Best Compliance Tracking Software for Letting Agents (2026)

Why compliance tracking matters more than ever

UK letting agencies now face 11 separate legal obligations — each with different renewal cycles, deadlines, and penalties. Gas safety certificates expire annually. EICRs every 5 years. EPCs every 10 years. HMO licences, selective licences, right to rent checks, deposit protection, smoke and CO alarms — all on different timelines, all carrying fines of up to £30,000 per breach.

For a letting agent managing 50, 100, or 300+ properties, that is hundreds of individual deadlines running in parallel. Miss one, and it is the landlord — and potentially the agent — who pays the price.

The question is not whether you need a system. It is which system actually works.

The options: what letting agencies actually use

There are four main approaches to tracking compliance in 2026:

1. 1Spreadsheets (Excel or Google Sheets)
2. 2Property management software with basic compliance fields
3. 3Generic task/reminder tools (Trello, Asana, calendar apps)
4. 4Dedicated compliance tracking software

Each has trade-offs. Here is an honest breakdown.

Spreadsheets — the most common, the most dangerous

Most letting agents start here. A spreadsheet with property addresses, certificate types, expiry dates, and maybe some conditional formatting to highlight what is overdue.

What works

• Free and familiar — no new software to learn
• Fully customisable — add columns for whatever you need
• Easy to share with colleagues

What does not work

• No reminders. A spreadsheet does not email you when a gas safety certificate is about to expire. You have to remember to check it.
• No audit trail. If a council inspector asks for proof of compliance, you need to pull certificates from email attachments, filing cabinets, or cloud drives and piece together a timeline manually.
• Human error at scale. With 100 properties and 8+ compliance types each, you are managing 800+ individual deadlines. One typo in a date, one row accidentally deleted, one tab not updated after a renewal — and a certificate lapses without anyone noticing.
• No accountability. If a colleague updates the spreadsheet, there is no record of who changed what and when.

Verdict

Spreadsheets work for 1–5 properties where you can keep everything in your head. For a letting agency managing a larger portfolio, they are a liability. The cost of one missed EICR fine (£30,000) makes any alternative tool look cheap.

Property management software — compliance as an afterthought

Most letting agents already use property management software for tenancy management, rent collection, and maintenance. Many of these platforms have added compliance features over time.

Common platforms

• Arthur Online — property management platform with certificate tracking, reminder emails, and document storage
• Reapit — enterprise-level lettings management with compliance modules, mainly used by larger agencies
• Jupix — popular with independent agents, includes basic compliance tracking
• Goodlord — focused on onboarding and referencing but includes some compliance features
• Fixflo — built primarily for repairs and maintenance, with a compliance add-on covering core certificates
• PayProp — rent collection and reconciliation platform with light compliance tracking
• PropertyFile — landlord and tenant communication tool with basic certificate visibility

What works

• You are already using the software, so compliance tracking is in the same place as your other property data
• Basic certificate logging and expiry tracking
• Document storage attached to properties

What does not work

• Compliance is a secondary feature. These platforms were built for tenancy management, not compliance tracking. The compliance modules are often basic — date fields and simple reminders without the depth needed for proper oversight.
• Limited compliance types. Many only track the most common certificates (gas, EICR, EPC) and do not cover legionella, right to rent follow-ups, HMO conditions, or custom compliance types.
• No portfolio-wide compliance view. You can usually see compliance status per property, but getting a single dashboard showing every overdue or expiring certificate across your entire portfolio is either difficult or impossible.
• Expensive. Full property management suites often cost £100–£500+/month depending on portfolio size, and you are paying for a lot of features you may not need if compliance tracking is your main concern.

Verdict

If you already use one of these platforms and their compliance features meet your needs, it makes sense to stay. But if you find yourself exporting data to a spreadsheet to get a proper overview of compliance across your portfolio, the compliance module is not doing its job.

Generic task and reminder tools — the wrong tool for the job

Some agents use project management tools like Trello, Asana, or even Apple/Google Calendar to set reminders for compliance deadlines.

What works

• Better than nothing — at least you get a reminder
• Free or cheap

What does not work

• No property context. A calendar reminder that says "Gas safety due — 14 Oak Road" does not tell you the certificate reference, when it was last done, who the engineer was, or whether you have the document on file.
• No compliance overview. You cannot see your portfolio's compliance status at a glance. You only see individual reminders as they come up.
• No audit trail or reports. When a council inspector or landlord asks for proof, you are back to digging through files manually.
• Manual setup for every deadline. You have to create every reminder individually and remember to update them after each renewal. At scale, this is just a different kind of spreadsheet.

Verdict

These tools solve the "I forgot" problem but nothing else. They are not designed for compliance and it shows.

Dedicated compliance tracking software — purpose-built for the job

This is the category that has emerged specifically to solve compliance tracking for UK letting agencies. These tools are designed around the compliance workflow: log certificates, track deadlines, get reminders, prove compliance.

Proplio

Proplio is a compliance management platform built specifically for UK letting agencies.

What it does:

• Dashboard with RAG status — every property colour-coded Red, Amber, or Green based on compliance status. You see your entire portfolio's compliance health at a glance.
• Automatic email reminders at 90, 60, 30, 14, and 7 days before any certificate expires. No manual setup — add the expiry date once and the reminders are automatic.
• All UK compliance types — Gas Safety, EICR, EPC, Legionella, Smoke and CO Alarms, Right to Rent, HMO Licence, Selective Licence, PAT Testing, Fire Safety — plus custom compliance types you can define yourself.
• Audit-ready PDF reports — generate a professional compliance pack for any property with all certificates bundled in, a full audit trail, and a unique verification ID. Ready for council inspections or insurance audits.
• Contractor management — store your preferred gas engineers, electricians, and EPC assessors. When a certificate is due, email the right contractor with pre-filled property details in one click.
• Landlord sharing — share a read-only compliance view with each property's landlord via a secure link. No login needed on their end.
• CSV import — import your entire property portfolio from a spreadsheet in minutes.

