The future of UK property management: 2025 trends, challenges and smarter payments

UK property management stands at a crossroads, caught between decades-old, near-archaic practices and a wave of emerging technologies and shifting regulations.

The Renters' Rights Bill is transforming the dynamics between landlords and tenants, while EPC targets are driving the need for energy efficiency improvements. Additionally, tenants are looking for digital experiences that match those offered by other services. At the same time, increasing operational costs, compliance challenges, and manual processes are putting pressure on margins and burdening teams.

However, what’s intriguing is that while certain agencies find it challenging to cope with these increasing pressures, others are leveraging them as competitive advantages. They are utilising AI for managing routine communications, employing predictive analytics to avert rent arrears proactively, and implementing payment systems that align with tenants' preferences.

The distinction goes beyond merely embracing new technology; it involves grasping the trends that will shape the future of the industry and strategically positioning your business to stay ahead. There are numerous opportunities available for those who understand where to focus, ranging from ESG tracking that appeals to institutional investors to mobile-first solutions that enhance tenant satisfaction.

It's not really about whether these changes are coming; they've already shown up and made an impact. So, the question is, will you step up and lead the change, or will you be stuck just trying to keep up?

Sounds intriguing?

Dig deeper if you’re managing hundreds of units, running a lettings agency, seeking new revenue opportunities for your estate agency, or trying to gain better control over your property portfolio; this guide will help you understand what to expect in the future. The result? You’ll be aware of the solutions that will help you make more money while increasing customer satisfaction.

What’s changing in UK property management in 2025?

If you work in property management in the UK, you’ll know that 2025 marks a significant turning point. The sector is undergoing its most substantial transformation in decades, and frankly, it’s long overdue.

Three major changes are driving that shift:

1. The squeeze on costs

Economic pressures are hitting hard. Inflation is pushing up everything from insurance premiums to contractor rates, while rental growth is struggling to keep pace. That’s putting serious pressure on margins and leaving property professionals looking for smarter, more efficient ways to operate.

2. Technology isn’t optional anymore

What used to be a ‘nice to have’ is now non-negotiable. Agencies that embraced digital tools early are already seeing the benefits, automated payments, reduced admin, and improved service delivery. But that’s just the start. Demand is growing fast for smart building features like remote access control, energy monitoring, leak detection, and automated maintenance systems. Property managers who haven’t yet begun modernising their portfolios risk falling behind as expectations continue to rise.

3. Tenants and landlords expect more

We’ve all come to expect smooth, app-based experiences in every part of life, and property is no exception. Tenants now want more than just easy rent payments; they’re looking for responsive maintenance, flexible living options, and buildings with eco-credentials and modern amenities. At the same time, landlords expect detailed performance data, real-time alerts, and confidence that their assets meet evolving sustainability and compliance standards. Meeting these expectations is no longer a nice bonus, it’s becoming a core competitive advantage.

This transformation is being reflected in the numbers. According to CBRE’s latest market outlook, commercial property investment volumes are set to rise by 15% to £53 billion in 2025, driven by falling interest rates and a return of investor confidence. But with that growth comes mounting pressure on property managers to deliver more value: greater operational efficiency, compliance with evolving standards, and modern tenant experiences that reflect where the market is heading.

There is a growing skills gap across the sector, particularly in areas such as energy efficiency, retrofitting, and compliance, where demand is outpacing supply. AI and PropTech are also shifting the goalposts, with employers now prioritising tech fluency and data analysis over more traditional skill sets. At the same time, sustainability isn’t just a buzzword; it's fast becoming a central driver of policy and operational change. Energy efficiency standards, in particular, are shaping conversations about what the future of property management should look like.

Experts are calling it a “flight to quality”, as businesses and tenants increasingly favour modern, energy-efficient buildings equipped with smart technology. This shift opens doors for forward-thinking property managers who are ready to adapt, but it also raises tough questions for those managing older, less efficient portfolios that are falling behind market expectations.

What are the biggest problems in managing property these days?

Let’s be honest, if you’re running a property management business right now, you’re likely feeling the pressure from all sides.

Operational costs are eating into margins

Cost pressures are mounting like never before. It’s not just about rising energy bills, inflation is driving up service charges, insurance premiums, contractor fees, and even the cost of basic maintenance materials. Worst of all, these increases often outpace rental growth, which eats directly into already tight margins.

