It's 10:23am on a Tuesday. You've just finished a property inspection. You open LetAdmin, generate the landlord report PDF in 10 seconds, and click "Send to Landlord."
The email goes out from noreply@letadmin.com.
The landlord sees it in his inbox. He doesn't recognize the sender. He checks spam—not there. He replies to ask a follow-up question about the damp issue you noted.
His reply goes to noreply@letadmin.com. You never see it. He waits three days, assumes you're ignoring him, and calls irritated.
You have no idea he even replied.
This is why property management software that sends emails from generic system addresses is broken. Landlords don't recognize system email addresses. Email threading breaks (half the conversation in Gmail, half in "the system"). Replies get lost. Staff have to check two inboxes. Email history is split across two systems.
This week, we fixed this in LetAdmin. Landlord reports, tenant communications, inspection updates—everything sends through your staff Gmail accounts. Not a generic system email. Your actual email address that landlords already know and trust.
This article explains why sending through Gmail matters, how the integration works (one-click setup, no IT required), and what it means for deliverability, reply management, and email history.
The Problem: Two Separate Email Systems
Most property management software sends emails from its own domain: notifications@propertysystem.com or noreply@yourpms.com.
This creates five problems for letting agents:
Problem 1: Landlords Don't Recognize the Sender
Scenario: You email a landlord inspection report. It comes from noreply@letadmin.com.
The landlord has been corresponding with you at jane@northsidelettings.co.uk for three years. Every email about this property has come from your Gmail account.
Now he gets an email from a system he's never heard of. Is this spam? Is this phishing? Why is Jane suddenly using a different email address?
Time cost: 15 minutes explaining "oh, that's our new system, you can trust emails from there."
Problem 2: Reply Management Becomes a Nightmare
Scenario: Landlord replies to your inspection report. His reply goes to noreply@letadmin.com.
Where does that email go? Some systems forward it to you. Some systems have an internal message center you have to check separately. Some systems just bounce it (it's literally "noreply").
Now you're checking two inboxes: Gmail for everything else, and the property system's inbox for landlord replies.
Time cost: 2-3 hours/week checking multiple inboxes, hunting for replies, missing time-sensitive messages.
Problem 3: Email Threading Breaks
Scenario: You've been emailing a landlord about a maintenance issue. Ten emails back and forth in Gmail.
Now you send an inspection report through the property system. That email is from a different sender (noreply@system.com instead of your Gmail address).
Gmail doesn't thread it. Your complete 10-email conversation is now split: 9 emails in one thread, 1 email orphaned separately.
Landlord asks about "the thing we discussed last week." You can't find it because half the conversation is in Gmail and half is in the property system's sent folder.
Time cost: 5-10 minutes per landlord conversation hunting through fragmented email history.
Problem 4: Deliverability Problems
Scenario: Your letting agency sends 50 landlord reports this month from noreply@letadmin.com.
Gmail's spam filters notice: "This domain sends property reports, but it has no established sender reputation. This landlord has never received email from this sender before. Mark as suspicious."
20% of your reports go to spam. Landlords don't see them. They call asking where the report is. You have to resend from your Gmail account manually.
Time cost: 15 minutes per spam-filtered email (resend + explanation + apology).
Problem 5: No Email History
Scenario: Landlord calls six months later asking about something you mentioned in an inspection report.
You search Gmail. Nothing—that email was sent through the property system. You search the property system. It doesn't have good email search. You eventually find it, but it took 10 minutes.
With Gmail: Search "landlord name + damp" and every email you've ever sent about damp issues for that landlord appears instantly.
With system email: Hope the property system has decent search (it usually doesn't).
Time cost: 5-15 minutes per historical email search.
How LetAdmin Solves This: Send Through Your Actual Gmail Account
LetAdmin now sends emails through your staff Gmail accounts—not from a generic system address.
Here's what happens:
Step 1: One-Click Gmail Connection (Takes 30 Seconds)
Open LetAdmin settings. Click "Connect Gmail Account."
Google shows its standard permission screen: "LetAdmin wants to send email on your behalf."
Click "Allow." Done.
No IT setup. No email configuration. No SMTP settings. No DNS records. Just click and it works.
Step 2: Emails Send Through Your Gmail Account
Generate a landlord inspection report in LetAdmin. Click "Send to Landlord."
The email sends through your Gmail account (jane@northsidelettings.co.uk)—not from noreply@letadmin.com.
Landlord sees: Email from Jane (the agent he knows), not from a system he doesn't recognize.
Gmail shows: Email appears in your Sent folder automatically, threaded with previous correspondence.
Replies go to: Your Gmail inbox (where you already check email), not a separate system inbox.
Step 3: Everything Stays in Gmail
Six months later, landlord asks about that inspection report. Search Gmail. It's there, threaded with all other emails for that property.
Complete email history in one place. No fragmentation. No separate system inbox to check.
Real-World Example: Before vs After Gmail Integration
Before (generic system email):
- Tuesday 10:23am: Finish inspection, generate PDF, send landlord report
- Email goes from
noreply@letadmin.com - Wednesday 9:14am: Landlord replies with question about damp issue
- His reply goes to
noreply@letadmin.com(you never see it—system bounces it) - Friday 3:47pm: Landlord calls irritated: "Why are you ignoring my email?"
