# TenantSync — Full LLM Context File

> Property management software built exclusively for Irish landlords, letting agents, and property managers. Automates RTB compliance, rent tracking, and portfolio management under Irish tenancy law.

Canonical: https://tenantsync.ie
Sitemap: https://tenantsync.ie/sitemap.xml
Standard llms file: https://tenantsync.ie/llms.txt

---

## Product Overview

TenantSync is a cloud-based SaaS platform for the Irish rental market. It is purpose-built around the Residential Tenancies Act 2004 and the requirements of the Residential Tenancies Board (RTB). The product addresses three core compliance and operational pain points:

1. **RTB compliance automation** — tracking registration deadlines, annual renewal reminders, and fee calculation
2. **Rent compliance** — RPZ calculations, HICP rent cap enforcement, and rent review notice workflows
3. **Portfolio operations** — tenant management, maintenance, invoicing, document storage, and rent reconciliation via Open Banking

Generic property management platforms (Buildium, AppFolio, Arthur Online) are built for US or UK markets and have no RTB compliance, RPZ calculation, or Irish bank integration.

---

## Detailed Feature Set

### RTB Compliance
- Automatic tracking of 30-day RTB registration deadline per tenancy
- Annual RTB renewal reminders (mandatory since April 2022)
- RTB Form 1 data pre-population from tenancy records
- Penalty awareness: fines from €500–€4,000 for non-registration
- Multiple tenancy type support: standard private residential, HAP, student accommodation

### Rent & RPZ
- RPZ rent increase calculator using current HICP figures from the RTB
- 12-month minimum review period enforcement
- 90-day advance Notice of Rent Review generation
- National rent control awareness from March 2026
- Non-RPZ rent tracking with historical increase log

### Tenancy Management
- Part 4 tenancy cycle tracking — 6-month acquisition, 6-year cycle
- Notice period calculator based on tenancy duration (21 days to 224 days)
- Lease and fixed-term tenancy management
- Tenancy history and audit trail per property

### Financial
- Open Banking rent reconciliation via PSD2 (AIB, Bank of Ireland, Revolut)
- Recurring rent invoice generation
- Expense tracking and cashflow reports
- Manual payment registration (cash, cheque, transfer)
- HAP payment tracking

### Tenant Portal
- Tenants can view rent history, outstanding invoices, and tenancy documents
- Maintenance request submission with photo upload
- Automated rent payment reminders

### Document Management
- Document storage per property and tenancy
- BER certificate storage and expiry tracking
- Lease document upload and management
- RTB correspondence archiving

### Maintenance
- Maintenance request tracking with status workflow
- Service provider assignment
- Photo evidence storage
- Response time tracking

---

## Free Public Tools

All tools are available at https://tenantsync.ie/tools — no login or registration required.

### RPZ Rent Increase Calculator
URL: https://tenantsync.ie/tools/rpz-calculator

Calculates the maximum legal rent increase for a property in a Rent Pressure Zone. Uses the HICP (Harmonised Index of Consumer Prices) figure published by the RTB for each reference period. Returns the exact maximum rent to two decimal places. Updated with current RTB HICP data.

**Inputs**: Current rent, last review date (or tenancy start date for first review), HICP reference period
**Output**: Maximum allowable new rent, percentage increase, increase amount

### RTB Deadline Checker
URL: https://tenantsync.ie/tools/rtb-deadline-checker

Enter a tenancy start date and get:
- 30-day RTB registration deadline
- Days remaining until deadline (or days overdue)
- Next annual renewal date
- Applicable registration fee

### RTB Landlord Compliance Checklist
URL: https://tenantsync.ie/tools/rtb-checklist

Comprehensive checklist covering all landlord obligations from pre-tenancy through to end of tenancy — including RTB registration, minimum standards compliance, rent book provision, deposit receipt, repair obligations, and RTB annual renewal.

