Letting Agent Operations Dashboard | Simply Button Solutions

Properties Managed

31 houses · 12 flats · 4 HMO

Monthly Rent Roll

£48,920

+£1,240 vs March (3 new lets)

Arrears Value

£9,847

7 tenants · +£1,420 last 30d

Avg Days to Re-let

14.3

portfolio avg · 8d for best PM

Landlord NPS

+42

Q1 survey · 31 responses of 38 sent

The number you should know first

Your top 4 maintenance contractors do 62% of all jobs. One of them, A&G Plumbing, charges 34% more than the next cheapest gas-safe firm on identical job types. Switching them saves an estimated £4,800/year with no impact on speed.

Based on 78 callouts over the last 12 months. Median cost-per-job for A&G £218 vs Marsden £162 and Crane Heating £174 on like-for-like categories (boiler/heating).

Maintenance Contractor Profitability

Last 12 months · ranked by cost-to-quality ratio · lower bar = cheaper per job

8 active

Marsden Plumbing & Heating

Gas-safe · plumbing · heating

£162

1.2d

★★★★★

Crane Heating Services

Gas-safe · boiler specialist

£174

1.5d

★★★★★

A&G Plumbing Ltd

Gas-safe · plumbing · bathrooms

£218

1.1d

★★★★★

Pinnacle Electrical Coventry

Part P · EICR · rewires

£186

2.8d

★★★★★

DM Carpentry & Joinery

Joinery · doors · locks

£145

1.8d

★★★★★

SwiftFix Handyman

General maintenance · cosmetic

£88

1.4d

★★★★★

Rapid Drain Solutions

Drainage · CCTV · emergency

£198

2.1d

★★★★★

Coventry Roofing Co.

Roof repairs · gutters

£264

5.4d

★★★★★

Property Managers

3 PMs across the portfolio · how each one is performing

47 props

Sarah Holloway

Senior PM · owner

Portfolio

Retention

96%

Complaints

Mark Pendry

Property Manager

Portfolio

Retention

94%

Complaints

Jodie Tannock

Junior PM · 7 months

Portfolio

Retention

83%

Complaints

Watch: Jodie's complaint rate is 2.1x portfolio average. 4 of 6 relate to slow tenant response times. Worth a coaching session on inbox triage and templated replies before her review.

Re-let Speed by Price Band

Median days from notice to new tenancy start · rolling 12 months

Sub-£650 / mo

£650-£850

£851-£1,100

13d

£1,101-£1,400

18d

£1,400+

23d

Maintenance Spend by Month

Last 12 months across all 47 properties · routine vs emergency

Job Distribution by Type

152 maintenance jobs · rolling 12 months

Top 10 Properties by Net Margin to You

Management fee & renewal income, minus your direct cost to service the property · some of these are losing you money

12-month roll-up

Property	Type	Rent / mo	Fee income	Maint. spend	PM hours	Net to you	Why

Tenant Arrears Tracker

Live as of this morning · sorted by escalation urgency

£9,847 owed

L. Brennan

Flat 4, Cordwainer Court · CV1

£2,840

Court issued

D. Okafor

28 Bramble Rise · CV5

£2,180

Section 8

K. Watson

17 Tanners Row · CV1

£1,620

Section 8

M. Iqbal

9 Millbrook Mews · CV3

£1,210

Notice served

R. & J. Patel

42 Foxglove Common · CV5

£920

Notice served

T. McGowan

Flat 12, Earlsdon Court · CV5

£640

Monitoring

A. Fletcher

3 Thackray Avenue · CV6

£437

Monitoring

Landlord Switch Risk

3 landlords showing signals of leaving · combined £164k annual income at stake

High priority

Geoffrey Mortlock

8 properties · with you since 2019 · managed by Jodie

Hasn't logged into landlord portal in 4 months (was weekly)
Last 3 re-lets averaged 21 days vs his portfolio norm of 9
Asked about fee structure twice in the last 3 months
Two unresolved complaints about repair response times (CV3 property)

Risk score

£7,840/yr fees

Whitstone Holdings Ltd

5 properties · corporate landlord · managed by Mark

Director attended competitor event in Coventry (LinkedIn check-in)
Statement queries up 3x in Q1 · flagged a fee on Flat 7 last month
Renewal due in 92 days · no informal discussion yet

Risk score

£5,460/yr fees

Mrs Diane Carrick

2 properties · small landlord · managed by Sarah

Tenant complaint at 17 Tanners not resolved in promised window
Asked for breakdown of last 6 months' charges (unusual request from her)
Daughter is a chartered surveyor · flagged in last call

Risk score

£2,640/yr fees

Compliance Expiring <90 Days

Gas, EPC, EICR, legionella · sorted by urgency

52 Wrenfield Old Road

Tenant: J. Whitmore

Gas

23 May 26

12d

9 Millbrook Mews

Tenant: M. Iqbal · arrears

EICR

28 May 26

17d

Flat 2, Redmoor Park

Tenant: H. Sayers

Gas

7 Jun 26

27d

17 Tanners Row

Tenant: K. Watson · S8 served

EPC

14 Jul 26

64d

28 Bramble Rise

Tenant: D. Okafor · arrears

Legio

29 Jul 26

79d

! Two of the urgent five are on tenants in arrears. Coordinate access carefully · expired gas cert is a criminal offence not a fee.

Re-let Speed Breakdown

Median days to re-let, by property type and PM

Insight: Sarah's median (8d) is 2.4x faster than Jodie's (19d) on equivalent stock. Cause is photo upload delay · Jodie averages 4.2d from check-out to listing live, Sarah 0.8d.

This Week's Action Board

Top 5 prioritised by money-at-stake

1

Call Geoffrey Mortlock today

Risk score 87. Offer review meeting + fee transparency walk-through. He's the £7.8k account.

£7,840/yr
2

Book gas safety at 52 Wrenfield Old Road

Expires 23 May. Marsden has Tues 13 May 9am free. Tenant J. Whitmore notified already.

criminal risk
3

Trial Marsden on 3 jobs currently going to A&G

Pilot for 30 days. If parity holds, switch the contract · saves £4,800/yr without lifting a finger.

£4,800/yr
4

Coaching session with Jodie

Inbox triage + templated replies. Target: complaint rate to 1.5x portfolio avg by July review.

staff dev
5

Review 4 Crestmere Walk loss-leader

Property losing £112/mo. Either re-negotiate landlord fee, exit on next renewal, or replace boiler to cut callouts.

-£1,344/yr