student enrolment letter
- ✓Proof of income or parental guarantor letter
- ✓Individual right-to-rent documents
- ✓Signed room-by-room tenancy agreement
Commercial property management
Commercial leases require company accounts, director ID, professional references, and solicitor details before heads of terms are agreed. A single missing document delays the legal process by days and risks losing the tenant to another property. Structured collection with deadlines keeps commercial deals on track.
- ✓Company registration and trading accounts
- ✓Director photo ID and proof of address
- ✓Business bank reference
- ✓Solicitor contact details
- ✓Signed heads of terms
- ✓Business insurance certificate
Portfolio and block management
Managing a portfolio of 20+ properties means onboarding dozens of tenants per year — each with identical document requirements. Without templates and a structured system, every new tenancy is a repeated email chase. Reusable templates and a central dashboard make portfolio management scalable.
- ✓Standardised residential application template
- ✓Move-in inspection report per unit
- ✓Inventory sign-off form
- ✓Standing order or direct debit instruction
- ✓Building insurance details
- ✓Service charge or ground rent acknowledgement
How Jotask compares to what property managers use today
| Feature | Jotask | PMS portal | DocuSign | |
|---|---|---|---|---|
| Tenant submits without an account | Yes | No — attachment only | Login required | Signer account required |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | Varies by platform | Manual follow-up |
| Structured checklist per tenancy | Yes | No — free-form | Fixed application form | Envelope only |
| Deadline + auto-pause | Yes | No | No | Expiry only |
| Reusable templates per property type | Yes | Manual copy-paste | Fixed templates only | Template library |
| Branded tenant portal | Yes — your logo + colour | No | PMS branding | DocuSign branding |
| Timestamped audit trail | Yes | Partial — inbox search | Activity log only | Signing certificate |
| Self-hostable for data control | Yes — Docker, any VPS | No | No | No |
Features built for property management compliance workflows
No tenant account required
Send a magic link. Tenants open it in any browser — no sign-up, no password, no app to download. A tenant uploads their ID and payslips in under three minutes from their phone, the day they apply.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per tenancy — never write another 'just chasing your payslips' email again.
Reusable compliance templates
Save 'Residential let', 'HMO tenancy', 'Commercial lease', or 'Student let' as templates. Create each new tenancy's document request in seconds.
Deadline + automatic pause
Set a submission deadline — three days before the move-in date. When it passes, the portal flags missing items so you know exactly what still needs chasing before keys are handed over.
Timestamped audit trail
Every document submission is logged with a timestamp. When a right-to-rent audit happens or a deposit dispute arises, you have an unambiguous record of what was received and when — not a reconstructed email chain.
Your agency brand on every portal
Add your logo and accent colour. Every portal your tenants see carries your agency name — not a generic tool they don't recognise. Increases submission rates and reinforces your agency's professionalism.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Your tenant data, your server, your jurisdiction.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For independent landlords and small letting agents.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For property management firms managing multiple portfolios.
Get startedFrequently asked questions
- What is the best document collection tool for property managers?
- The best tool lets tenants submit rental applications, ID, proof of income, and references without creating an account — with automatic reminders before the tenancy start date. Jotask covers all of this and is free to self-host.
- How can property managers collect tenant documents efficiently?
- Send each prospective tenant a magic link. They click it, see a structured checklist in any browser, and upload everything directly. No account required. Automatic reminders handle tenants who haven't submitted everything before the move-in date.
- Do tenants need to create an account to submit documents?
- No. Tenants receive a magic link by email. They click it, see your branded portal in any browser, and upload directly — no sign-up, no password, no app.
- What documents can property managers collect from tenants?
- Any document — rental application, photo ID, proof of income, employer and landlord references, right-to-rent documents, signed tenancy agreement, and move-in inspection forms.
- How does Jotask help property managers meet tenancy start deadlines?
- Jotask sends automatic reminders at D+3, D+7, and D+14 if a tenant hasn't submitted their required documents. Set it once per tenancy — it runs itself. Keys don't hand over until every document is in.
- Can property managers create reusable templates for different property types?
- Yes. Save 'Residential let', 'HMO', 'Commercial lease', or 'Student let' as templates. Create each new tenancy's document request in seconds — same checklist, new portal link.
- How is Jotask different from collecting tenant documents by email?
- Email doesn't track what's missing and loses attachments in inboxes. Jotask gives each tenant a clear checklist with automatic reminders — every submission is timestamped and auditable.
- How does Jotask compare to property management software for collecting documents?
- Property management software tracks rent and tenancies — Jotask collects structured documents from tenants. They complement each other: your PMS manages the tenancy lifecycle, Jotask handles the compliance document collection that most PMS platforms still leave to email.
Every tenant document, compliant and complete before the move-in date.
Free to self-host. No credit card required to start on the hosted plan. Set up your first tenant document checklist in minutes.