Energy expenses are hitting both landlords and tenants hard, and contractors are charging more across the board. In today’s climate, sticking to a budget has become a real challenge for many property professionals.

Regulatory overload

Keeping up with regulations has never been easy, but in 2025, it’s about to get even harder. The Renters' Rights Bill, set to come into force between October 2025 and January 2026, will overhaul key aspects of lettings. Expect the end of Section 21 evictions, a shift to periodic tenancies, and tighter controls on rent increases.

Add to that the push to meet EPC targets, the extended Decent Homes Standard, and the implications of the Building Safety Act, and you’ve got a regulatory environment that’s becoming difficult to navigate. With fines of up to £30,000 for non-compliance, mistakes aren’t just costly, they’re business-critical.

Communication gaps are costing you

Today’s tenants expect the same service standards they get from apps like Uber, Amazon or Monzo. But many agents are still relying on outdated channels, phone calls, emails, and even paper records, that just don’t cut it anymore.

The biggest breakdown happens around rent payments and maintenance requests. Tenants and landlords alike want real-time updates, but when communication fails, everyone loses: longer voids, frustrated tenants, and time-consuming admin work.

Manual processes are slowing you down

While most industries have embraced digital transformation, parts of the property management sector are still stuck in the past. Manual reconciliations, chasing payments across multiple channels, updating records across different platforms, it’s slow, inefficient, and error-prone.

With the introduction of complex new regulations like the Building Safety Act, many property professionals are unsure how to keep up. There’s hesitancy around taking on new responsibilities, partly because the guidance is unclear, and partly due to systems that aren’t fit for purpose.

Skills shortages and resistance to change

Finding the right people is becoming harder, especially in key areas like energy efficiency, retrofitting, and compliance. At the same time, AI and PropTech are redefining what’s expected, today’s hires need to be tech-savvy, comfortable with data, and ready to adapt.

But across the sector, there’s a well-documented resistance to change. Outdated processes and reluctance to adopt new tools are slowing progress, and in many cases, holding businesses back.

The good news?

We’re finally seeing real solutions. PropTech is becoming more user-friendly and accessible. Automation, AI-powered tools, and modern payment platforms are helping property professionals streamline operations, ease administrative burden, and improve cash flow.

Let’s explore how forward-thinking agencies are using these tools to stay ahead of the curve.

How are UK property management companies getting paid in 2025?

Let’s face it, rent collection in 2025 looks a lot more complicated than it did just a few years ago. From new government policies to outdated tech and evolving tenant expectations, property managers are having to juggle more moving parts than ever before.

Take Universal Credit, for example. From April 2025, the Department for Work and Pensions is reducing the maximum deduction from UC payments from 25% to 15%, potentially saving 1.2 million households an average of £420 a year. Good news for tenants, but it also means less reliable income for landlords relying on deductions to recover arrears. Add to that new rules requiring explicit tenant consent for automatic deductions, and it’s clear: rent collection is going to need a more proactive, transparent approach.

So, what about payment methods? Are the tried-and-tested systems becoming outdated? In short, yes. Most agencies are juggling a mix of methods, none of which are quite perfect.

What payment methods are most common in UK property management today?

Bank transfers (BACS) are still widely used for larger transactions. They’re affordable and reliable, but the 2 to 3 day settlement time can throw a wrench in cash flow management, especially when you're juggling emergency maintenance or contractor payments.

Direct debits and standing orders offer automation but are inflexible and high-maintenance when tenants change banks or rent amounts increase. Then there’s the classic cheque, still in use by some landlords, but painfully slow and labour-intensive to process.

Card payments via online portals are becoming more popular, particularly with younger renters who expect convenience. And if you’re running a larger operation, you might already be plugged into platforms like PayProp, Reapit, or Arthur. They do help, but the cost and lack of flexibility can be limiting, especially when you want to scale or adapt quickly.

What are some real problems with these payment methods

Late payments are a major frustration. Manual transfers can be delayed, and missed direct debits often go unnoticed until days later. And for your finance team, that means hours of reconciling payments, chasing missing references, and cross-checking data across platforms.

