Keystone
Property management that tenants actually enjoy using.
- Client
- Harbourgate Estates
- Year
- 2024
- Duration
- 8 months
- Team size
- 5 engineers
Interactive Demo
A hands-on mock of the product we built — click around.
Demo interface shown in English.
The challenge
Harbourgate’s portfolio had tripled through acquisition, but operations still ran on inboxes and spreadsheets: arrears were reconciled monthly by hand, repairs were reported by phone and re-typed into a work-order system, and gas-safety certificates lived in a shared drive nobody trusted. Average time from repair report to contractor assignment sat at eleven days, arrears had crept to 7.4% of the rent roll, and every acquisition added another spreadsheet. With new compliance duties under the Renters’ Reform agenda looming, the board needed an auditable system of record — without slowing down a property team already managing twice the units per person the sector considers comfortable.
Our solution
We built three connected portals on a shared Node.js and PostgreSQL core: tenants report repairs with photos and track them like a parcel, landlords see arrears, works and compliance per unit, and contractors receive dispatched jobs with access details and completion photos. Rent collection moved to GoCardless direct debit with automatic reconciliation against the ledger, and tenancy agreements flow through an e-signature step whose executed copy is filed to a per-property document vault. A compliance engine tracks every certificate expiry and escalates at 60, 30 and 7 days. Twilio SMS keeps the 20% of tenants who never install an app inside the loop.
Results
Technology stack
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