AI for letting agents: compliance across the whole managed book
For agencies managing fifty to a thousand properties, where compliance is a service you sell and a liability you carry.
45–60 min · Free · No pitch
A letting agency carries two sets of obligations: its own, such as client money protection, redress membership and material information, and the property duties it delivers for landlords. We build one record layer that holds both, with evidence captured at source, renewals chased before they lapse and landlord reports generated from the same record.
What this can run for an agency.
Examples, not a feature list. Yours is shaped by the bottlenecks the Discovery Call surfaces.
Per-property compliance record
Certificates, alarm evidence, deposits and Right to Rent checks held against each property, so one record answers any question about it.
Agency obligations register
Client money protection, redress membership, client accounts and the annual audit, each with its evidence, renewal date and owner.
Repair triage and contractor evidence
Tenant reports arrive with photos, are triaged by urgency, and close only when the contractor's completion evidence is attached.
Landlord reporting
Per-landlord status reports generated from the live record, not assembled by hand before every review.
Material information pack
Parts A, B and C of the National Trading Standards guidance held per property: council tax, tenure, rent, physical characteristics, utilities, parking, restrictive covenants, flood risk.
Renewal radar
Gas safety, EICR and EPC renewals across the managed book, chased ahead of expiry and escalated when a date passes.
The two jobs an agency does
A letting agency does two different compliance jobs, and most agencies run them in two different places.
The first is agency compliance: the obligations that attach to the business itself. Client money protection scheme membership. Membership of a government-approved redress scheme, either The Property Ombudsman or the Property Redress Scheme. Client accounts and an annual audit where client money is held. Material information under Parts A, B and C of the National Trading Standards guidance. And since 1 May 2026, the Renters' Rights Act conduct rules: no bidding, no more than one month's rent in advance, no discrimination against renters with children or receiving benefits.
The second is property compliance: the landlord's duties that the agency has taken on delivering. Gas safety records, EICRs, EPCs, smoke and CO alarms, deposits, Right to Rent checks. These sit per property, per tenancy, and they multiply with the size of the book.
Why one record has to serve both
The two jobs meet constantly. Material information for a listing draws on the same property facts as the compliance record. A landlord review needs the property certificates and evidence that the agency's own processes ran. A landlord asking why a renewal slipped is asking about both at once.
When they live in separate places, the agency spends its time reconciling them. The compliance pack for one property ends up in four places: the CRM, a shared drive, an inbox and a spreadsheet kept by whoever manages that landlord. Preparing for a review becomes a research project.
One record per property, plus a register for the agency obligations, removes the reconciliation. Every certificate has an owner and a date. Every check has evidence behind it. Landlord reports come from the record rather than being built for the occasion. The letting agent compliance checklist sets out the obligations in detail, and the property compliance pillar covers the full map and how the system is built.
The before picture.
Compliance packs assembled by hand before every landlord review, from whatever each property manager kept.
Certificates chased across four inboxes, with nobody sure which version is current.
Contractor jobs marked complete with no completion evidence behind them.
The agency-level obligations, CMP, redress and material information, held somewhere else entirely.
The after picture.
One record per property that satisfies both jobs: the landlord's duties and the agency's.
Renewals chased before they lapse, with an owner on every certificate.
Landlord reports generated from the same record your team works in.
An audit trail for the agency obligations, not just the properties.
Why a record layer beats a compliance module.
Holds an expiry date and an uploaded file per certificate, inside the CRM's own data model.
Holds the evidence behind every item, with time, location, device and a reason for anything not applicable.
Why it matters: When a landlord or a council asks how you know, an expiry date is not an answer.
Covers property certificates. Agency obligations such as CMP and redress live elsewhere.
One record layer for both: property compliance and agency compliance, with the same audit trail.
Why it matters: An agency carries two sets of obligations. Splitting them is how one gets forgotten.
Tied to the CRM. Change CRM and the compliance history goes with the migration, or does not.
Sits alongside the CRM and outlives it. The record and its evidence stay with you.
Why it matters: Compliance history matters for years. CRMs get replaced more often than that.
How this gets built
The capability pages below describe the actual build patterns we use to deliver this. Pick the one that matches the part of your operation you want to fix.
Property Compliance (pillar) →
The full obligation map for rented homes in England, and how a compliance system is built.
Compliance Admin Automation →
One record per property for renewals, evidence, repairs and landlord reporting.
Letting agent compliance in 2026 →
CMP, redress, material information and the Renters' Rights Act changes.
Compliance Evidence System →
Checks captured in the app, stamped with time and location, bound to the device.
The PRS Database →
What landlords will have to register per property from late 2026.
Book a discovery call →
Map your managed book, your obligations and where the records break.
Common questions
No. Your lettings CRM runs tenancies, accounts and marketing, and it should keep doing that. The compliance record sits alongside it, reading property and tenancy data where the CRM allows, and holding the evidence, renewals and agency obligations that a CRM module tends to treat as an afterthought. If you change CRM later, the compliance record and its history stay put.
It depends on what your management agreement says you have taken on, which is a question for your terms and your legal adviser rather than for software. What a system can do is make the allocation explicit: every certificate on every property has a named owner, so nothing sits in the gap between agent and landlord.
Yes, if you want them to. Landlord reports are generated from the same record your team works in, so a landlord can see the status and evidence for their own properties without your staff assembling a pack by hand. What each landlord can see is set by you.
The agency obligations sit in their own register: client money protection scheme membership, redress scheme membership with The Property Ombudsman or the Property Redress Scheme, client accounts and the annual audit where client money is held. Each entry carries its certificate or confirmation, its renewal date and an owner, with the same audit trail as the property records.
Phase 1 of the Renters' Rights Act is now in force. For agency conduct that means no rental bidding, no more than one month's rent in advance, and no discrimination against renters with children or receiving benefits, including withholding information, refusing viewings or refusing a tenancy. Tenancies are now periodic, and rent increases run through the revised section 13 procedure once a year with at least two months' notice.
Yes, and that is the usual starting point. Existing spreadsheets are imported, matched to properties and checked, and anything that cannot be matched or has no evidence behind it is flagged rather than quietly accepted. The first useful output of a migration is often the list of gaps you did not know you had.
Still have a question? Book a Discovery Call, direct line to me, Dean.
Every build is bespoke. Every build starts the same way.
A 45–60 minute Discovery Call. We map the bottleneck, scope the build, and tell you what it would cost, including whether it's the right shape at all.
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