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Your whole managed portfolio on one calm screen: every certificate, inspection and landlord statement

Gas, EICR, EPC, alarms, licensing, deposits and Right to Rent on one red-amber-green screen, with reminders before anything lapses and landlord statements produced from the ledger rather than rebuilt in Excel.

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Free first callWe reply within one working dayA UK company

Sound familiar?

  • There is a master spreadsheet per property with gas, EICR, EPC, alarm, legionella, licensing, deposit and Right to Rent dates coloured by hand.
  • Outlook reminders depend on one person remembering, and a certificate has expired mid-tenancy before now.
  • Landlord statements are rebuilt in Excel each month.
  • Inspection notes are in Word with photos pasted in.
  • Keys and contractor jobs are tracked in a book or on WhatsApp.

What the system does

  • A red-amber-green compliance screen

    A portfolio register of properties, landlords and tenancies with every compliance item on one red-amber-green screen and reminders before anything lapses.

  • Inspections on a phone

    Inspections done on a phone with a checklist and photos that produce a PDF for the landlord and the file.

  • Maintenance jobs to closure

    Maintenance jobs raised, sent to your contractors and closed with the invoice attached.

  • Landlord statements from the ledger

    Monthly landlord statements generated from the rent and maintenance ledger, not rebuilt in Excel.

  • A key register

    Who has what and when it came back.

  • A document file per tenancy

    The written tenancy documents and information sheets the new rules require, dated and traceable.

What a first build looks like

An agency managing 220 properties with four staff

Before
A master spreadsheet per property with every certificate date coloured by hand, Outlook reminders that depend on one person, and landlord statements rebuilt in Excel each month.
What we build
  • A portfolio register with compliance items per property: gas annual, EICR five-yearly, EPC, smoke and carbon monoxide alarms, licensing, deposit protection within 30 days, Right to Rent
  • Email reminders at your chosen intervals
  • A phone inspection checklist with a photo PDF
  • A maintenance job board with contractor emails
  • Monthly landlord statement PDFs from the ledger
  • A key register
  • A tenancy document file
Outcome
Nothing lapses unnoticed, and the monthly statements take minutes instead of a day.
How long
The delivery date is in the proposal, not in a sales pitch.

More worked examples

Why not just buy something?

There are cheap certificate trackers.

There are, and if certificates are your only problem, buy one. The small agency's real spreadsheet set is certificates plus inspections, statements, maintenance and keys, and that whole back office is what we build.

The big agency platforms do everything.

They do, at a price and in a shape designed for multi-branch agencies, and they force their workflow on yours. We build around how your office already works.

Our data is sensitive.

Hosting we manage under UK GDPR, with a written data-processing agreement. Role-based access, a full audit trail, and you own the data and can export all of it at any time.

The rules keep changing.

They do, and that is an argument for a system built around your process. Changes to compliance items and documents are handled under support rather than as a new project.

  • Fixed price, agreed in writing before we start.
  • A working version in weeks, not months.
  • Hosted, backed up and supported afterwards.

What an inspector will ask to see

Gas Safety (Installation and Use) Regulations 1998
An annual gas safety check, the record kept for two years and a copy given to tenants within 28 days.
Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020
An EICR every five years, with remedial work done within 28 days.
Minimum Energy Efficiency Standards
An EPC at or above the minimum rating for every let.
Smoke and Carbon Monoxide Alarm Regulations 2015, as amended 2022
Working alarms checked at the start of each tenancy.
Tenancy deposit protection
Deposits protected within 30 days, with the prescribed information served.
Right to Rent
A dated check for every adult occupier.
Renters' Rights Act 2025
The written tenancy documents and information the new rules require (phase 1 from 1 May 2026; the PRS database and ombudsman expected late 2026).
Awaab's Law (extension to the private sector under consultation)
Response times for damp, mould and other hazards.
HMRC anti-money-laundering supervision
Checks and records where your lettings are at or above the threshold.
Client Money Protection and redress scheme membership
Membership on display and the records that go with it.

Correct to the best of our knowledge as at October 2026.

We build the record-keeping; we do not give regulatory advice. Your policies stay yours.

Questions we are often asked

Does it replace our CRM or portal feed?

No. It is the managed-portfolio back office. Marketing, applicant matching and portal feeds stay where they are unless we agree otherwise.

Can landlords log in?

If you want them to, yes: a landlord view of their properties, certificates and statements.

Does it do client accounting?

It produces landlord statements from a rent and maintenance ledger; it is not a client-money accounting package, and we will say so plainly if that is what you need.

Will it keep up with the Renters' Rights Act?

The compliance items and document checklist are configurable and we update them under support as guidance is published. We are not legal advisers; your professional body remains your source on the law.

How long and how much?

Fixed scope and price agreed first, first version in weeks, then a flat monthly fee, with no per-property charge.

Tell us what is not working

A few lines is plenty. We reply within one working day.

If you would rather we rang you

What you do by hand today, roughly how many staff, and what prompted you to look now.

We use what you send us only to reply to your enquiry. We also record which page you sent it from and your IP address, so we can stop spam. We will not add you to a mailing list. How we look after your details.

or email hello@dowco.co

The form is never the only route. Email hello@dowco.co. We reply within one working day.