Proplio vs Reapit for Letting Agent Compliance: An Honest 2026 Comparison

The short version

Reapit and Proplio look adjacent but solve different problems. Reapit AgencyCloud is a full sales-and-lettings CRM and operations platform — applicants, vendors, sales progression, lettings progression, client accounting, diary, portal feeds, with compliance surfaced as one workflow among many. Proplio is a compliance platform that does not do sales, lettings progression, accounting, or CRM.

If the operational pain point is running a multi-branch sales-and-lettings business — managing applicants, progressing tenancies and sales, reconciling client account, feeding the portals, keeping a single CRM across branches — Reapit wins outright. Proplio does not compete in that lane. If the pain point is compliance oversight — the EICR you are not sure has been done, the HMO renewal you might have missed, the council inspector turning up next week — Proplio is the deeper tool and is dramatically cheaper.

A lot of agencies run both. The combined monthly cost is comfortably less than adding seats or modules in Reapit to deepen the compliance side, and you get a stronger compliance tool either way. This is the honest 1:1 comparison. We make Proplio, so we are biased — we have tried to be fair about where Reapit wins.

What each product is actually for

Reapit AgencyCloud was built as the CRM and operations backbone for sales-and-lettings agencies, particularly multi-branch operations and corporate chains. The applicant and vendor sit at the centre; matching, sales progression, lettings progression, accounts, diary, marketing, and portal integrations all flow through the same record. The property management module records certificates and surfaces expiries, but it rides alongside the rest of the platform. It is competent. It is not the part of Reapit the company is shaped around.

Proplio was built around the compliance lifecycle and nothing else. A property has a list of compliance items. Each item has an expiry date. As that date approaches, reminders fire at 90, 60, 30, 14, and 7 days. When an inspector or landlord asks for evidence, you generate a one-click PDF compliance pack. The portfolio dashboard tells you which properties are red, amber, or green. There is no CRM, no applicant matching, no sales progression, no client accounting, no tenancy ledger, no portal feeds.

Choose based on which spine fits your operational reality. If your team spends more time on the operational backbone of running a sales-and-lettings business than on compliance follow-up, Reapit. If it is the other way around, Proplio. If both are real, run both — that is the most common ending for agencies above a couple of branches.

Compliance, head to head

Both tools surface gas safety, EICR, and EPC status with expiry alerts. The differences show up at the edges, which is where compliance actually bites you. See the full compliance checklist for the obligations any tracker has to cover.

Compliance type coverage. Proplio ships with twelve UK compliance types as defaults — Gas Safety, EICR, EPC, Legionella, Smoke and CO, Right to Rent, HMO Licence, Selective Licence, PAT Testing, Fire Safety, PRS Database, and PRS Ombudsman — plus the ability to define custom types per agency for anything else you track. Reapit covers the core certificates well, but agents commonly report having to track selective licensing conditions, PAT renewals, legionella reviews, and PRS Database / PRS Ombudsman registrations outside the platform in a spreadsheet or separate diary. Both tools evolve their coverage; check current Reapit coverage against your specific portfolio mix when evaluating.

Portfolio-wide compliance dashboard. Proplio's home screen is the entire portfolio in one view, every property colour-coded by RAG status. You see at a glance which properties are red (overdue), amber (expiring within 60 days), green (compliant), or grey (not applicable). Reapit's home screens are shaped around the applicant and vendor pipelines, the sales and lettings progression, and the diary — compliance is reachable in a couple of clicks but it is not the thing the most-watched screen is shaped around. For an agency where compliance is the operational risk, the difference is whether the screen the team starts the day on surfaces it or hides it.

Reminder ladder. Proplio's reminder ladder is 90, 60, 30, 14, and 7 days before expiry, configurable per agency in settings. The 90-day lead time is the one that matters most — it gives you time to book a Gas Safe engineer or an EPC assessor before there is any pressure on the date. Reapit's diary and task system can surface compliance dates too; the configurability and the early-warning lead time are the part to compare on a demo.

Audit-ready PDF report. Proplio generates a single PDF compliance pack per property in one click — every certificate bundled, full audit trail of who did what and when, unique verification ID. That is a defensible artefact you can hand straight to a council enforcement officer, a trading standards inspector, or attach to an insurance renewal. Reapit stores documents against the property and gives you per-property visibility, but assembling a one-click verifiable audit pack typically means downloading certificates and combining them. For agents whose council relationship matters, the one-click PDF is the practical difference.

Landlord-facing visibility. Proplio offers a read-only share link per landlord — they see their own properties' compliance status without needing a login. No more emailing PDFs every quarter. Reapit has landlord and tenant portals that cover a broader set of operational updates — statements, tenancy details, sales progression, repairs — and compliance status sits inside that. The two solve different versions of the same problem; the Proplio version is narrower, instant to set up, and does not require a portal seat for every landlord.

Contractor management. Proplio's contractor module is specifically for compliance contractors — gas engineers, electricians, EPC assessors, legionella assessors — with one-click renewal emails carrying property details pre-filled. Reapit's contractor management is broader because it covers all maintenance and works contractors and the repair workflow as well, with work orders and dispatch on top.

Sales, lettings progression, accounting, CRM

Reapit wins. Proplio does not compete here.

If your team's biggest daily friction is running the operational backbone of a sales-and-lettings business — keeping a clean CRM across applicants and vendors, progressing sales through to exchange, progressing lettings through to move-in, reconciling client account, feeding the portals, running the diary — you need a sales-and-lettings platform. Reapit's applicant management, sales and lettings progression, and client accounting modules are what the company has been refining for over two decades. There is no honest version of this comparison where Proplio is the answer for CRM, sales progression, or accounting.

