Real estate client portal

A real estate client portal for owners and tenants

Mandate documents and rental application files go straight into your agency's Google Drive.

Owners and applicants upload onlineFrom a computer or a phone, into their own folder.
One folder per owner and per applicantIn your agency's Drive, from the very first file.
Every file checked, every step visibleOwners and applicants see where their file stands.

Screenshot: an owner's space with the request "Documents for the mandate" in progress, and an applicant's space with "Submit my application" (demo data)

Owners' and tenants' documents, without the e-mail chase

Every mandate and every letting starts with a list of documents to gather.

By e-mail and messages

Documents arrive in several goes, from several places
A scanned title deed is too heavy to attach
Agents save each file by hand and check what is missing
Copies of IDs and payslips sit in several inboxes

With Drive Workflows

Each owner and applicant uploads into their own folder
Large scans go straight to your Drive
One request tells the agent the file is ready to check
Every document stays in your agency's Drive

Why a real estate client portal

Real estate document management in Google Drive

Each owner's and applicant's documents land in their own folder in your agency's Drive. Your team finds them where it already works. It is real estate document management software built on the Drive you already use.

Secure document sharing with owners and tenants

IDs, payslips and title deeds are uploaded once, over your site's secure connection. Only that person and your agency can reach the folder. No copies sit in inboxes.

Less admin for estate agents

Estate agents no longer save attachments by hand. One request tells the agent a file is ready to check. The owner or tenant follows each step in "My requests".

Example 1

Owners: from the first visit to the approved mandate

Video explainer: coming later

Step 1: The owner gets an account

After the first visit, the agent creates the owner's account on your site. Their folder is created in your Drive, for example "Owners/the owner's e-mail".

Screenshot: the owner's folder in the agency's Drive
Step 2: The owner uploads the documents

The owner logs in and uploads their ID, title deed and property reports. Long scanned deeds included.

Screenshot: uploading to the owner's space
Step 3: One request sends the file

The owner selects the files, right-clicks and chooses "Documents for the mandate". A short form asks for the property address. The agent checks the file from an e-mail link.

Screenshot: right-click, "Documents for the mandate"
Step 4: The agent prepares the mandate

The owner follows "Draft mandate in preparation" in "My requests". When the agent marks it done, the documents move to the owner's "Mandate" folder.

Screenshot: "My requests"
Step 5: The owner approves the draft

The agent saves the draft mandate in the owner's folder. The owner right-clicks it and chooses "Approve the draft mandate". It moves to "Mandate/Approved", and your agency gets an e-mail.

Screenshot: "Approve the draft mandate"

Follow this tutorial in Help

Example 2

Letting agencyFormApprovalTeam stepsCopyE-mail

Tenants: from the application file to the landlord's decision

1
The applicant uploads their fileThe rental applicant logs in to your site. They upload their ID, proof of address, employment contract, recent payslips, tax notice and guarantor's documents.
2
One request submits the applicationThey select their documents, right-click and choose "Submit my application". A short form asks for the property reference, the move-in date and the guarantor.
3
The letting agent checks the fileThe letting agent approves from an e-mail link. If a document is missing, the agent declines and tells the applicant what to add. The applicant gets a "declined" e-mail and submits again.
4
The landlord decidesThe applicant follows "Sent to the landlord", then "Landlord's decision" in "My requests". The team ticks each step off.
5
The complete file is filedThe documents are copied to "Applications/Complete" in your Drive. The applicant gets a closing e-mail.

Applicants who don't rent: if your agency turns it on, their accounts are locked after a period without activity, then deleted.

See this workflow example in detail

More workflows for an agency

You set up each workflow once. Here are other workflows an agency can offer its owners and tenants.

Each year, the tenant sends the certificate in one step; the agency has it on file.

Step 1 · The clientThe tenant uploads the certificate, right-clicks it and chooses "Send my home insurance certificate".
Step 2 · The filesThe certificate is copied to the agency's "Insurance/2026" folder.
Step 3 · E-mailThe agency gets an e-mail with the tenant's name and the file.

Where the files end up: In the tenant's folder, with a copy in "Insurance/2026" in the agency's Drive.

The tenant reports a problem with photos; the property manager decides what happens next.