Pricing: £29/month flat. Unlimited properties. No per-property charges, no feature tiers, no hidden costs.

Best for: Letting agents managing 20–500+ properties who need a dedicated compliance system without the overhead of a full property management suite.

Limitations: Proplio is focused purely on compliance — it does not handle rent collection, tenancy management, or maintenance. If you need an all-in-one property management platform, you will still need separate software for those functions.

Arthur Online

Arthur is a property management platform that includes compliance tracking as part of its broader feature set.

What it does:

• Certificate tracking with expiry reminders
• Document storage per property
• Maintenance and tenancy management in the same platform
• Task management for compliance follow-ups

Pricing: From around £50/month for smaller portfolios, scaling with property count.

Best for: Agents who want property management and compliance in one platform and are willing to pay for the broader feature set.

Limitations: The compliance features are part of a larger platform, so you are paying for a lot more than just compliance tracking. The compliance-specific functionality is less detailed than purpose-built tools.

Kamma

Kamma focuses on regulatory data and compliance risk assessment for property professionals.

What it does:

• Monitors regulatory changes by property location (licensing schemes, Article 4 directions, etc.)
• Identifies which compliance requirements apply to each property based on its address
• Provides risk scoring

Pricing: Custom pricing — typically aimed at larger agencies and institutional landlords.

Best for: Larger agencies that need to stay on top of changing local authority schemes and licensing designations across multiple council areas.

Limitations: More focused on regulatory intelligence than day-to-day certificate tracking. You may still need a separate tool for managing individual certificate expiry dates and reminders.

Side-by-side comparison

Here is how the main options compare on the features that actually matter for letting agent compliance:

A few honest caveats:

• Per-property pricing on most platforms means costs grow with your portfolio. Flat pricing matters more than headline price once you scale past 30–50 properties.
• "Core compliance types" typically means gas, EICR, and EPC — but legionella, right to rent follow-ups, HMO conditions, and PAT testing are where most agents get caught short.
• Arthur, Fixflo, and Reapit are excellent at what they were built for (tenancy management, repairs, and full agency operations respectively). The question is not whether they are good products — it is whether their compliance modules are deep enough to be the system of record for your compliance.

How to choose: a practical decision framework

The right tool depends on your situation:

You manage 1–20 properties

A spreadsheet or calendar reminders might work at the lower end, but beyond 5–10 properties you are managing 40–80+ individual deadlines across different renewal cycles. A dedicated tool pays for itself the first time it catches a deadline you would have missed.

Recommended: A dedicated compliance tracker like Proplio (£29/month) gives you the oversight without the overhead of a full property management suite.

You manage 20–100 properties

You need a proper system. At this scale, a single missed EICR (£30,000 fine) costs more than decades of software subscriptions. You need portfolio-wide visibility, automatic reminders, and audit-ready reports.

Recommended: If compliance is your main pain point, a dedicated tool is more cost-effective and focused than bolting compliance onto a general property management platform. If you already use property management software with decent compliance features, evaluate whether it genuinely gives you the overview you need.

You manage 100+ properties

At this scale, you likely have multiple staff members handling compliance across the portfolio. You need a system that provides accountability, audit trails, and the ability for your team to see what needs attention without relying on any one person's memory.

Recommended: A dedicated compliance platform that your whole team can access, with automatic reminders that go to the right people, and reports you can generate on demand for inspectors or to share with your landlords.

The real cost comparison

Here is what compliance tracking actually costs across the different approaches:

Now compare that to the cost of non-compliance:

One missed deadline can cost more than years of software subscriptions. The maths is straightforward.

What to look for in any compliance tool

Regardless of which approach you choose, make sure it covers these basics:

• All UK compliance types — not just gas, EICR, and EPC. You need legionella, smoke and CO alarms, right to rent, licensing, and ideally custom types.
• Automatic reminders — with enough lead time to arrange the work. A reminder one week before expiry is too late to book an engineer.
• Portfolio-wide dashboard — you need to see every property's compliance status in one view, not click into each property individually.
• Document storage — upload certificates against each property so everything is in one place.
• Audit-ready reports — when a council inspector asks for proof, you should be able to generate it in one click, not spend an afternoon assembling documents.
• Flat or predictable pricing — per-property pricing punishes growth. A flat monthly fee means the cost does not increase as your portfolio expands.

Key takeaways

• Spreadsheets work for very small portfolios but become a liability beyond 5–10 properties
• Property management software includes compliance features but they are often basic and bundled with features you may not need
• Generic task tools solve reminders but nothing else
• Dedicated compliance software is purpose-built for the job and typically more affordable than bolting compliance onto a broader platform
• The cost of any tool is trivial compared to a single compliance fine — £29/month versus up to £30,000 per breach
• For letting agents, the key requirement is portfolio-wide visibility — seeing every property's compliance status in one dashboard

This article reflects our honest assessment of compliance tracking options available in April 2026. Proplio is our product — we have tried to be transparent about what it does well and where its limitations are. We encourage you to evaluate any tool against your specific needs.