Certificate and renewal tracking that does not lapse
For portfolios where gas safety, EICR and EPC dates live in a spreadsheet, a diary and somebody's memory.
45–60 min · Free · No pitch
Gas safety runs annually, EICRs every five years and EPCs every ten, and from late 2026 the PRS Database will ask for that certificate data per property. A renewal system gives every certificate an owner, a date and a status, chases ahead of expiry, escalates when a date passes, and exports per property for registration or inspection.
What the renewal system runs.
Examples, not a feature list. Yours is shaped by the bottlenecks the Discovery Call surfaces.
Renewal calendar by property
Gas safety, EICR and EPC dates for every property on one calendar, filterable by property, landlord or certificate type.
Owner and status per certificate
Every certificate has a named owner and a status: current, due, booked, overdue. Nobody has to guess who is dealing with it.
Escalation when a date passes
If a renewal is not booked by your chosen point, it moves to a named person. If the expiry passes, the property is flagged until a new certificate is attached.
Contractor coordination
Gas and electrical visits are booked from the same record, and the new certificate lands back against the property when the job is done.
EPC C planning view
Current band, the 1 October 2030 target, spend against the £10,000 cap and any registered exemption, per property.
Export and reporting
Per-property exports of certificate data, ready for an inspection, a landlord report or PRS Database registration when it reaches your region.
The 2030 EPC problem
Most certificates fit a renewal tracker well. A gas safety record is due every year, an EICR every five, and the job is to book the visit before the date. Miss the reminder and you have a lapse; catch it and you do not.
EPC C by 2030 does not work like that. Private rented homes in England and Wales must reach EPC C or equivalent by 1 October 2030. A property with an E today does not need a reminder; it needs a plan, and the plan takes time. Landlords must invest up to £10,000 per property. Spending from 1 October 2025 counts towards that cap, so the receipts you keep this year are part of your compliance. If the property still falls short after the cap, a cost cap exemption can be registered, valid for ten years. The maximum civil penalty is £30,000 per property per breach.
There is also a shortcut with a deadline of its own. A property with an EER of C or above on an EPC obtained before 1 October 2029 is treated as compliant until that EPC expires. And new EPCs are moving to a dual-metric standard: a fabric performance standard plus either a smart readiness or a heating system standard, at the landlord's choice.
Why a reminder is the wrong shape
A reminder answers one question: is something due? The 2030 problem asks different ones. Which properties are below C? What has been spent on each, and is it documented? Which could reach C before 1 October 2029 and lock in compliance until the certificate expires? Which will need an exemption, and when does that exemption end?
Those questions need a planning view, built on the same property record as the renewals, so the band, the spend, the receipts and the exemption sit together. That is why EPC planning is part of the renewal system rather than an extra reminder in it. The EPC C by 2030 guide covers the rules in full, and the property compliance pillar shows where renewals sit in the wider system.
The before picture.
The CP12 that expired three weeks ago, discovered when a tenant asked for a copy.
The EICR five-year clock nobody reset after the last report came in.
The EPC that says E when the law will soon say C, and no plan for the gap.
A data request you cannot answer in an afternoon, because the dates live in three places.
The after picture.
Every certificate with a date and an owner, on one calendar.
Reminders ahead of expiry, not after, with escalation if nothing happens.
Contractor booking from the same record that tracks the date.
A per-property export ready for registration or inspection.
Why a renewal system beats a spreadsheet and a diary.
Dates typed into a spreadsheet and a diary, updated when someone remembers.
Dates written by the record when the certificate is attached, with an owner and status on every item.
Why it matters: A date that depends on someone remembering to update it is the date that goes wrong.
One reminder to one person, and silence if they are away.
Reminders at a lead time you set, then escalation to a named person, then an overdue flag on the property.
Why it matters: A lapse is rarely a decision. It is a reminder that went to the wrong inbox.
Answers "when does this expire". Cannot answer "what do I register" or "what do I spend before 2030".
Holds the certificate data per property for registration, and a planning view for EPC C.
Why it matters: The PRS Database and the 2030 deadline both need data, not reminders.
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 →
The wider admin layer renewals plug into: evidence, repairs, reporting.
EPC C by 2030 →
The 1 October 2030 deadline, the £10,000 cap and the 2029 EER rule.
The PRS Database →
The per-property certificate data registration will ask for from late 2026.
Thermova case study →
The live EPC platform we built: a whole portfolio matched against the national register in minutes.
Book a discovery call →
Inventory your certificates and see what a renewal system would need to hold.
Common questions
Far enough ahead that a contractor can be booked, can attend, and can issue the certificate before the old one expires, with room for a missed appointment. That lead time differs by certificate type and by how quickly your engineers book up, so the system lets you set it per certificate type rather than imposing one number.
Then the item escalates. A renewal does not stop at "reminder sent": if no booking is recorded by the point you set, it moves to a named person, and if the expiry date passes it is flagged as overdue on the property record until a new certificate is attached.
It can. Where your properties need a licence, the licence is tracked like any other dated item, with its own owner, renewal date and evidence. Which licences apply to your properties is established with you during discovery rather than assumed.
Yes. Portfolio size is a data problem, not a design limit. A portfolio of 150 properties at 9 checks each is 1,350 obligations a year before renewals, repairs and inspections, which is exactly why it needs a system rather than a diary.
Under the minimum energy efficiency rules, landlords must invest up to £10,000 per property towards EPC C. If the property still falls short, a cost cap exemption can be registered and is valid for ten years. Spending from 1 October 2025 counts towards the cap. The EPC planning view holds the spend, the receipts and any exemption against each property, with the exemption's own end date tracked like a renewal.
Yes. Owners are set per certificate, so an agent can own the renewals they manage while you see the same status. Nothing sits in the gap between landlord and agent because every item has a named owner.
Still have a question? Book a Discovery Call, direct line to me, Dean.
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