The compliance admin layer, in one place
For landlords and agencies whose obligations are known, and whose records are not.
45–60 min · Free · No pitch
Most landlords and agencies know their obligations. What they lack is one record that holds them. A compliance admin layer puts renewals, evidence, repairs, tenant communication and reporting against each property, so a landlord report is generated rather than assembled and an inspection question is answered from the record rather than researched.
What the admin layer runs.
Examples, not a feature list. Yours is shaped by the bottlenecks the Discovery Call surfaces.
Per-property record
Certificates, alarm evidence, deposits, Right to Rent checks, repairs and notices held against each property, so one place answers any question about it.
Renewal and evidence engines
Renewals chased ahead of expiry and escalated when a date passes; checks captured in the app with time, location and device.
Repairs intake and triage
Tenants report with photos into one queue. Jobs are triaged by urgency and close only with before-and-after evidence.
Tenant comms
Certificates, notices and repair updates sent from the record, with the date each one went out kept against the property.
Landlord reporting
Per-landlord or portfolio reports generated from the live record rather than assembled by hand.
Audit trail
Every change, correction and not-applicable reason recorded with who, when and why. Nothing is overwritten silently.
The operating rhythm of a portfolio
Property compliance is not an annual event. It is a rhythm with several beats running at once. Gas safety checks come round every year where there is a gas or LPG appliance. EICRs run every five years and EPCs every ten. Each new tenancy brings day-one smoke alarm tests, certificates owed to the tenant and a 30-day deposit deadline. Rent reviews run once a year, with two months' notice under the section 13 procedure. Repairs arrive whenever they arrive.
A portfolio of 150 properties at 9 checks each is 1,350 obligations a year before renewals, repairs and inspections. None of those beats is hard. Keeping them all in step, across people and properties, is the job. It is also where most records break, because each beat tends to get its own spreadsheet, its own inbox and its own person, and nobody sees the whole portfolio at once.
What "one record" actually means
"One record" gets said a lot. In practice it means three specific things.
First, everything about a property lives against that property: its storeys and rooms, its devices, its certificates, its tenancies, its repairs and the evidence behind each. Not a folder of attachments, but structured items that the system can reason about, such as "this storey has living accommodation, so it needs a smoke alarm, and here is its test".
Second, the work happens in the record. The engineer's certificate is attached to the renewal it closes. The alarm test is captured on the device it tests. The repair closes with its own evidence. Nobody writes it up afterwards, because there is nothing to write up.
Third, everything else is generated from it: landlord reports, tenant notices, inspection exports and, from late 2026, the per-property certificate data the PRS Database will ask for.
The evidence system and renewal tracking are the two engines inside it, and the property compliance pillar sets out the full obligation map.
The before picture.
Compliance spread across email, spreadsheets and a filing cabinet, with no single place that is right.
A landlord review that takes two days to prepare, because the pack is built for the occasion.
Repairs marked done with no completion evidence behind them.
An inspection that turns into a research project.
The after picture.
One record per property, used by everyone who touches it.
A landlord report generated, not assembled.
Repairs closed with before-and-after evidence.
An inspection answer inside a minute.
Why a record layer beats a bolted-on module.
A compliance tab added to a CRM built for tenancies and accounts. Certificates are attachments.
A record built around obligations: property, storey, room, device, check, evidence and renewal.
Why it matters: The shape of the data decides what the system can prove. Attachments cannot prove a test happened.
Repairs, renewals and evidence live in different modules, or different products.
One record holds all three, so a repair, a renewal and an alarm test on the same property sit together.
Why it matters: An inspector asks about the property, not about a module.
Reports exported and tidied by hand before every review.
Reports generated from the record, with the evidence linked rather than summarised.
Why it matters: A report built by hand is out of date by the time it is sent.
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 Evidence System →
The evidence engine: capture at source, time and location stamps, device binding.
Certificate Renewal Tracking →
The renewal engine: owners, dates, escalation and an EPC C planning view.
AI for Landlords →
How the admin layer fits a landlord with one to fifty properties.
AI for Letting Agents →
How the admin layer serves both agency and property compliance.
Book a discovery call →
Map your obligations, your records and what one record per property would take.
Common questions
No. The compliance record sits alongside your CRM, letting software or accounts package. It reads property and tenancy data from them where they allow it, so nobody re-keys addresses, and holds the compliance evidence, renewals and repairs that those systems are not built around.
It depends on portfolio size, how many of the parts you need and which existing systems it has to work with. Across the site, a focused single-system build typically ships in 4 to 6 weeks and a multi-system build in 8 to 12. Discovery gives a timeline for your portfolio specifically before you commit to anything.
You do. The code, the record and every piece of evidence in it belong to you. The system is documented and handed over, so it is not rented back to you and does not disappear if the relationship ends.
Usually. Where your CRM or accounting software exposes the data, the system reads from it or writes to it. Where it does not, imports and exports cover the gap. Which route each system takes is established in discovery, against the software you actually run.
You answer from the record. For any property you can show every obligation, its status, the evidence behind it with time, location and device, and the reason for anything marked not applicable. For an agency, the client money, redress and audit obligations sit in the same trail. The answer takes a search, not a research project.
The site publishes cost bands for every build: a focused single-system build starts at low five figures, and a multi-system build sits higher. Where a compliance admin system lands depends on how many parts you need and what it integrates with. The discovery call gives a costed range for your portfolio before any commitment.
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.
Book a Discovery Call