A landlord client needs one thing from you at year end: gross rent, allowable expenses split the way Revenue expects, mortgage interest, and capital allowances — per property, for the tax year, with evidence behind it. If your rent reconciles through Open Banking and your costs are categorised as they happen, that statement is a computation, not a project. TenantSync CRM produces a Case V rental income & expenses statement per property, rolls it up per landlord across their whole portfolio, applies the RTB gate on mortgage-interest relief and the 12.5%/8-year wear-and-tear schedule, and finalises to a stored PDF and CSV for the client's accountant. Free 14-day trial, no card required.
There is a particular kind of week that every Irish letting agency knows. It starts in early October, it's triggered by the pay-and-file deadline, and it consists almost entirely of a senior person exporting bank data, cross-referencing fee schedules, hunting invoices and typing figures into a spreadsheet named after a client. Multiply it by forty landlord clients and it stops being an inconvenience and becomes a seasonal capacity problem.
What makes it worse is that it's low-status work with high-stakes output. Nobody thanks you for it, it isn't billable in most fee structures, and if a figure is wrong the consequence lands on the client's tax return. Meanwhile it's happening in exactly the weeks you'd rather be letting property.
The reframe worth making is this: the year-end statement is not a report you write in October. It's a by-product of how you ran the year. If the underlying data was captured correctly in February, the statement is a query. If it wasn't, no amount of October effort fully recovers it.
This is a guide, not tax advice
Irish rental taxation is detailed and fact-specific, and the treatment of a particular cost can turn on circumstances. This article explains the general position for Case V rental income and how an agency can assemble the figures behind it. TenantSync is not a tax adviser and files nothing with Revenue. Confirm treatment at revenue.ie or with an accountant — and tell your clients to do the same.
Why the autumn scramble happens
It's worth being precise about the failure, because "we're disorganised" isn't it. Most agencies are well organised. The problem is that the data a tax computation needs is shaped differently from the data an agency naturally keeps.
| What the agency holds | What the computation needs |
|---|---|
| Rent received into a client account, by date | Gross rent per property, for a calendar tax year |
| Management fees on a fee schedule | Fees as an allowable expense in the landlord's computation |
| Contractor invoices in a folder | Repairs and maintenance, separated from improvements |
| An invoice for a new washing machine | A capital asset relieved over eight years, not an expense |
| An RTB registration record | The gate that decides whether mortgage interest is deductible |
Every row in that table is a translation, and every translation done by hand in October is a chance to be wrong. That's the actual source of both the days lost and the errors — not effort, but shape.
The agencies that find year end easy aren't working harder in October. They categorised the year as it happened, so October is an export.
What a landlord actually needs for Case V
Rental profit in Ireland is taxed as Case V income. The computation your client's accountant is doing looks like this:
The Case V computation
Net rental profit = gross rent − allowable expenses − mortgage interest (where the tenancy is RTB-registered) − capital allowances
That profit is added to the landlord's other income and taxed at their marginal rate, with USC and PRSI as applicable. The statement you produce is the profit line and the evidence behind it — not the client's tax liability, which depends on their whole tax position.
So the deliverable isn't a bank export. It's four numbers per property, each of which has to be derived correctly, plus the breakdown that lets an accountant check them. Get that right and the client's accountant has nothing to ask you. Get it approximately right and you'll spend November answering emails.
The allowable-expenses split Revenue expects
Expenses aren't a single figure — they're a set of buckets, and the split matters because it's the split a Form 11 expects. The allowable categories against Irish rental income are:
- Letting & management fees — including your own fee, which is the item agencies most often forget to hand back to the client as a deduction.
- Repairs & maintenance — but not improvements, which are capital.
- Insurance.
- Utilities paid by the landlord, and service charges.
- RTB registration fees.
- Accountancy & professional fees.
- Advertising for tenants.
- Mortgage interest — allowable in principle, but gated on RTB registration (see below).
- Other allowable revenue costs.
And the ones that must be kept out, because including them is how a client ends up with an incorrect return:
- Local Property Tax — not allowable against Case V.
- Furniture and appliances — relieved via wear and tear, not as an expense.
- The capital portion of a mortgage repayment — only the interest is in scope.
TenantSync groups every captured expense under the correct Revenue bucket automatically, and holds the non-deductible amounts separately rather than dropping them — so the statement shows both what was claimed and what was deliberately excluded. That second list is often what stops an accountant's follow-up question.
Turn year end into an export, not a project
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The RTB gate on mortgage interest — your most valuable compliance job
This is the one to understand properly, because it links the agency's compliance work directly to the client's money.
