Rent collection software should help a landlord understand what has been received, what remains outstanding and what action is appropriate. A dashboard total alone does not establish that the underlying records are correct. This checklist was reviewed on 16 October 2026.
Follow the money
Ask the supplier to explain the complete payment journey. Identify which organisation receives or processes funds, how payments reach the relevant account and how a payment is matched to the correct tenancy.
Where a payment service provider is involved, check its identity and relevant permissions. The FCA advises checking its Financial Services Register for the services a provider is authorised to offer. Do not assume that a software brand and the organisation handling payments are necessarily the same business.
Read the terms covering fees, settlement arrangements, failed payments and refunds. Ask questions about anything that is unclear before inviting residents to use a new payment route.
Test the awkward cases
Use fictional examples to test a partial payment, a payment with an unexpected reference and an adjustment entered in error. Check whether the system allows staff to investigate and correct the record without losing the history.
Compare the rent ledger with the bank information it relies on. Decide who will review unmatched items and how often. An automatic match should not prevent a person from examining a discrepancy.
Check reminders separately from the accounting functions. A resident should not receive an inaccurate demand because an import is delayed or a payment has been allocated incorrectly. Provide a clear way to query the balance.
Keep the records understandable
Ask for a sample statement and see whether the dates, charges, payments and balance can be followed without explanation. Test exports for your own records and for any accountant or agent who needs them.
Compare the full cost at the level of use you expect, including transaction charges and optional features. Avoid treating a historic comparison price as a current quotation.
Start with a controlled trial, reconcile the results and resolve any gaps before wider use. Good software can support a consistent process, but someone still needs to check exceptions and respond appropriately to residents.