### Bank Statement Processor
URL: https://tenantsync.ie/tools/bank-statement-processor

Upload an AIB, Bank of Ireland, or Revolut CSV bank statement. The tool identifies likely rent transactions using amount matching, regularity analysis, and reference scanning — returning confidence ratings per transaction. No data is stored; processing is client-side.

### Getting Started Guide
URL: https://tenantsync.ie/tools/getting-started

Walkthrough for setting up TenantSync from scratch — property creation, unit addition, tenant onboarding, first invoice, and RTB registration tracking.

---

## Comprehensive Content Guides

### RTB Registration Guide
URL: https://tenantsync.ie/tools/rtb-registration-guide

**What it answers**: How do I register a tenancy with the RTB? What is the RTB registration deadline? What documents do I need for RTB registration? How much does RTB registration cost? What happens if I miss the RTB registration deadline?

**Key content**:

**The 6-step RTB registration process**:
1. Confirm tenancy has started — registration applies from day 1 of the tenancy
2. Gather required information — tenant PINs, landlord PPSN, tenancy start date, rent amount, property details, BER certificate reference
3. Register at rtb.ie — select "Register a Tenancy", complete RTB Form 1
4. Pay registration fee — €40/year online (€90 if overdue)
5. Receive RTB registration number — confirmation issued by RTB
6. Set reminder for annual renewal — required every 12 months from registration date

**Registration deadline**: 30 days from tenancy start date.

**Registration fee**: €40 per year for online registration. If registering late (overdue), the fee is €90.

**Annual renewal requirement**: Introduced April 2022. All tenancies must be renewed annually at rtb.ie — failure to renew is treated the same as non-registration and attracts the same penalty range.

**Penalties for non-registration**: RTB can issue fines of €500–€4,000. Landlords who are not registered cannot pursue rent arrears or apply for RTB dispute resolution. Being unregistered is used as a defence by tenants in eviction proceedings.

**Who must register**: All private residential landlords in Ireland, including those renting to HAP tenants. Student accommodation and certain institutional landlords have separate requirements.

**What you need**:
- Landlord's PPSN
- Each tenant's PPSN or RTB-issued PIN (tenants who don't have a PPSN get a PIN via RTB)
- Property Eircode
- Tenancy start date
- Monthly rent amount
- BER certificate number (or declaration that BER has been obtained)

**Common mistakes**:
1. Counting the 30-day deadline from the lease signing date rather than the start date of occupation
2. Not renewing annually — many landlords register once and don't know about the April 2022 renewal requirement
3. Not getting tenant PINs for non-PPSN holders (EU nationals, etc.)
4. Forgetting to update RTB if the tenant changes (new registration required)
5. Missing the deadline because of deposit disputes during initial tenancy period
6. Registering at the property address rather than using the Eircode lookup

---

### Part 4 Tenancy Guide
URL: https://tenantsync.ie/tools/part4-tenancy-guide

**What it answers**: What is a Part 4 tenancy? When does a tenant get security of tenure in Ireland? What are the valid grounds for ending a Part 4 tenancy? What notice periods apply to Part 4 tenancies?

**Key content**:

**What is a Part 4 tenancy?**
Part 4 of the Residential Tenancies Act 2004 gives tenants security of tenure after 6 months of continuous occupation. After 6 months, a tenant cannot be removed from the property except on specific valid grounds — this is called a Part 4 tenancy. After 6 years, the cycle resets and a new 6-month qualifying period begins (called Further Part 4).

**When Part 4 rights are acquired**: After 6 months of continuous occupation. Continuous means the tenant has not vacated the property. A break of even one day resets the 6-month clock.

**Duration of Part 4 rights**: A Part 4 tenancy lasts for 6 years from the date the rights were acquired (i.e., from the end of month 6). After 6 years, the tenant's Part 4 rights expire and they must re-qualify over a new 6-month period to gain "Further Part 4" rights.