This is why "Proplio vs Reapit" is rarely the right question. The right question is "what tool runs which part of my operation, and what does the combined cost look like".

Pricing

Proplio: £29/month flat, unlimited properties, unlimited team, monthly or annual. No per-seat pricing, no per-property pricing, no feature tiers, no charges for adding users or properties.

Reapit AgencyCloud: enterprise per-user/per-seat pricing, quote-based, not published publicly. Agencies typically report £60–£120 per user per month for the core platform, plus implementation and training costs in the first year, plus bolt-ons (extra modules, additional portal feeds, integrations). The realised cost depends heavily on seat count, module mix, and contract length.

The realistic monthly cost picture at three team sizes:

Two honest caveats. First, you are not buying the same product — Reapit's price covers a full sales-and-lettings CRM and operations suite plus a set of optional modules, Proplio's covers compliance only. The straight per-pound comparison is misleading. Second, Reapit prices vary heavily with seat count, module mix, and contract length; the bands above are typical reports, not quotes — get one sized to your team and your module needs.

Where the price comparison genuinely matters is when an agency is carrying a higher Reapit module count or seat count mostly to deepen the compliance side rather than the sales-and-lettings core. In that scenario, the maths is straightforward: a leaner Reapit footprint plus a dedicated compliance tool at £29/month is materially cheaper than paying enterprise rates for compliance you do not really get.

Switching from Reapit's compliance view to Proplio

An afternoon for most agencies. The flow:

1. 1Export your compliance register from Reapit as CSV — property address, compliance type, last done date, expiry date, contractor.
2. 2Map the columns to Proplio's import template.
3. 3Upload. The full portfolio loads in minutes.
4. 4Upload the existing certificate PDFs against each compliance item. Optional but worth doing for the audit pack.
5. 5Reminders start firing automatically. No manual setup of individual deadlines.

The two systems do not need to integrate. Compliance lives in Proplio from that point onwards; if you are keeping Reapit for sales-and-lettings operations, Reapit continues to run the rest of the business without touching the compliance system of record. The same handover pattern applies if you are switching agents and a portfolio is moving with you — see the compliance handover guide for the wider workflow.

Side-by-side

Which to choose

Choose Proplio if:

• Compliance oversight is the operational risk that keeps you up at night
• You want a flat monthly cost that does not grow with team size or portfolio
• You need the audit-ready PDF pack for council inspections, trading standards visits, or insurance renewals
• You already have a sales-and-lettings platform (or do not need one)
• You want twelve UK compliance types covered out of the box, not just the headline three

Choose Reapit if:

• Running the day-to-day operational backbone — CRM, applicant matching, sales and lettings progression, client accounting, diary, portal feeds — is your biggest daily friction
• You operate multiple branches and need one CRM across all of them
• You need a tenancy ledger, client account reconciliation, and statement generation in one tool
• You are willing to accept "good enough" compliance as part of a sales-and-lettings-led platform

Run both if:

• Operations and compliance are both real pain points (this is most multi-branch agencies)
• You are currently carrying a higher Reapit seat count or module count mostly to access compliance — a leaner Reapit footprint plus Proplio is often the better economics
• A council inspection or insurance renewal is on the horizon and you need a defensible one-click audit pack now, without re-platforming your operations

For the broader landscape and how this fits against spreadsheets and full property-management platforms, see the compliance software comparison. For the head-to-head with the other major operations platforms in the lettings space, see Proplio vs Arthur Online and Proplio vs Goodlord, and against the dominant repairs platform, Proplio vs Fixflo. For the breakpoint where any tool starts paying for itself versus a spreadsheet, see the spreadsheet-to-software switch guide.

Running both

The combined stack looks like this:

• Reapit AgencyCloud for the sales-and-lettings backbone — CRM, applicant matching, sales progression, lettings progression, client accounting, diary, portal feeds, landlord and tenant portals
• Proplio for the compliance system of record — every certificate, every expiry, every audit trail, every landlord share link, the one-click PDF pack for council inspectors

The two do not need to integrate. Sales, lettings, and financial data lives in Reapit. Compliance data lives in Proplio. The agency-side workflows touch each tool for the part it owns. The combined monthly cost at most team sizes is materially lower than adding seats or modules in Reapit to deepen the compliance side — and you get a better compliance tool at the same time.

The objection here is "another tab open". That is real. The counter is that the cost of a missed compliance deadline — up to £30,000 for an EICR breach, up to £30,000 per unlicensed HMO, up to £20,000 per Right to Rent failure — makes the cognitive cost of a second tab cheap. See the full landlord fines guide for the penalty regime in 2026.

Key takeaways

• Reapit AgencyCloud is a sales-and-lettings CRM and operations platform with compliance as a workflow. Proplio is a compliance platform that does not do CRM, sales progression, or accounting. They overlap on one workflow, not on the whole product.
• For applicants, sales progression, lettings progression, client accounting, and multi-branch CRM, Reapit wins outright. For compliance depth — twelve UK types, configurable reminder ladder, one-click audit PDF, portfolio-wide RAG dashboard, landlord share links — Proplio wins.
• Pricing diverges sharply with team size. Proplio is £29/month flat; Reapit is per-seat enterprise pricing and is meaningfully more for a team of four or more.
• Many agencies above a couple of branches end up running both. The combined cost is comfortably less than adding Reapit seats or modules to expand the compliance side, and you get a stronger compliance tool either way.
• The right question is not "Proplio or Reapit". It is "which tool runs which workflow, and what is the combined cost".

This article reflects our honest read of the Proplio vs Reapit comparison as of May 2026. Proplio is our product. Pricing figures for Reapit are typical bands reported by agencies — Reapit does not publish a public price list, so always get a quote sized to your team, module mix, and contract length.