Step 1 · The clientThe tenant uploads photos of the problem and chooses "Report a repair". The form asks for the room and a description.
Step 2 · ApprovalThe property manager reviews the report and approves it from an e-mail link.
Step 3 · The teamThe team ticks "Contractor booked", then "Repair done".
Step 4 · The filesThe photos move to the property's "Repairs/2026" folder.
Step 5 · E-mailThe tenant gets an e-mail: the repair is done.

If the repair is the tenant's to do at step 2

ApprovalThe property manager declines the report.
E-mailThe tenant gets a "declined" e-mail.
The teamThe agency tells the tenant what to do instead.

Back to step 1 for the next report

Where the files end up: The photos in the property's "Repairs/2026" folder, in the agency's Drive.

See more workflow examples

Documents your clients send

Each workflow asks for its own documents. Here is what agencies usually collect.

Owners, for a sale

ID
Title deed
Property reports and diagnostics
Floor plans
Service charge statements

Owners, for letting

ID
Title deed
Insurance certificate
Previous leases

Tenant applicants

ID
Proof of address
Employment contract
Recent payslips
Tax notice
Guarantor's documents

During the tenancy

Home insurance certificate
Repair photos
Meter readings

What's included

A folder per owner and applicant

Created by your folder rule. Each one sees only their own folder.

Uploads into your Drive

IDs, payslips and long scanned deeds go straight to the right folder, never onto your hosting.

Requests with a form

The property address for a mandate, the property reference and move-in date for an application.

Approvals by e-mail

The agent checks each file from an e-mail link. The owner approves the draft mandate with a right-click.

Automatic filing

Finished files move or are copied to the folder you chose, such as "Applications/Complete".

GDPR tools

Erase an owner's or applicant's data, and set how long documents are kept, even in the free version.

Security and privacy

IDs and payslips stay in your agency's Drive

Security and privacy in detail

One copy, in your DriveEach document is stored once, in the owner's or applicant's folder, under your control.
Only them and your agencyEach person reaches only their own folder, over your site's secure connection.
Kept as long as you decideSet retention periods and erase a person's data when the time comes.

Who it is for

Estate agents and property managers who keep their files in Google Drive and have, or plan, a WordPress site. It covers the documents side of a sale or a letting.

Made for

Estate agents (sales)
Letting agents and rental managers
Property managers collecting documents from landlords
Agencies that want to stop collecting IDs and payslips by e-mail

Prefer it set up for you? See setup services

Looking for full transaction management (offers, closing dates, commissions)? Drive Workflows covers documents and requests only: write to us first.

See what owners and tenants would see

The live demo has folders and requests ready to try.

Try the live demo Download the free version

Paid plans from €149 a year VAT included, Cloud Docs Pro app included · See all prices

Questions

How do I collect a complete rental application file online?

Each applicant uploads their documents in a private space on your site, straight into their folder in your Drive. They send them with the "Submit my application" request. Your letting agent checks the file from an e-mail; if a document is missing, the agent declines and the applicant submits again.

Which documents does an owner need to provide for a sale or a rental?

For a sale: ID, title deed, property reports, floor plans and service charge statements. For a rental: ID, title deed, insurance and previous leases. Create the owner's account and send them the link to their space. They upload whenever they're ready, and a request such as "Documents for the mandate" tells your agent the file is ready to check.

Can I see which documents are still missing?

The owner's or applicant's folder shows what has arrived. A request waits for your agent's approval. If something is missing, the agent declines and tells the client what to add. There is no automatic checklist.

Can several agents work on the same client's folder?

Yes. The folder is in your agency's Google Drive. Agents work in it with the access your agency gives them. Files they add show in the client's space within about a minute.

Can the owner upload large files, like scanned deeds?

Yes. You set the upload size in the plugin: 25 MB by default, up to 512 MB, within your host's limit. Big files go from your site to Drive in pieces.

Is it safe to send ID and property documents by e-mail?

E-mail leaves copies of sensitive documents in several inboxes, where they can be forwarded by mistake. With a client portal, each document is uploaded once, over your site's secure connection, into a folder only that person and your agency can reach.

Do owners and applicants need a Google account?

No. They use an ordinary WordPress account on your site: you create it, or they sign up if you open registration. Only your agency connects its Google Drive, once, for the whole site.

What happens to applicants who don't rent?

Their documents stay in your Drive like any other file. If you turn it on, inactive applicant accounts are locked after the period you choose, then deleted. You can also export or erase a person's data at any time.