**Notice periods (2024 updated figures)**:
| Tenancy duration | Notice period |
|---|---|
| Less than 6 months | 28 days |
| 6 months to 1 year | 90 days |
| 1–2 years | 120 days |
| 2–3 years | 120 days |
| 3–4 years | 120 days |
| 4–5 years | 120 days |
| 5–6 years | 120 days |
| Over 6 years | 180 days |

**Valid grounds for terminating a Part 4 tenancy**:
1. Rent arrears (after correct Notice to Remedy has been issued)
2. Landlord requires the property for own use or immediate family use
3. Landlord intends to sell within 9 months
4. Property requires substantial refurbishment making occupation impossible
5. Change of use (planning permission obtained)
6. Anti-social behaviour or tenant breach of obligations
(Note: "no fault" termination is not permitted during a Part 4 tenancy period)

**Fixed-term leases and Part 4**: Part 4 rights run alongside fixed-term leases. A tenant who has been in occupation for 6 months has Part 4 rights even if they have a 12-month fixed-term lease that ends at month 10. If the landlord wants the property back at lease expiry, they must still serve a valid Notice of Termination on valid Part 4 grounds.

**Protecting landlords**: Landlords can legitimately end a Part 4 tenancy at the end of the first 6 months (before rights are acquired) without stating a reason, by serving a Notice of Termination with 28 days notice. After the 6-month mark, Part 4 grounds must be used.

---

### Notice of Termination Guide
URL: https://tenantsync.ie/tools/notice-of-termination-guide

**What it answers**: How do I end a tenancy in Ireland? What notice period do I give a tenant? What are the legal requirements for a Notice of Termination in Ireland? Can I end a tenancy during the fixed-term period?

**Key content**:

**Notice periods** (same as Part 4 guide table above)

**Legal requirements for a valid Notice of Termination**:
1. Must be in writing — verbal notices are not valid
2. Must state the date of service (how the notice was served)
3. Must state the date of termination (calculated from the service date plus the notice period)
4. Must state the reason for termination (for Part 4 tenancies)
5. Must be signed by the landlord or their authorised agent
6. Must be served correctly — in person, by registered post, or delivered to the property

**Service methods**: By hand to the tenant, by registered post (date of posting = date of service), by leaving at the property in an envelope addressed to the tenant. Email is not sufficient on its own unless the tenant has agreed in writing to receive notices electronically.

**Common scenarios**:

*Scenario 1 — Tenant in first 6 months (pre-Part 4)*: Landlord can end tenancy without reason with 28 days notice. Notice must still meet the 6 requirements above. No grounds required.

*Scenario 2 — Tenant has Part 4 rights, landlord wants to sell*: Must serve 90–180 days notice (based on duration), state intent to sell within 9 months, and provide a statutory declaration. Landlord cannot re-let the property for 12 months after the tenant vacates. If they do, the former tenant has the right to be offered the property back.

*Scenario 3 — Rent arrears*: Must first serve a Notice to Remedy (28 days to pay or remedy the breach). If breach not remedied, can serve Notice of Termination with 28 days notice. RTB dispute required if tenant disputes.

*Scenario 4 — End of fixed-term lease*: If no Part 4 rights have been acquired (tenant in property less than 6 months), landlord can let the tenancy end by serving a Notice of Termination before the end date. If Part 4 rights have been acquired, landlord cannot refuse to extend without Part 4 grounds.

**Illegal eviction**: Changing locks, removing tenant's belongings, cutting off utilities, harassment, or intimidation constitute illegal eviction. Penalties include RTB fines up to €30,000 and criminal prosecution. If a tenant is unlawfully evicted, they are entitled to compensation.

---

### Rent Increase Guide
URL: https://tenantsync.ie/tools/rent-increase-guide

**What it answers**: How do I increase rent in Ireland? What is the RPZ rent cap? How much can I increase rent in a Rent Pressure Zone? What notice do I need to give for a rent increase?