Mortgage interest is allowable against rental income in principle — but the relief is conditional on the tenancy being registered with the RTB. For a leveraged landlord, mortgage interest is usually the single largest deduction on the return. Which means a lapsed or missing registration doesn't just create a compliance exposure; it can quietly delete the biggest number on your client's tax computation.
TenantSync doesn't take mortgage interest on trust. The computation gates it on the registration status held against the tenancy: where the property is registered, the interest is claimed; where it isn't, the same amount is reported as disallowed, with a warning naming the property and the figure at stake.
A disallowed-interest warning is a sales conversation
When a statement tells a landlord "€6,400 of mortgage interest was disallowed on this property because the tenancy isn't RTB-registered", you've just demonstrated the value of the compliance service in the only unit clients truly measure: euro. Agencies that surface this in the year-end pack tend to find the registration conversation gets much easier. See bulk RTB compliance across a managed book for how to make sure it never says that.
Capital allowances and the €10,000 pre-letting relief
Two more items that separate a competent statement from a rough one.
Wear and tear. Furniture, appliances and fixtures aren't an expense — they're relieved through capital allowances at 12.5% a year over eight years. Claiming a €900 washing machine as a repair in year one is a common error, and it's an especially easy one for an agency to introduce, because you bought the machine and it arrived as an invoice like any other. Registering these as capital assets means the allowance is applied across the right period and the cost stays out of the allowable pile.
Pre-letting expenses. Where a property was vacant for at least six months before it was first let, up to €10,000 of qualifying pre-letting expenditure incurred in the 12 months before that letting can be deducted, per premises, with a clawback if the letting ceases within four years. If your agency brought a previously vacant property back into use for a client, this is the relief they most likely don't know about — and telling them is free.
The per-client statement: what you actually hand over
Because rent reconciles through PSD2 Open Banking and costs are categorised against the property as they occur, TenantSync computes the statement rather than asking you to assemble it. For each property and tax year it produces:
- Gross rent for the year — from bank-matched payments, not from a manual tally.
- Allowable expenses grouped by Revenue category, so the split is the one the Form 11 expects.
- Mortgage interest claimed, and separately mortgage interest disallowed where the tenancy isn't RTB-registered.
- Capital allowances for the year from the property's registered capital assets.
- Non-deductible amounts, excluded but shown — LPT, capital items and the rest — so nothing looks like it was quietly dropped.
- Net rental profit, plus the RTB-registration status, the number of leases counted and any warnings raised during the computation.
A statement starts as a draft you can review. When you're happy with it you finalise it: a stable PDF pack and a line-item CSV are rendered and stored, with the finalising user and timestamp recorded. The PDF is the document you send the client; the CSV is what their accountant will actually want, because it opens in a spreadsheet and reconciles line by line.
Profit, not liability — and be explicit about it
The pack computes Case V rental profit. It is deliberately not the client's tax liability, which depends on their total income, marginal rate, USC, PRSI and credits, and nothing is filed with Revenue. Say this to clients plainly when you hand it over. An agency that's clear about the boundary of what it's providing is trusted with more, not less.
The landlord-level roll-up: the view for a managed book
One statement per property is right for the computation, but it's the wrong unit for a client conversation. A landlord with six units doesn't want six documents — they want their portfolio.
So alongside the per-property statement, TenantSync computes a landlord-level summary for a tax year: every property that client owns, with portfolio totals for gross rent, allowable expenses, mortgage interest claimed and disallowed, capital allowances and net rental profit — plus the individual property statements underneath, a consolidated list of warnings, and a count of properties missing RTB registration where interest was disallowed.
That last number is the one to look at before you send anything. It's a per-client compliance scoreboard that appears as a side effect of doing the tax work, and it tells you exactly which conversations to have in January rather than next October.
Access is scoped throughout — statements are held against landlord, branch and agency, and a user can only compute for a landlord or property they're entitled to see. For a multi-branch agency that means year-end reporting respects the same boundaries as everything else.
Get the per-client year-end tax-pack template
Start a free 14-day trial and TenantSync turns a year of managed rent, fees and contractor costs into a Case V statement per property and a portfolio roll-up per landlord — finalised as a PDF and CSV you can hand straight to the client's accountant.
Turning tax season into a retention moment
Here's the commercial argument, and it's stronger than the efficiency one.
Landlord clients don't evaluate their agent continuously. They evaluate at a handful of moments: when a tenancy ends badly, when rent doesn't arrive, when the fee is debited — and when they have to do their tax return. That last one is a genuine annual point of friction in a landlord's life, and it's the one where an agency can look either indispensable or replaceable.
