Key KPIs Every Guaranteed Rent Provider Should Track

And how a smart CRM gives you complete visibility and control

Running a successful Guaranteed Rent operation isn’t just about securing properties and paying landlords on time. Behind the scenes, the most effective providers operate like high-performing businesses – driven by data, powered by systems, and guided by meaningful KPIs.

Key performance indicators (KPIs) allow Guaranteed Rent providers to monitor the health of their portfolio, spot risks early, and optimise operations. Without them, inefficiencies go unnoticed, costs rise silently, and service standards slip.

Below are the core KPIs that every Guaranteed Rent provider should track, along with how a dedicated CRM platform like Wyze provides instant, real-time visibility across your entire operation.

1. Void Rate

Even though landlords receive their rent regardless of occupancy, voids still impact the business financially. High void rates can reveal:

• Inefficient tenant placement processes
• Delays in inspections or repairs
• Poor marketing or referencing workflows
• Slow turnaround times between move-outs and move-ins

A robust CRM helps you track:

• Properties approaching tenancy end dates
• Units sitting empty
• Time taken to fill voids
• Patterns or recurring problem properties

This allows teams to respond early, tighten processes, and reduce costly downtime.

2. Rent Arrears (Internal Arrears)

Guaranteed Rent providers cover landlord payments even when tenants fall behind – meaning arrears directly affect cashflow.

Monitoring arrears helps you understand:

• How quickly arrears are building
• Which tenants are consistently behind
• Whether payment plans are effective
• Which properties pose the highest long-term risk

Wyze gives instant visibility into arrears across the entire portfolio, automatically updates balances, and flags high-risk accounts before they escalate.

3. Average Maintenance Cost per Property

Maintenance isn’t just a task – it’s a metric. Tracking average spend per property helps identify:

• Overused contractors
• Rising repair trends
• Hidden property condition issues
• Tenants causing repeat damage
• Opportunities to negotiate better contractor rates

In Wyze, every job is logged, costed, and tied to a specific property, giving providers a full breakdown of expenditure and clearer forecasting for future budgets.

4. Tenant Turnover Rate

High turnover can indicate deeper operational issues, including:

• Maintenance delays
• Poor property conditions
• Communication failures
• Anti-social behaviour issues in the area
• Incorrect property allocation

Wyze provides a complete move-in/move-out timeline, allowing teams to:

• Track turnover trends
• Reduce unnecessary churn
• Improve tenant satisfaction
• Minimise downtime between tenancies

Lower turnover means lower costs – and a smoother, more profitable operation.

5. Contractor Response Time

In Guaranteed Rent, slow maintenance responses can lead to bigger repairs, frustrated tenants, council complaints, and compliance risks.

Tracking contractor response times shows:

• How fast issues are acknowledged
• How long does it take to complete repairs
• Which contractors are reliable
• Which jobs require escalation

With Wyze, every task is timestamped from creation to completion, allowing providers to monitor performance and maintain high service standards across the portfolio.

How a Smart CRM Makes KPI Tracking Effortless

Trying to track these KPIs manually – or across spreadsheets, WhatsApp messages, and email chains – creates gaps, inconsistencies, and unnecessary stress.

A dedicated platform like Wyze centralises everything:

Real-time dashboards

Instant visibility into arrears, voids, maintenance costs, and operational performance.

Centralised property records

Every property, tenant, certificate, and invoice is stored in one place.

Automated alerts and reminders

Never miss renewals, inspections, certificates, or rent review dates.

End-to-end task management

From maintenance to compliance, every process is trackable and timestamped.

Data-driven decision making

Spot trends, reduce risks, forecast accurately, and scale confidently.

Final Thoughts

Guaranteed Rent is a business model built on consistency, reliability, and operational excellence. The most successful providers aren’t just collecting rent – they’re managing large portfolios with precision.

By tracking the right KPIs and using a system designed for Guaranteed Rent and temporary accommodation providers, you gain:

• Greater clarity
• Better efficiency
• Lower costs
• Stronger performance
• And the ability to scale without losing control

A dedicated CRM like Wyze transforms complex property operations into streamlined, measurable processes – making it easier than ever to run a high-performing Guaranteed Rent business.