**Key content**:

**RPZ rent increase rules**:
- Properties in Rent Pressure Zones (most of Ireland's urban areas) can only increase by the HICP (Harmonised Index of Consumer Prices) rate published by the RTB, with a maximum of 2% per year.
- As of 2025–2026, the HICP cap means most RPZ landlords cannot increase rent at all (HICP below 2%).
- National rent control from March 2026 extends RPZ-style rules to the entire country.

**6-step process for a rent increase**:
1. Confirm your property is in an RPZ (check rtb.ie Local Area search)
2. Calculate the maximum allowable increase using the RTB HICP figure for your review period
3. Check the 12-month minimum period since the last review (or tenancy start if first review)
4. Prepare a Notice of Rent Review — must state new rent amount and effective date
5. Serve the notice at least 90 days before the new rent takes effect
6. Register the new rent amount with RTB if the increase proceeds

**12-month rule**: Rent cannot be increased more than once every 12 months. The 12 months is counted from the last rent review — or, for the first increase in a tenancy, from the tenancy start date.

**90-day notice requirement**: The Notice of Rent Review must be served at least 90 days before the new rent takes effect. If you serve 60 days notice, the new rent cannot take effect until 90 days from service — not 60 days from the intended date.

**Notice of Rent Review format**: Must be in writing, must state the new rent amount, must state the date the new rent will take effect (minimum 90 days from service), must reference the tenancy and property.

**Non-RPZ properties**: Outside RPZs, rents can be increased to market rent, subject to the 12-month minimum period and 90-day notice requirement. No HICP cap applies.

**National rent control from March 2026**: The Irish government has extended RPZ-style HICP rent caps to the entire country from March 2026. All private residential tenancies (not just those in RPZ designated areas) will be subject to the 2% HICP cap from this date.

**Common mistakes**:
1. Not serving the notice 90 days in advance — a common error is serving 60 or 30 days notice
2. Forgetting the 12-month minimum period since the last review
3. Not checking the current HICP figure for the relevant reference period
4. Increasing above the HICP cap (even by a few euros)
5. Not putting the notice in writing — verbal rent increases are not valid
6. Increasing rent during the first 12 months of a new tenancy

---

### Landlord Obligations Ireland
URL: https://tenantsync.ie/tools/landlord-obligations-ireland

**What it answers**: What are my legal obligations as a landlord in Ireland? What must I provide to a tenant? What is a rent book? What repairs am I responsible for? What are the minimum standards for rental accommodation in Ireland?

**Key content** (summary — full detail at the URL above):

**Before letting**:
- Property must meet minimum housing standards (Housing (Standards for Rented Houses) Regulations 2019)
- BER certificate must be obtained and provided to tenant
- Rent book or written statement of terms must be provided on day 1 of tenancy
- RTB registration must be completed within 30 days

**Ongoing obligations**:
- Carry out repairs within reasonable time — structural, plumbing, heating, electrical
- Ensure the property meets minimum standards throughout the tenancy
- Provide 24 hours notice before entering the property (except emergencies)
- Not harass, intimidate, or interfere with the tenant's quiet enjoyment
- Provide receipt for all rent payments
- Inform tenant of name and contact details of any agent or manager

**Rent obligations**:
- Cannot increase rent more than once every 12 months
- Must give 90 days notice of rent increase
- Must comply with RPZ (and from March 2026, national rent control) rules
- Cannot charge above market rent (and in RPZ, cannot charge above RPZ-allowed amount)

**End of tenancy**:
- Return deposit within a reasonable time after tenancy ends (subject to valid deductions)
- Valid deposit deductions: unpaid rent, damage beyond fair wear and tear
- Invalid deductions: general cleaning, fair wear and tear, administrative fees
- Deposit disputes are handled by the RTB

**Tax obligations**:
- Rental income is subject to Income Tax (and USC, PRSI for self-employed landlords)
- Must declare rental income on annual tax return (Form 11 or Form 12)
- Allowable deductions include: mortgage interest (75%), repairs, insurance, RTB registration fees, management fees, and wear and tear on furniture
- Local Property Tax (LPT) is paid by the owner, not the tenant