Lettingaproperty.com, which handles around £30 million in annual rent, felt this pain first-hand. They worked with Lloyds Bank to eliminate manual interventions and implement Event Driven Notifications for real-time updates, saving time and reducing errors.

It’s not just a back-office problem either. Tenants are used to one-tap payments in every other area of their lives. Ordering a takeaway? Easy. Splitting a bill? Instant. Paying rent? Still clunky, dated, and often frustrating.

On top of that, card processing fees of 1.5% to 3%, plus pence-per-transaction fees, eat into your margins. And without automation, you're stepping in manually far more than you should be. FirstPort tackled this head-on by introducing Interactive Voice Response systems, giving tenants 24/7 payment access and reducing pressure on contact centres.

Now let’s talk about Sarah, she manages 150 rental properties across Manchester. Last month alone, she spent 12 hours dealing with failed direct debits, chasing up late payments, and handling tenant queries. Three tenants missed their rent entirely because they forgot to update their standing orders after a rent increase. That meant admin overload and delayed income.

What could Sarah have done differently? Adopting more flexible, automated payment tools could have saved her time, improved cash flow, and helped keep her tenants happier.

What are better alternatives to traditional payment methods in property management?

If you're still relying on BACS, cheques, or standing orders, you’re probably spending more time on payments than you need to. Thankfully, 2025 is the year things start getting easier, and smarter.

QR code payments and pay-by-link

This is where things really get interesting. With QR code payments and pay-by-link, you can skip the hassle of setting up standing orders or chasing down reference numbers. Instead, just send a secure payment link via email, text, or even WhatsApp. Your tenants click or scan - and that’s it. No logins, no forms, no fuss.

Real-world scenario: Let’s say one of your tenants calls in to pay their rent while on the go. Instead of directing them to a portal (which they may forget), your team sends a quick payment link via SMS. They click, pay securely using their preferred method, and you're instantly notified. No missed payments, no follow-up emails.

We’ve seen agencies using this tech cut down late payments by over 30%, and tenants genuinely appreciate the simplicity.

Want to get rid of payment setup headaches and reduce late payments? Read this detailed guide on QR code payments, which includes setup tips and real-world examples.

Open banking and instant payments

If you haven’t already explored open banking, now’s the time. It’s transforming how money moves in the UK, backed by secure APIs that allow tenants to pay straight from their bank account, instantly and without card fees.

Payment providers like GoCardless and Wonderful let you send tenants to a branded checkout where they can approve the payment via their mobile banking app. Funds settle in real time (not days), and you get full visibility over what's paid and what's pending, no more guesswork or payment chasing.

Real-world scenario: You’ve got a contractor to pay urgently, but your incoming rent is still “in transit.” With open banking payments, that rent payment or service charge hits your account within seconds of the tenant paying, meaning fewer cash flow gaps and no delayed jobs.

It’s more secure, faster than BACS, and cheaper than card processing. For portfolios with dozens of recurring payments, those savings add up fast.

Want to speed up rent collection and reduce processing fees? Discover how open banking payments can make rent collection faster, smarter, and more cost-effective.

Digital wallets: Apple Pay, Google Pay and more

These are especially handy for short-term rentals, deposits, or younger tenants who expect instant, frictionless checkout experiences. With biometric login and one-tap payment, it’s often faster than entering card details, and far more secure.

Picture a student tenant paying their first-month deposit, they’re far more likely to follow through quickly if they can tap their phone and go, rather than digging out bank info.

Property payment platforms with built-in automation

All-in-one platforms like Reapit, Arthur, or PayProp now offer everything from real-time dashboards to automated reconciliation and built-in compliance reminders. No more juggling spreadsheets, emails, and banking apps.

Yes, they come with licensing fees, but the time saved in admin, and the accuracy of reporting, often make them worth it, especially at scale.

What are the best practices for modernising property payment collection in the UK?

Set up automatic reminders and reconciliation

Smart reminder systems can change the way you deal with your tenants. Automated reconciliation gets rid of the boring hours you spend matching bank statements to tenant accounts and lets you see your portfolio in real time.

Give multiple payment options

The most effective property managers we see are offering flexible payment options, without creating extra complexity. They combine traditional methods like direct debits with newer solutions such as open banking and pay-by-link. The key is integration: all payments flow into a single reporting system, so there’s no need to juggle multiple platforms or chase data manually.

