When you register a new QuickFile account, under Business Type you will see an option for Landlord. If you already have a sole trader account you are using to manage one or more rental properties, you can use the migrate tool to get access to the landlord dashboard.

A landlord account is suitable for any private landlord (non-incorporated) with one or more rental properties. It has all the sole trader features, plus a Landlord Dashboard where you manage your properties, tenants, recurring rent demands and reminders, and a set of nominal codes suited for property management, such as property surcharges, late payment fees, property expenses and tenant deposits.

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Set up a landlord account

Choose Landlord as the Business Type when you register. QuickFile then sets up the account with the landlord dashboard and the property nominal codes.

If you already use a QuickFile sole trader account for your rental properties, you don’t need to start again: see Migrate an existing account to a landlord account below.

If you have other sole trader business activities, we recommend you manage your rental properties under a separate QuickFile account. Under Making Tax Digital for Income Tax, property income and self-employment are reported to HMRC as separate businesses, and a separate account keeps your property income, expenses and landlord records apart. You can manage several QuickFile accounts from one login with QuickFile Affinity.

The Landlord Dashboard

Landlord accounts have a dedicated dashboard where you enter the details of your rental properties, tenants, recurring rent demands and reminders. It works alongside your main QuickFile dashboard rather than replacing it.

1. From your main dashboard, click Landlord Dashboard in the left column, directly below the My Dashboard menu.

   

2. The first time you open it, a Your Landlord Dashboard welcome window explains the set-up. Click Next to read each page, then click Get Started.

   

The dashboard has three tabs, Properties, Tenants and Rent Demands, each showing how many records you have. The button at the top left changes with the tab: Add a Property, Add a Tenant or Add a Rent Demand. The Help link at the top right opens this guide.

The landlord dashboard makes it much easier to manage the underlying accounting records. It can be helpful to understand the relationship as follows:

Each record depends on the one before it, so set them up in this order: properties, then tenants, then rent demands.

Step 1: Add your properties

1. On the Properties tab, click Add a Property.

2. In the Create new Property window, enter the address: House Number / Name, Street, Locality, Town and Postcode. Country is set to United Kingdom.

3. Check the Project Tag. QuickFile fills it in from the address (for example 1-test-street); you can change it before saving.

4. Click Save.

   

The property appears on the Properties tab with its tag. Use one property record, and so one project tag, per rental property: this lets you run income and expense reports for each property under Reports > Projects.

Step 2: Add your tenants

1. Open the Tenants tab and click Add a Tenant.

2. In the Create new Tenant window, choose the Property the tenant rents.

3. Enter the Tenant Name, the Rent and the Rent Period (Monthly, Quarterly or Yearly).

4. Enter any Deposit Held and the Tenancy Period (start and end dates).

5. If the tenant is already a client in QuickFile, tick Link to existing client and choose them under Client Name, so you don’t create a duplicate.

6. Click Save.

   

The tenant is listed on the Tenants tab with their property, rent, deposit and tenancy dates. QuickFile also creates a client record for them, which you’ll find under Sales > View clients.

Step 3: Set up recurring rent demands

1. Open the Rent Demands tab and click Add a Rent Demand.

2. In the Create new Recurring Rent Demand window, choose the Tenant.

3. Enter the Next Due Date: the date of the first rent invoice.

4. Check the Rent and Rent Period. They are filled in from the tenant record.

5. Click Save.

   

QuickFile creates a recurring invoice for the tenant, which you’ll find under Sales > Recurring invoices. Each invoice has the line “Rent for” and the property address, is posted to Rent Income (nominal code 4904) and is tagged to the property’s project. The recurring invoice carries on until you stop it.

When your tenant pays the rent, attach the payment to the invoice. You can set up automated bank tagging rules to match regular rent payments for you.

Bookkeeping Tips for Landlords

Once you’ve entered your properties, tenants and rent demands, here are a few tips that should help you on your way.

1. Link your bank account

Linking your bank account isn’t essential, but it makes it easier to track inbound rent payments and tag any qualifying expense items. Connecting a bank feed under Banking > Open Banking Feeds needs a Bank Feed subscription (a 14-day free trial is offered). We would generally recommend that you delete any non-property related bank entries.

