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Rental CRM

Rental management software for South African letting agents.

CoreX OS runs your whole rental desk, from the first application to the move-out inspection, in the same system as your listings, sales and compliance. Every rental feature is on every plan, from R450 a month.

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  1. 01

    Apply

    A private link with autosave, document uploads and signed credit check consent, behind a PIN or ID check if you want one.

  2. 02

    Review and approve

    Your checklist, your named approvers. Highlight documents, capture income and expenses, then approve, decline or ask for more.

  3. 03

    Sign the lease

    The approved application becomes a lease, e-signed from your template in order: agent, tenants, landlords.

  4. 04

    Move in

    Photo inspection and inventory, signed through a link, with a read-only report link for the tenant.

  5. 05

    Maintain

    Faults from staff, tenants or landlords become work orders. Contractors quote and close jobs through a secure link.

  6. 06

    Renew or move out

    Renewals, breach and vacate notices, then a move-in vs move-out comparison with findings you can charge to the tenant.

Rentals

Every rental feature, on every plan

The full list, exactly as it appears on our features page.

  • Rental application form for tenants (public)

    Gives an applicant a private link to fill in and submit a rental application, upload documents and sign the declaration and credit check consent, with autosave along the way.

  • Applicant PIN or ID check on return

    Lets an agency ask applicants for a one-time PIN or an ID check before they reopen their application.

  • Configurable application form

    Lets an agency choose which application fields are shown and which are required, and add its own fields.

  • Staff rental application review and approval

    Lets agents review applications and check documents, then route them to named approvers who approve, decline, ask for more information, return or reopen them. The link can be reissued and the application exported as PDF.

  • Applicant emails at every stage

    Emails the applicant as the application moves through each stage, including a decline email the agency writes.

  • Application to lease

    Turns an approved application into a lease, without retyping.

  • Lease records

    Create, edit, activate, cancel, archive and restore leases, with escalations recorded on each lease.

  • Lease renewals

    Draft a renewal from the current lease or a template, upload a signed copy, or move the lease to month-to-month, with notices to the tenant and the landlord.

  • Lease e-signing in order

    Sends a lease built from the agency's lease template for e-signature, signed in order by the agent, the tenants and the landlords.

  • Lease notices

    Send, resend, download and archive breach notices (payment and other), notices to vacate and the Consumer Protection Act lease-expiry notice. Breach notices can go out in bulk and be marked remedied or vacated.

  • Tenant notices

    Record a notice the tenant gives, and accept or reject it.

  • Rental inspections (staff, signing and tenant links)

    Run move-in, move-out, routine and interim inspections with photos. Inspections are signed through a link, with reminders, and the tenant gets a private read-only link to the report.

  • Rental inventory reports (staff and tenant link)

    Record the inventory of items in a rental property, with its own report link, signatures and move-out sign-off.

  • Rental fault reports and work orders

    Faults are logged by staff, or by tenants and landlords in the client app, turned into work orders for contractors and tracked to completion, with the tenant confirming the job is done and a record of who pays.

  • Contractor secure link

    Contractors respond to a work order, quote, upload photos and invoices and mark the job done through a secure link, without logging in.

  • Landlord approvals and spending limit

    Landlords approve quotes, work orders and variations, with a spending limit above which their approval is needed.

  • Rental permissions by role

    Lets an admin choose which rental actions each role is allowed to perform.

  • Move-in vs move-out comparison

    Puts move-in and move-out inspection items side by side with proposed findings, each of which can be marked as a charge to the tenant.

  • Read scanned paper inspection forms

    Reads the tick-marks on a scanned paper inspection form into the inspection, for staff to check and apply. Handwriting is not read.

  • Inspection photo pairing (move-in and move-out)

    Groups photos of the same spot from move-in and move-out together, by hand or automatically, with a setting to switch automatic pairing on or off.

  • Inspection photo notes

    Lets staff add a labelled note to an inspection photo (defect, wear and tear, or reference), which locks once the inspection is signed.

  • Rental inspection, inventory and work order settings

    Lets an agency set inspection room defaults and walking order, condition ratings, photo note labels, automatic sending of inspection and inventory reports, and work order settings.

  • Custom rental detail fields

    Lets an agency add its own fields to the rental details of a property, and reorder, archive or restore them.

  • Rental application document highlighting and figures ledger

    Lets agents and authorisers highlight parts of an applicant's documents and capture figures from them into a ledger, where entries are struck out rather than changed so the trail stays visible.

  • Rental application decline reasons

    Lets an agency keep a list of standard reasons for declining rental applications.

  • Rental application checklist

    Lets an agency define the checklist worked through on each rental application, and require it to be complete before a decision.

  • Credit check consent

    Names the agency's credit bureau in the consent the applicant signs. The agent runs the check and uploads the result to the application checklist.

  • Rental work order quotes

    Lets staff record supplier quotes against a rental work order, choose the one to use, and download the quote.

