Features + Function
Less back-and-forth, faster applications, clearer proof-of-effort for owners.
Creating and Managing Listings
Unified advertising and management of property listings
List fast, list right: Templates and auto-fill create accurate, compliant ads (incl. Healthy Homes) in minutes, with one-click syndication to portals and social channels—UTM tracking included.
All enquiries, one place: A unified inbox manages messages, sends smart auto-replies, pre-qualifies leads, and handles self-serve bookings for open homes and private viewings.
Fewer no-shows, faster follow-ups: Auto confirmations, reminders, and easy reschedules keep attendance high, while post-viewing emails and nudges drive completed applications.
Seamless on-site to insights: QR check-ins, quick notes, and applicant tagging feed a clean timeline of views → enquiries → RSVPs → attendance → apps, with analytics to refine copy, pricing, and timing.
Faster, fairer approvals with lower default risk—and cleaner records if challenged.
Tenant Checks and Verification
Finding and verifying good tenants
Consent & verification: Built-in, trackable applicant consent with clear disclosures; fast ID capture and liveness checks to prevent impersonation or fraud.
Credit, history & income: Unified view of credit files, arrears, tenancy history, references, and income evidence—with rent-to-income ratios and stability indicators surfaced automatically.
Consistent, streamlined decisions: Custom policy rules and weighted scoring standardise approvals, while smart requests and self-upload portals cut back-and-forth.
Audit-ready & privacy-safe: Every check and note is time-stamped for compliance, with least-data collection, retention controls, and secure storage built in.
Faster, accurate, compliant agreements—and a single, auditable source of truth with less admin.
Tenancy Agreements + Documentation
Creating, Handling and Managing important documents
Draft & customise fast: Auto-fill from property and tenant records with mandatory fields, NZ-ready templates, and conditional clause logic to ensure compliant, accurate agreements every time.
Sign, send & store seamlessly: Clean e-signing with ID checks, timestamps, and completion certificates; bundled packs (agreements, HHS, disclosures, rules) sent in one go, then automatically stored under property, tenant, and owner profiles.
Stay compliant, secure & organised: Versioning, audit trails, legal holds, and retention policies provide full traceability, while encryption and access controls protect every document.
Simplify renewals & follow-ups: Automated reminders, renewal offers, and tracked variations keep agreements current without manual chasing.
Fewer gaps, stronger evidence, faster maintenance turnaround—and inspection cycles that run themselves.
Inspections
Organizing Inspections
Plan & schedule smartly: Auto-created recurring cycles with routing, buffers, and travel-time insights for efficient planning.
Notices, templates & mobile tools: RTA-style notice templates with SMS/email confirmations; entry, exit, and Healthy Homes checklists—all available in an offline mobile app with photo/video capture and voice-to-text notes.
Compare, detect & document: Side-by-side inspection views highlight changes, missing shots, and duplicates; timestamped media and condition records build a defensible compliance trail.
Maintenance & communication: Convert findings into jobs with priorities, SLAs, and photos pulled through; share branded reports with tenants and owners, complete with follow-ups and approvals.
Audit, security & insights: Version history, permissions, and secure retention ensure governance, while portfolio analytics reveal trends like no-show rates, repeat issues, and resolution times.
Faster fixes, fewer call-backs, controlled spend, happier tenants/owners, and a clean compliance trail.
Maintenance
Fixing things quicker
Intake, triage & decisioning: Capture maintenance requests from portal, email, or phone; auto-categorise, de-duplicate, and flag urgent or Healthy Homes issues. Apply policy, RTA, warranty, and insurance rules with built-in risk scoring and next-step recommendations.
Quotes, vendors & scheduling: Send one-click RFQs using scope templates with photos or videos attached. Compare quotes and assign to pre-qualified vendors with compliance docs, rate cards, and performance scores. Smart routing and self-serve booking ensure fast scheduling with auto reminders.
Work orders, approvals & costs: Generate clear work orders with SLAs, NTE caps, and digital sign-offs. Track time, materials, and photos in the contractor app, while budgets, parts/labour splits, and owner thresholds keep costs in check.
Invoicing & communication: Match invoices to work orders and POs, allocate liability between owner and tenant, and sync with accounting systems. Keep all updates—status, ETAs, and messages—threaded in one view.