2. Tag your tenant deposits

When your tenant pays a deposit to you, this should be tagged to the Rent Deposit nominal code (0151), not to income.

1. On your bank statement, click Tag Me next to the deposit.

2. Choose Something else not on this list.

   

3. In the Other Sale/Credit window, enter a Description, for example the tenant’s name and “deposit”.

4. Under Post to Nominal, choose (0151) Rent Deposit.

5. Click Save.

   

3. Tag any qualifying expenses

As a landlord you can offset repairs and maintenance costs, providing it is not a capital improvement. For any such qualifying expenses, click Tag Me on your bank statement and select the option Payment to a supplier. You can then input the details for your purchase and later attach a receipt.

4. Review your Tax position

QuickFile can make a basic tax calculation based on the financial data you have entered into your account. This report can be found under the Reports menu by clicking on the Tax Summary option.

Tracking your landlord obligations

As a landlord you will have various recurring obligations such as gas and electrical safety checks, contract renewals and insurance renewals. You can track these with reminders on the landlord dashboard.

1. Once you’ve added your first property, click the yellow Setup reminders for things like Gas Safety, Insurance etc button at the top right of the landlord dashboard.

   

2. Create a reminder for each obligation. You can specify the task, the property, how often it should happen (for example annually), the next due date, and an email address to which a reminder should be sent a set number of days before the due date.

Without a Power User Subscription, the reminders button opens the Advanced Landlord Tools subscription page instead:

As you get nearer to the due date you can upload one or more documents for recordkeeping, such as a copy of a contract or a certificate. Any documents uploaded here will also be accessible from the main document manager.

Migrate an existing account to a landlord account

If you already have a sole trader account with QuickFile and you’d like to enable the landlord features, you can migrate it to a landlord account. At this time only sole trader accounts can migrate; the option isn’t shown on limited company accounts.

1. Go to Account Settings and click Migrate to a Landlord account.

   

2. The Landlord Migration page lists the landlord nominal codes that will be created. They are all ticked. Untick any you already have or don’t need.

   

3. Click Continue to create the ticked nominal codes. Your account is updated to a landlord account and you are taken to the landlord dashboard.

The codes offered are income codes for late payment fees, appliance rental and pet, furnished and other property surcharges, plus 4006 Rent Charges and Ground Rent; expense codes 7020 to 7025 (agency fees, landlord insurance, council tax, HMO fees, and gas and electrical safety or servicing); and 0150 Property Improvements and 0151 Rent Deposit.

During migration all your existing account data and functionality will remain unchanged; the landlord dashboard does not replace your main QuickFile dashboard. When you log in you will always land on your main dashboard first, with the Landlord Dashboard link below My Dashboard.

Troubleshooting

I can’t see the Landlord Dashboard link

The link only appears on landlord accounts. A sole trader account can be migrated (see above); limited company accounts can’t.

The reminders button opens a subscription page

Reminders are part of the Power User Subscription. Without it you see the Advanced Landlord Tools page.

I held tenant deposits before I started using QuickFile

QuickFile staff advise entering them in your opening trial balance against Rent Deposit (0151), using a separate line and reference for each tenant (forum answer).

My Tax Summary profit looks too high

Check for untagged bank transactions: they are already counted in NET profit. Tag them, and tag deposits to Rent Deposit (0151) rather than income.

Related topics

New to bookkeeping in QuickFile? A landlord account has all the sole trader features, so start with Sole Trader Bookkeeping - The Basics.

• Sole Trader Bookkeeping - The Basics: The everyday bookkeeping routine that also applies to a landlord account.
• Bookkeeping for Landlords - Recording Letting Agent Statements and Fees (Standard Method): Record rent collected and fees deducted by a letting agent.
• Bookkeeping for Landlords - Recording Letting Agent Statement and Fees (Alternative Method): Use a holding account for letting agent statements instead.
• Projects in QuickFile: How project tags work and how to report on each property.
• Automated bank tagging rules: Set up rules to tag regular rent payments and expenses for you.
• Power User Subscription: What the subscription includes, such as landlord reminders.
• QuickFile Affinity overview: Manage several QuickFile accounts, such as a landlord and a sole trader account, from one login.
• Sole Trader & Landlord (community discussion): Staff answer on keeping landlord and sole trader activity in separate accounts.