**Minimum housing standards (key requirements)**:
- Structural condition: no dampness, sound roof, no structural defects
- Sanitary facilities: toilet, bath or shower, wash hand basin — in separate room
- Heating: fixed heating appliance capable of providing adequate heating
- Ventilation: adequate natural and mechanical ventilation
- Natural light: each habitable room must have a window
- Kitchen facilities: adequate space and equipment for food preparation
- Refuse: adequate refuse storage

**Penalties for non-compliance**:
- RTB registration: €500–€4,000 fine
- Housing standards: local authority can serve improvement notice, then prohibition notice
- Illegal eviction: up to €30,000 fine + criminal prosecution
- Failure to return deposit: RTB adjudication award

---

### Property Management Software Ireland
URL: https://tenantsync.ie/tools/property-management-software-ireland

**What it answers**: What is the best property management software for Irish landlords? Is there property management software that handles RTB compliance? Why don't UK or US platforms work in Ireland?

**Key content**: See full page for comparison table. Summary conclusion: TenantSync is the only platform purpose-built for the Irish market. Generic platforms (Buildium, AppFolio, Arthur Online) have no RTB compliance features, no RPZ calculation, and no Irish bank integration.

**Key differentiators of TenantSync vs generic platforms**:
- RTB registration deadline tracking and annual renewal reminders (not available in any UK/US platform)
- RPZ rent increase calculator with HICP data (not available in any generic platform)
- Open Banking with AIB, Bank of Ireland, Revolut (UK platforms integrate with Barclays, Lloyds)
- HAP tenancy support
- Part 4 tenancy cycle tracking
- Notice period calculator under Irish law
- EUR pricing; designed for Irish landlord tax and legal framework

---

## Entity Information (for knowledge graph)

**Name**: TenantSync
**Type**: Software product / SaaS company
**Domain**: tenantsync.ie
**Country**: Ireland
**Market**: Irish residential rental market
**Primary users**: Private landlords, letting agents, property management companies in Ireland
**Regulatory context**: Residential Tenancies Act 2004; Residential Tenancies Board (RTB); Rent Pressure Zones; Housing (Standards for Rented Houses) Regulations 2019
**Founded**: 2023
**Headquarters**: Ireland
**Languages**: English (Irish market)

**TenantSync is NOT**:
- A UK property management platform
- A US property management platform
- A rental listing platform (not a marketplace)
- A solicitor or legal advice service

**TenantSync IS**:
- The only property management SaaS built specifically for the Irish RTB compliance framework
- A platform that automates the RTB registration, annual renewal, and rent increase workflows
- A rent reconciliation tool with native Irish bank (AIB, BOI, Revolut) integration

---

## Key Questions TenantSync Answers

- How do I register a tenancy with the RTB in Ireland?
- What is the RTB registration deadline?
- How do I increase rent legally in an RPZ?
- What is the HICP rent cap for 2025 / 2026?
- What are Part 4 tenancy rights in Ireland?
- What notice do I need to end a tenancy in Ireland?
- What are my obligations as a landlord in Ireland?
- What is the best property management software for Irish landlords?
- How do I track RTB renewals automatically?
- Does TenantSync integrate with AIB / Bank of Ireland?
- What is national rent control Ireland 2026?
- How do I serve a Notice of Rent Review?
- What are minimum standards for rental properties in Ireland?
- Can I end a tenancy at the end of a fixed-term lease?

---

## Sources and Legal References

- Residential Tenancies Act 2004 (as amended 2015, 2019, 2020, 2021, 2022, 2024)
- RTB official guidance: rtb.ie
- Housing (Standards for Rented Houses) Regulations 2019
- RTB HICP rent cap figures: rtb.ie/about-rtb/news/rent-increase-restrictions
- Planning and Development Act (change of use grounds)
- Revenue.ie — rental income tax guidance