Tenancy document managementEvery tenancy file complete, from application to renewal
Dev Soft UK designs and builds tenancy document management for you with DocView Capture, DocView Web and DocView OmniRead. Letting agents and landlords keep each tenancy in one file: applications, ID and referencing, the signed agreement, deposit paperwork and inventories, with reminders before the tenancy ends.
| Property | Start | Ends | Outstanding | Status |
|---|---|---|---|---|
| 22 Mill Lane | 01/12/2026 | 30/11/2027 | Guarantor reference | Referencing |
| 7 Quay Court, Flat 4 | 15/11/2026 | 14/11/2027 | - | Complete |
| 91 Station Road | 05/12/2026 | 04/12/2027 | Agreement | Awaiting signature |
| 3 Orchard Close | 01/02/2026 | 31/01/2027 | - | Renewal due |
| 18 Park View | 20/11/2026 | 19/11/2027 | Deposit paperwork | Move-in |
Illustration with sample data.
A move-in date, and a file still missing pieces
A single let can involve an application form, passports and visas, payslips and bank statements, employer and previous landlord references, a guarantor, a signed tenancy agreement, deposit paperwork and an inventory. They arrive by e-mail, by post and through referencing services, at different speeds, for several applicants at once.
Negotiators chase by phone, property managers rebuild the file at renewal, and when a dispute arrives at the end of the tenancy the signed check-in inventory is in somebody's inbox.
One file per tenancy
Tenants, guarantors, the landlord and the property are linked, so everyone works from the same set of documents.
From application to renewal
Apply
Applicants send their form, identity documents and proof of income, and each item is recognised and filed against the tenancy.
Reference and check
References and right to rent evidence are gathered, with a record of who checked what and when.
Agree and sign
The tenancy agreement is approved, sent for signature, and filed with the deposit paperwork and inventory.
Manage and renew
Ahead of the end date the property manager is reminded to agree a renewal, a new term or a move-out.
Included in DocView
- DocView Capture collects documents from mailboxes, watched folders, drag and drop and scanners
- Reading of print, handwriting, tick boxes and barcodes on application forms and inventories
- Classification by rules or a classifier trained on your own samples, to sort a mixed applicant pack
- Customer sharing by secure link and PIN: an applicant or landlord can answer questions, fill in fields and upload replacement pages, with reminders and escalation
- DocView Web document cases that group a tenancy's documents and give outside parties controlled access
- E-signatures sent by e-mail, with the status tracked
- Workflow tasks for a user or role, and permissions by document type, users and groups
What we configure or build for you
- We configure a tenancy checklist per let type, showing what each applicant still owes
- We build chasers to applicants, guarantors and referees for missing items
- We add a right to rent record with the checker, the check date and any follow-up date
- We build deposit paperwork tasks, so the certificate and the information given to the tenant are filed with the tenancy
- We set renewal and end-of-tenancy reminders using the dates you choose
- We can give landlords their own view of their properties' tenancy documents
- We can connect DocView to your lettings or property management software
Ask for the missing payslip with a link, not a phone call
When a document is unreadable or the wrong one, DocView Capture can send it back to the applicant by secure link and PIN. They answer on a mobile-friendly page and upload a replacement, and the file returns to your team for checking. Everything is recorded in the batch history and access log.
Gas safety records, electrical reports and energy certificates belong to the property rather than the tenancy. Track those with compliance certificate tracking.
People who let and manage homes
Letting agents
Branches handling new lets every week, who need files complete before keys are handed over.
Portfolio landlords
Landlords managing their own homes who want each tenancy's paperwork in one place.
Housing and build-to-rent operators
Teams with many units and many tenancies starting and ending at once.
Tenancy document questions
Is this an off-the-shelf product?
No. It is DocView Capture and DocView Web configured for your lettings process and, where needed, extended by Dev Soft UK. Capture, sharing, document cases and e-signatures are part of DocView; the tenancy checklist, chasers, deposit tasks and renewal reminders are configured or built by us.
Does DocView carry out referencing or right to rent checks?
No. Your staff or your referencing provider make the checks. DocView is designed to help you keep the evidence: the documents seen, who checked them, when, and when to look again.
Does it know the legal deadlines for deposits and notices?
We do not build legal time limits into the software. You set the dates and reminder points you work to, and update them when the rules change, taking advice where you need it.
Can landlords see their own documents?
Yes. DocView Web document cases can give outside parties controlled access, so a landlord can see the documents for their own properties and nothing else.
Can we scan our existing paper tenancy files?
Yes. DocView Capture can scan and sort existing files, and we set it up so each document arrives in DocView Web against the right property and tenancy.
Hand over the keys with the file complete
Tell us how a let is put together today, from application to move-in. We will show you how DocView could collect, chase and file it.