Work with CRMs for property management

If you use systems like Reapit, Arthur, or Alto, a frictionless payment connection should make your current procedures better, not harder. The finest integrations keep data in sync both ways, so records are updated automatically when payments are made.

Real-time payment tracking: More authentic, more transparent

Everyone benefits from being able to see things in real time. You can see how your cash flow is doing right away and spot problems before they happen. Tenants like getting fast confirmation and being able to see their transaction history.

Mobile POS system and self-service payments

Mobile optimisation isn’t optional anymore. With 88% of renters preferring to manage tasks online, self-service payment options can significantly reduce customer service costs while keeping tenants happy. It’s a win-win.

Modern mobile point-of-sale (POS) systems let tenants pay anytime, from anywhere, using their smartphones, no need for portals or complex setups. Whether it’s paying rent, settling maintenance charges, or covering unexpected call-out fees, you can turn any mobile device into a secure payment terminal.

Here’s how it plays out in the real world: Imagine a tenant calls in about an emergency plumbing issue. The repair is carried out the same day, and before the contractor even leaves, the tenant pays the call-out fee via a secure payment link sent straight to their phone. No delays, no paperwork, no follow-up.

Want to see how mobile POS can streamline payments for your portfolio? Read this comprehensive guide on mobile POS systems to explore top providers, setup tips, cost benefits and how to get started.

What property management trends should UK agencies watch out for in 2025?

AI-led communication

AI chatbots are taking care of simple tasks like maintenance requests and lease renewal. This allows your staff to focus more on the challenging task of building relationships that require human understanding.

Predictive analytics for rent arrears and empty periods

Data-driven insights are helping landlords preempt probable rental defaults. Void period optimisation uses market data to set prices in a way that maximises rental income, turning data into useful information.

ESG and sustainability norms

Environmental factors increasingly influence investment choices. Implement systems to monitor energy consumption and carbon emissions. It's crucial for legal compliance and attracting investors.

Increasing demand for hybrid or remote property management teams

There is no end in sight for flexible work. You need cloud-based systems that let your team work together well while also following security and compliance rules, no matter where they are.

Landlord and tenant portals with full payment transparency

Comprehensive portals that bring together payment processing, document management, and communication tools are quickly becoming the standard. Landlords, tenants, and agents alike now expect full visibility, clear, real-time insights into property performance and payment history, all in one place.

Want the bigger picture on what’s shaping the UK property landscape in 2025? Explore the key market trends and strategic insights every estate agent needs to know.

Making UK property management ready for the future

Digital payments are no longer a ‘nice to have’, they’re essential. As tenant expectations rise and regulations tighten, property professionals who embrace smart, user-friendly payment tech are the ones who’ll stay ahead.

The good news? Increasing your use of digital solutions doesn’t replace the personal touch. It enhances it. By automating routine tasks like rent collection and reconciliation, your team can focus on what really matters: building relationships, solving complex issues, and offering valuable advice to landlords.

Ready to take the next step? Start by reviewing your current payment processes. Look for secure, scalable solutions that streamline operations, reduce admin, and improve the experience for everyone involved, whether you're managing 10 properties or 10,000.

FAQ

What’s the best way for UK property managers to collect rent in 2025?

Open banking offers fast, secure, low-cost payments. For smaller portfolios, pay-by-link tools like Wonderful work well. Larger agencies benefit from platforms with full integration and automated reconciliation.

How can letting agents reduce late rent payments?

Use open banking, pay-by-link, or recurring payments, all synced into one system. The key is offering flexible, easy-to-use options and cutting down on manual follow-up.

Can tenants in the UK pay rent using Apple Pay or Google Pay?

Yes. Many platforms now support digital wallets. They’re ideal for short-term lets or younger tenants who prefer fast, mobile-friendly options with biometric login.

Is collecting rent through open banking safe?

Yes. Open banking uses strong bank-level security and is FCA-regulated. Payments require tenant consent, reducing fraud risk and avoiding chargebacks.

What’s the cheapest way to collect rent as a landlord or agent in the UK?

Open banking is typically the lowest-cost option, with fees from 0.5% to 1%. While card payments cost more, consider the total value, including automation and admin savings.