Consider the two versions of the same email in October:
| The agency that scrambles | The agency that exports |
|---|---|
| "We'll pull that together and come back to you" — then two weeks, a spreadsheet, and a follow-up from the client's accountant asking what a line means. | A finalised PDF and CSV the same day, with expenses already in Revenue categories and the accountant's questions pre-answered. |
| The client experiences their agent as an obstacle between them and their own data. | The client experiences their agent as the reason the return was straightforward. |
| Nothing is surfaced about the portfolio. | "By the way — interest was disallowed on Unit 4 because the registration lapsed. Let's fix that for next year." |
The second version costs less to produce than the first. That's the whole point: this isn't a service you have to build and price, it's a by-product you have to stop discarding. And it arrives at the exact moment a landlord is most likely to be quietly wondering whether their agent earns the fee.
It also compounds with the reporting you already give clients. If you're producing per-landlord disbursement statements monthly and PSRA-grade client-money reporting continuously, the year-end pack isn't a new promise — it's the annual summary of a story the client has already been reading all year.
How to get started
- Start your free 14-day trial — no credit card required — or book a demo to see a per-client pack end to end.
- Connect your bank so rent reconciles to the right tenancy through Open Banking as it arrives.
- Import your book — properties, landlords and leases, with concierge help if you're coming off Letman or spreadsheets.
- Categorise costs as they happen — management fees and contractor work against the property, not in a folder.
- Register capital assets so wear and tear is applied instead of mis-claimed.
- Generate, finalise and send the statement per property and the roll-up per landlord — well before anyone asks.
Frequently asked questions
What figures does a landlord need from their letting agent for a tax return?
Gross rent received for the year per property; allowable expenses split into the categories Revenue expects — letting and management fees, repairs and maintenance, insurance, utilities and service charges paid by the landlord, RTB registration fees, accountancy and professional fees, advertising for tenants and other allowable costs; mortgage interest separately; capital allowances on furniture and appliances; and the supporting evidence. Anything the agency paid on the landlord's behalf, including contractor costs and your own management fee, belongs in that list. General guidance, not tax advice; confirm at revenue.ie or with an accountant.
When is the Irish landlord tax deadline?
Self-assessed landlords file a Form 11 under pay-and-file. The paper deadline is 31 October, with an extended deadline usually in mid-November for returns both filed and paid through ROS. Revenue sets the exact ROS date each year — check revenue.ie. For an agency the practical effect is a demand curve: requests for year-end figures cluster in the weeks before those dates.
Can a letting agent produce tax figures for each landlord client?
Yes. Because rent, expenses and statements are scoped by landlord, branch and agency, you can generate a Case V rental income and expenses statement per managed property and a landlord-level roll-up across every property that client owns for the tax year. The pack groups allowable expenses by Revenue bucket, applies mortgage-interest relief only where the tenancy is RTB-registered, adds wear-and-tear capital allowances, separates non-deductible amounts, and finalises to a stored PDF and line-item CSV for the client or their accountant.
Why is mortgage interest linked to RTB registration?
Mortgage interest is allowable against rental income in principle, but the relief is conditional on the tenancy being RTB-registered. For a leveraged landlord it's usually the largest deduction on the return, so a lapsed registration can quietly delete the biggest number in the computation. TenantSync gates the interest on the registration status held against the tenancy — claimed where registered, reported as disallowed with a warning where not — rather than claiming it on trust. Confirm the current rules at revenue.ie.
What is the €10,000 pre-letting expenses relief?
A deduction for qualifying pre-letting expenses on a property vacant for at least six months before it was first let, capped at €10,000 per premises, for expenditure incurred in the 12 months before that first letting, with a clawback if the letting ceases within four years. Worth flagging to any client bringing a previously vacant property back into use — it's the relief landlords most often don't know exists. Confirm the current conditions and any end date at revenue.ie or with an accountant.
How are furniture and appliances treated?
Not as a straight expense. Furniture, appliances and fixtures are relieved through wear-and-tear capital allowances — generally 12.5% of cost per year over eight years. Claiming the full cost as a repair in year one is a common error, and an easy one for an agency to introduce because the item arrived as an invoice like any other. Registering them as capital assets applies the allowance over the right period and keeps the cost out of the allowable pile.
Does TenantSync file tax returns or give tax advice?
No. It computes Case V rental profit — gross rent less allowable expenses, allowed mortgage interest and capital allowances — from data the platform already holds, and produces a statement and export. That's not the landlord's tax liability, which depends on total income, marginal rate, USC, PRSI and credits, and nothing is filed with Revenue. TenantSync is not a tax adviser: the pack exists so the client or their accountant starts from complete, categorised figures instead of a year of bank statements.