Excel&Power Query Specialist Needed Garage Portfolio System

Project Brief
Overview

I own and manage a portfolio of approximately 140 garage units across multiple sites in the UK.

I currently use Excel to track tenants, rents, payments and occupancy, but the system has become too manual and time-consuming.

I am looking for an experienced Excel and Power Query specialist to build a structured, scalable management system that automates payment tracking, arrears reporting and portfolio management.

This is not a simple spreadsheet project. I am looking for someone who understands data modelling, automation and reporting.

Current Situation

I currently track:

Garage numbers
Tenant details
Rent amounts
Deposits
Payment history
Occupancy status

using large spreadsheets with monthly columns.

I would like to move to a more structured system that can grow as my portfolio expands.

System Requirements
1. Garage Database

Each garage should have:

Unique Garage ID (e.g. SAN01-001)
Site / Block name
Rent amount
Occupied / Vacant status
Linked tenant
Ownership entity
2. Tenant Database

Store:

Full name
Address
Telephone number
Email address
Tenancy start date
Deposit held
Linked garage(s)

Some tenants rent multiple garages.

3. Payment Tracking

I intend to move tenants onto Direct Debit.

The system should:

Import payment data from CSV exports supplied by the Direct Debit provider
Match payments automatically to garages using a unique Garage ID/reference
Show paid / unpaid status
Calculate arrears automatically
4. Communication Log

I need to record interactions with tenants.

For example:

Phone calls
Emails
SMS messages
Payment chasing

The system should store:

Date
Garage ID
Tenant
Contact method
Outcome
Notes
5. Ownership Structure

The portfolio contains garages owned by:

My Limited Company
Myself personally

The system must allow each garage to be assigned to an ownership entity and provide reporting by ownership type.

6. Dashboard Requirements

I would like:

Site / Block Pages

Separate views for each garage block showing:

Occupied units
Vacant units
Current tenant
Payment status
Arrears Dashboard

Showing:

Outstanding balances
Unpaid tenants
Contact details
Last communication date
Portfolio Summary

Showing:

Total monthly rent
Occupancy levels
Income by site
Income by ownership entity
Total arrears
Automation Requirements
Power Query preferred
One-click refresh/update
Easy addition of new garage blocks
Easy addition of new garages
Easy addition of new tenants
Ability to scale beyond 140 units
Important

I do not want another spreadsheet with monthly columns for every year.

I am looking for a structured solution that is easy to maintain and can grow with the business.

Budget

£500–£1,000 depending on experience and approach.

When Applying

Please tell me:

Your experience with Excel and Power Query.
How you would structure the data.
Examples of similar reporting or automation systems you have built.
How you would handle payment imports and arrears reporting.