  • Landlord and tenant client app access

    Gives landlords and tenants access to the client app, switched on per person by the agency. Landlords see their properties, inspections, documents, decisions, faults and notices.

  • Rentals command centre and reports

    A rentals command centre, plus rental reports (print, PDF and export), property rental history, landlord activity and a rental tab on each property.

  • Bulk rental take-on import

    Imports an agency's existing rentals in bulk, including from reOS.

  • Deposit interest calculator

    A standalone calculator for interest on a rental deposit.

Scope

A rental CRM, not an accounting package

CoreX runs the letting workflow. It does not handle money: keep reOS or the rental accounting system you already trust, and CoreX runs everything around it, with the payment reference on each lease.

CoreX handles

  • Applications, review, approval and credit check consent
  • Leases, renewals, month-to-month and escalations on record
  • Breach, vacate and Consumer Protection Act lease-expiry notices
  • Move-in, move-out, routine and interim inspections and inventories
  • Move-in vs move-out findings, each markable as a tenant charge
  • Faults, work orders, contractor quotes and landlord approvals
  • Landlords and tenants in the client app, and in the same CRM as your sales

Your accounting system handles

  • Collecting rent, and tracking arrears
  • Your trust account and deposit investment
  • Paying landlords and contractors
  • Municipal and utility recharges
  • Landlord and tenant financial statements
One system

Rentals, connected to the whole agency

Letting agencies and sales agencies with a rental desk run both from one source of truth. No second login, no re-typing a tenant who later buys.

One contact list

Tenants, landlords, buyers and sellers in one CRM, with a stage-by-stage rentals board alongside the buyer pipeline.

Command centre and reports

A rentals command centre, rental reports to print, PDF or export, property rental history and landlord activity.

Lease dates on the calendar

Lease expiry and escalation dates land on the same calendar as mandates, FICA expiry and deal deadlines.

Landlords and tenants in the app

Switched on per person. Tenants and landlords log faults; landlords approve quotes above your spending limit.

PPRA inspection pack

Sampled rental files are bundled into the pack the agency hands to the regulator.

Bulk take-on, including reOS

Bring your existing rentals across in bulk, including an import from reOS.

FAQ

Questions letting agents ask

Does CoreX collect rent or run a trust account?

No. CoreX is a rental CRM, not rental accounting software. It runs the letting workflow: applications, leases, notices, inspections and maintenance. Rent collection, arrears, trust accounting, payments and landlord or tenant statements stay in reOS or the accounting system your agency already uses. CoreX keeps that system's payment reference on each lease.

Is the rentals module an extra cost?

No. Every CoreX feature, rentals included, is on every plan. Pricing starts at R450 a month for one agent. See the price list for every band.

Can tenants apply online?

Yes. Each applicant gets a private link to fill in a rental application, upload their documents and sign the declaration and credit check consent. The form saves as they go, and you can ask for a one-time PIN or an ID check before they come back to it. Your agency chooses which fields are shown and required, and can add its own.

How do we vet applicants?

Each application works through your own checklist, which can be required before a decision. Agents highlight the applicant's documents and capture income and expense figures, with a monthly income worked out from the statement period. Named approvers then approve, decline with your standard reasons, ask for more information or return it. CoreX does not run credit checks or give an affordability verdict: the applicant signs consent naming your bureau, your agent runs the check and uploads the result, and the decision stays with your approvers.

What lease notices can we send?

Breach notices (for payment and other breaches), notices to vacate and the Consumer Protection Act lease-expiry notice, each sent, resent, downloaded and archived from the lease. Breach notices can go out in bulk and be marked remedied or vacated. Notices the tenant gives are recorded and accepted or rejected.

How do inspections work?

Agents run move-in, move-out, routine and interim inspections with photos, paired automatically, in your own room order and condition ratings. Inspections are signed through a link with reminders, and the tenant gets a private read-only report link. At move-out, CoreX puts move-in and move-out items side by side with proposed findings, and you mark which are charges to the tenant. CoreX does not calculate deductions. Scanned paper inspection forms can be read in, tick-marks only.

Can we manage maintenance in CoreX?

Yes. Faults are logged by your staff, or by tenants and landlords in the client app, and turned into work orders. Contractors respond, quote, upload photos and invoices and mark the job done through a secure link without logging in. Landlords approve quotes and variations above your spending limit, the tenant confirms the work is done, and each job records who pays.

We also sell property. Is that a separate system?

No. Rentals sit in the same system as your listings, contacts, deals, portal feeds, e-signature and PPRA and FICA compliance. Tenants and landlords are contacts like any other, and lease expiry dates land on the same calendar.

How do we move from our current system?

There is no take-on fee and your onboarding month is free. Existing rentals come across in a bulk import, including from reOS, and our team maps your other records into CoreX. See how take-on works.

See your rental desk run on CoreX.

We'll walk through an application, an inspection and a work order on a live system.

Book a demo How moving works