Preventive, compliance & escalations: Manage recurring maintenance, asset registers, and seasonal tasks. Link HHS defects and hazard notes, log incidents, and auto-escalate SLA breaches or reroutes.
Reporting & audit: Get complete visibility with metrics on cycle time, first-time-fix rate, spend, and vendor performance. Every action is timestamped, geo-tagged, and securely stored for full compliance.
Clean reconciliations, faster payouts, tighter arrears—and audit-proof books.
Financials
Taking care of the important things
Rent in, right away: Real-time bank feeds with auto-matching, split allocations, and instant receipting keep your ledgers up to date.
Arrears & payments: Automated SMS/email reminders, payment plans, and late-fee rules reduce arrears; flexible payment rails (card, bank transfer, direct debit) manage surcharges and timing.
Trust & compliance: True three-way reconciliations with breach alerts, maker–checker approvals, and audit-ready controls ensure financial integrity across all entities.
Owners, bills & fees: Batch disbursements with caps/withholding and automated remittance advice; link bills to WOs/POs, apply management and letting fees (fixed or %), and attach records for full traceability.
Bonds, statements & integrations: Lodge, track, and refund bonds with evidence attached; real-time owner/tenant statements in branded portals; seamless sync with Xero/MYOB and mapped chart of accounts.
Month-end & reporting: Guided close process with recon checkpoints and exception queues; P&L, cashflow, liabilities, and consolidated portfolio reporting—all export-ready for tax or audit.
Clear visibility, faster decisions, and proof-of-performance you can share.
Reporting
Finger on the pulse at all times
Live at a glance: Portfolio dashboards track listings, viewings, applications, lets, arrears, maintenance, and inspections in real time.
From funnel to performance: Follow the full journey from views → enquiries → RSVPs → attendance → approvals → time-to-let, while monitoring SLA compliance, no-shows, and PM workloads.
Financial & compliance visibility: See trust recs, payouts, fees, and spend by property or category, alongside Healthy Homes and tribunal-ready compliance tracking.
Owners, vendors & insights: Share polished summaries, vendor scorecards, and satisfaction trends with stakeholders.
Custom reporting & automation: Build, save, and auto-email reports (PDF/CSV), compare period or cohort results, and segment by region, PM, or property.
Data intelligence & alerts: Connect via API or data warehouse for deeper BI, set thresholds and goals, and use the AI Assistant to prompt data for unique insights.
Fewer breaches, stronger evidence, faster resolution—compliance that runs in the background.
Legal and Compliance
Making sure you’re safe and empowered
RTA & Healthy Homes compliance: Prebuilt notice templates with correct timeframes and service methods, plus tracked Healthy Homes evidence, expiry alerts, and gap flags for every property.
Privacy, consent & documentation: Capture explicit consent with retention controls and deletion workflows; manage versioning, legal holds, watermarks, and expiring access links.
Audit & policy control: Immutable logs of notices, edits, views, and signatures with role-based permissions, maker–checker approvals, and configurable policy rules.
Bonds, risks & disputes: Lodge, track, and refund bonds with evidence; monitor breaches, missing documentation, and exceptions with escalation workflows; export dispute packs in one click.
Compliance visibility: Portfolio dashboards highlight obligations due or overdue by property, manager, or region.
Clear self-service for every stakeholder → fewer calls, faster turnarounds, tighter control.
Portals
Owner Portal
Live statements, invoices, and tax docs with payout settings.
Approve quotes, variations, and track jobs, spend, and inspections (incl. HHS).
Two-way messaging, document hub, and read receipts for transparency.
Tenant Portal
Apply, book viewings, and e-sign agreements in one flow.
Pay rent/bond, set up direct debit or payment plans.
Log maintenance with media, track ETAs, and access notices, rules, and inspection info.
Contractor / Vendor Portal
Work orders with scopes, SLAs, H&S notes, and photos.
Self-schedule, check in/out, and upload quotes or invoices.
Keep compliance docs up to date; view performance scorecards.
Controls & Experience
White-label branding, mobile-first design, MFA/SSO.
Granular permissions, expiring links, and audit logs.
Real-time alerts, reminders, and secure sharing across portals.
THE PROCESS
We don’t just switch software—we stand up a smoother operation.
Keyhook’s onboarding runs in three parallel work streams, so your team is confident, your workflows are clean, and your data is right from day one.