How do you stay on top of landlord admin?
12:01 AM, 3rd June 2025, 10 months ago
15
Hi all, I’m genuinely curious how you all are managing everything as landlords these days. Just want to compare notes with others in the same boat.
Lately, it’s been getting a bit overwhelming trying to stay on top of everything: EICRs, EPCs, gas safety checks, rent payments, tenant messages, and those lovely late-night maintenance requests at 10 PM.
Honestly, it feels like I need a full-time assistant to keep up with compliance stuff alone. 😅
So here’s the thing:
I’ve been toying with the idea of building a simple tool that keeps all of this in one place. Nothing over-engineered, just something that:
– Tells you when certs are about to expire
– Reminds you about inspections ahead of time
– Keeps all your documents in one place (like a digital vault)
– Helps with rent tracking and logging tenant issues
– Lets you chat with tenants, track updates and close jobs easily
– Shows a ‘compliance health score’ per property, so you know what’s urgent
– Even flags maintenance issues before they escalate (like: “Boiler check overdue by 11 months”)
I showed the idea to a few mates who also rent out properties, and their response was basically: “Why doesn’t this already exist?”
So now I’m asking you all. Would something like this be useful to you?
If there were a tool where you could log in and instantly see:
– What’s due next?
– Which property needs attention?
– And get suggestions to stay compliant and stress-free?
Would you actually use it?
Would love to hear what parts of managing your portfolio drive you nuts, and what you wish someone else (or something smart) could just handle for you.
If I move forward with it, I’d love a few of you to test it out and help shape how it works.
Let me know what you think.
Cheers,
Keith
Tags:
EICR, EPC, gas safety check reminders, landlord software, landlord tools, maintenance management, Property management, rent tracking, rental compliance
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Member Since January 2015 - Comments: 1435 - Articles: 1
10:25 AM, 3rd June 2025, About 10 months ago
Call me old fashioned but I use (used) a hard copy diary for renewal dates.
The biggest stress for me is the lack of/ disappearance of the odd-job man/woman. ie One who would do a simple quick job eg change 1 tap washer, re-varnish 1 inside window sill, replace 1 bathroom light pull chord etc etc. to save me having to do it.
Member Since May 2020 - Comments: 1
10:51 AM, 3rd June 2025, About 10 months ago
Hello Keith, I think it’s a great idea – it already exists.
We always advertise with Open Rent, and they have an automated service that reminds you when various certificates are due for renewal. However, they don’t have legionella risk assessments noted! I get them all done in one visit by the same tradesperson. I usually get a discount, and it becomes an annual job per property.
Lendlord also has this feature on its portfolio dashboard.
Member Since February 2018 - Comments: 2
10:54 AM, 3rd June 2025, About 10 months ago
It’s a great idea.
I struggle with renewal dates and having all my certs in one place.
Member Since February 2020 - Comments: 360
11:07 AM, 3rd June 2025, About 10 months ago
Definitely a need for this. Have built my own tool.
Question is how much overlap there is with existing tools like alphaletz
Member Since March 2023 - Comments: 1506
11:13 AM, 3rd June 2025, About 10 months ago
I do it all using an Excel spreadsheet, which can include links that open a folder containing tenant correspondence. I also use Sage to track rent payments.
Had 18 properties at one time and this worked fine.
Member Since February 2022 - Comments: 203
12:15 PM, 3rd June 2025, About 10 months ago
I use Landlord Vision great tool does everything you listed all accounting too as MTD and much more.
Member Since May 2023 - Comments: 2
12:34 PM, 3rd June 2025, About 10 months ago
I think this is a greatly needed and I would love to help test it out moving forwards.
Member Since September 2018 - Comments: 3511 - Articles: 5
12:44 PM, 3rd June 2025, About 10 months ago
Have and excel s’sheet for each tenant. Log everything.
Highlight anything for renewal like a gas cert date in red at the start of the year and then bunch everything up.
Do a deal with a contractor for the job lot of work and give him a full list of what needs doing when.
Member Since January 2024 - Comments: 1
2:56 PM, 3rd June 2025, About 10 months ago
Sounds a great idea, must be other systems out their that do a similar job. However iam interested to try out.
Member Since February 2018 - Comments: 2
3:24 PM, 3rd June 2025, About 10 months ago
I would love to try it out. Thanks