Custom tenant selection and income assessment software development
Appfront builds software that enables landlords and letting agents to select prospective tenants against predefined criteria, check income against the rent, and record the decision so it can be explained to the applicant and to the regulator. Since the law requires a transparent selection procedure, that is the core of responsible letting.
What is tenant selection and income verification software?
Tenant selection and income verification software records the criteria you apply when allocating a rental home, checks every applicant against them in the same way, and stores the outcome along with the reason. The applicant registers, submits their documents, the software checks income against the rent according to your standard, and the landlord chooses from the applicants who qualify, with a recorded reason that can be communicated to rejected applicants.
Without software, selection happens in a mailbox full of attachments, a spreadsheet of incomes, and a decision made in the head of the letting agent. That isn't necessarily unfair, but it can't be explained, and since the Good Landlord Act that is a problem: the law requires a transparent selection procedure with objective criteria and a justification of the choice towards the applicant. A municipality can enforce this.
We build custom software because the criteria and the standard differ from one landlord to the next. An investor with free-sector homes applies a different income standard from a landlord in the middle segment, and a letting agent acting for several owners needs to apply different criteria for each owner. The software should record and apply your criteria, not invent its own.
Criteria set in advance
The objective criteria and income standard for each property or owner, recorded before the first applicant gets in touch.
The income check applied consistently
Every applicant is treated the same: income taken from the documents supplied, checked against the rent under your standard, with the outcome visible.
Decisions with reasons
Allocations and rejections recorded with a reason, and notifications to unsuccessful applicants sent from the case file.
How we build your tenant selection and income check software
We start with your criteria and your income standard, because they need to be written down before anything can be built. After that we build the registration, the check and the allocation.
Which criteria you apply, which income standard, which documents you request and which you may not request. We set your current practice alongside the requirements of the law and the privacy rules.
The applicant registers and submits documents through a portal, providing only the information needed for the check, with a retention period for each item of data.
The income check under your standard, the check against the other criteria, and an overview of applicants who qualify, without any data that must play no part in the decision.
Recording the decision with its reason, informing unsuccessful applicants and deleting data once the retention period has passed. After that we take the software into management.
What tenant selection and income check software actually does
The components below come up for almost every landlord. Which ones you need depends on your segment and on how many owners you act for.
Registration and document upload
Applicants register for a property and submit documents through a portal, with a checklist of what is needed and what is not.
Income check
Income taken from the documents supplied and checked against the rent under your standard, with the outcome and the breakdown for each applicant.
Criteria per property or owner
Objective criteria per property or per owner, set before registration opens, and applied to every applicant.
Selection overview
Applicants who qualify side by side, showing only the data that may play a role in the decision.
Allocation with reasons
The decision recorded with its reason, and notification to unsuccessful applicants sent from the case file, with the date.
Retention period and deletion
Data of unsuccessful applicants deleted automatically after the period, with a log of what was deleted.
Who we build tenant selection and income check software for
The software is intended for landlords who receive several applicants per property and who want to be able to show that the choice was made fairly and according to fixed criteria.
Letting agents
You select on behalf of several owners, each with their own criteria, and you want the same explainable process for each owner.
Investors with a property portfolio
Dozens to hundreds of properties under a fixed standard, and a regulator who may ask how you select.
Managers of complexes
Allocation of homes in a complex with waiting lists and priority rules that are fixed and must be applied.
Landlords in the middle segment
An income standard that suits the rent and a selection process that complies with the law, without an in-house legal department.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
The software is a web application with a portal for applicants, integrated with your letting or property management system. For managing the properties themselves, from contract to maintenance, see our page on property management software. For housing migrant workers under their own rules, there is housing administration software, and you can read about our approach under building software.
If you want responses from Pararius directly in your own system, have a look at our page on a Pararius integration.
If you want to exchange data with suppliers in the language of the sector, have a look at our page on a VERA integration.
Why choose Appfront for your tenant selection and income check software?
Tenant selection is a process you need to be able to explain. Software that records the criteria in advance and keeps the reasons for each decision is how you do that.
Criteria set before registration, not after
The criteria and threshold are fixed before the first candidate applies. That is what transparent selection means, and the software enforces it.
Asking no more than necessary
The document list and fields are limited to what the check requires. Information that must play no part in the decision does not appear in the selection overview.
Explainable to applicants and municipalities
The reason for the allocation and the notice sent to rejected applicants are recorded in the file, with the date. A question from an applicant or a municipality is then simply a matter of looking it up.
Security and privacy in tenant selection and income check software
Candidate files contain income data, identity data and sometimes data you must not use in selection. We build with data minimisation and a separation between the data used for the check and the data used for the decision. Access is controlled by role and by owner, and every view is logged.
Data of rejected candidates is automatically deleted after the retention period, with a log of what was deleted and when. The allocation and its reason are kept for as long as needed for accountability, without the underlying documents of the other candidates.
Frequently asked questions about tenant selection and income check software
Questions landlords ask before getting started.
It records your selection criteria and income threshold before registration opens, lets candidates register and upload documents, checks every candidate in the same way, and keeps the allocation with its reason. Rejected candidates are informed from the file, and their data is deleted after the retention period.
The software is built around what that act requires: a transparent selection procedure with objective criteria, a reasoned decision and communication to the candidate. Which criteria you apply and whether they are lawful remains a question for you and your adviser; we ensure the software records, applies and retains them.
The candidate uploads income documents, the software extracts the income and checks it against the rent using the threshold you set per segment or per owner. The outcome and its breakdown are shared with the candidate, so a member of staff can verify the check without recalculating.
No more than is needed for the check. The software has a document list and fields aligned with that purpose, and information that must play no part in the decision does not appear in the selection overview. We agree on exactly which data that covers with your privacy officer at the start.
Yes. Criteria and the income threshold are recorded per landlord or per property, and each landlord sees only their own properties and applicants. The process is the same for all landlords; the criteria differ.
No longer than necessary to justify the decision, after which it is deleted automatically. You set the retention period with your privacy officer; the software enforces it and logs what has been deleted.
Sometimes it is, and in that case we will tell you. Custom development pays off when the criteria differ per landlord, when the income check is currently done by hand, or when the package lacks a way to record and communicate the reason for a decision.
Want your tenant selection to be explainable and based on fixed criteria?
Tell us how you currently select tenants and which standard you apply. We will compare your practice with the requirements and show what software would concretely deliver in your situation.