- You search Gmail for his reply—not there
- You search property system inbox—not there (it bounced)
- You apologize, explain system email issues, manually forward his original email to yourself, reply from Gmail
- Total time wasted: 25 minutes + frustrated landlord
After (Gmail integration):
- Tuesday 10:23am: Finish inspection, generate PDF, send landlord report
- Email goes from
jane@northsidelettings.co.uk(your actual Gmail) - Wednesday 9:14am: Landlord replies with question about damp issue
- His reply goes to your Gmail inbox (where you already check email)
- Wednesday 9:18am: You reply from Gmail threading intact
- Total time: 4 minutes, happy landlord
Time saved: 21 minutes per email.
For 50 landlord emails/month: 17.5 hours saved.
Why Sending Through Gmail Improves Deliverability
When you send emails from your own Gmail account:
Your Domain Reputation Is Already Established
Your @northsidelettings.co.uk domain has been sending email for years. Gmail trusts it. Landlords recognize it. SPF and DKIM authentication are already configured through Google Workspace.
Generic system email (noreply@letadmin.com) has no established relationship with your landlords. Gmail treats it cautiously.
Email Threading Works Automatically
When you send from your Gmail account, Gmail recognizes the sender and threads messages correctly.
Landlord sees: Complete conversation history in one thread (just like normal email).
With system email: Fragmented threads across multiple senders.
Replies Go to the Right Inbox
Landlord clicks "Reply." It goes to your Gmail inbox (where you already check email 50 times/day).
With system email: Reply goes to noreply@system.com (bounces), or system inbox (separate place to check), or gets forwarded with confusing headers.
How It Works: Secure Gmail Access Without Storing Passwords
You might wonder: "How does LetAdmin send through my Gmail without knowing my password?"
OAuth 2.0 secure authentication:
- You click "Connect Gmail" in LetAdmin
- Google shows its standard permission screen (same screen you see when connecting Gmail to your phone)
- You grant LetAdmin permission to "send email on your behalf"
- Google gives LetAdmin a temporary access token (not your password)
- LetAdmin uses that token to send emails through Gmail API
- You can revoke access anytime through Google account security settings
LetAdmin never sees or stores your Gmail password. Just a temporary token that you can revoke instantly.
What Staff Will Notice
In LetAdmin:
- Generate inspection report PDF (10 seconds)
- Click "Send to Landlord"
- Email sends through your Gmail account automatically
In Gmail:
- Email appears in Sent folder instantly
- Threaded with previous landlord correspondence
- Replies come to your Gmail inbox (no separate inbox to check)
For Landlords:
- Email comes from agent's familiar email address (not generic system email)
- Reply button works normally (goes to agent's Gmail)
- Email threading shows complete conversation history
Time Savings: Stop Checking Two Email Systems
Before Gmail integration (typical letting agent workflow):
- Check Gmail inbox: 10 times/day
- Check property system inbox: 3 times/day
- Hunt for landlord replies split across two systems: 15 min/day
- Manually forward system emails to Gmail for better search: 10 min/day
- Total: 25 min/day managing two email systems = 104 hours/year
With Gmail integration:
- Check Gmail inbox: 10 times/day
- Check property system inbox: Never (everything goes to Gmail)
- Hunt for emails: Never (all in Gmail with perfect search)
- Total: 0 min/day managing two systems = 104 hours/year saved
For a 2-person agency: 208 hours/year saved.
Common Questions
"What if I disconnect Gmail later?"
Click "Disconnect Gmail" in settings. LetAdmin immediately stops sending through your Gmail. Future emails will send through standard SMTP (or not send, if you prefer).
Any emails already sent remain in your Gmail Sent folder (they're real Gmail emails).
"Can I connect multiple staff Gmail accounts?"
Yes. Each staff member connects their own Gmail account. Emails send from the person who generated the report.
Jane's inspection reports come from jane@agency.co.uk. Tom's maintenance updates come from tom@agency.co.uk.
"What about sent email history?"
All emails sent through Gmail appear in your Gmail Sent folder permanently. Complete history, perfect search, automatic threading.
If you later disconnect Gmail, those emails stay in your Sent folder forever (they're real Gmail emails, not system-generated records).
"Does this work with Google Workspace?"
Yes. LetAdmin works with personal Gmail accounts (@gmail.com) and Google Workspace accounts (your custom domain).
What This Means for Small Agencies
If you're managing 50-150 properties as an owner-operator or small team, email integration is your competitive advantage.
Big corporate agencies have separate IT teams managing complex email systems. Small agencies can't afford that overhead.
Gmail integration gives you enterprise email management with zero IT overhead:
- Professional emails from your domain (not generic system emails)
- Perfect email threading and search (Gmail's search is better than any property system)
- Single inbox (no fragmentation across multiple systems)
- Instant setup (30 seconds, no IT required)
- Zero ongoing maintenance (Google handles everything)
We'd Love to Hear from You
How do you currently manage landlord emails? Separate property system inbox? Manual forwarding? Copy-paste into Gmail?
How many hours per week do you spend hunting for emails across multiple systems? Be honest—most agents underestimate this.
What would make email management easier for your agency? We're building this based on real agency needs.
Get in touch: paul@letadmin.com
LetAdmin is in active development, built by letting agents for letting agents. This Gmail integration is being used at Phillip James (370+ properties) and refined based on real-world usage. If you're interested in seeing how it works or want to join the priority list, we'd love to hear from you.