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Compliance and certificate tracking
Gas safety, EICR, EPC and other certificates tracked against each property. Reminders and escalations to landlords and contractors as dates approach, with each step recorded.
AI for letting agents · UK
AI for letting agents.Compliance and admin, kept on track.
Certificates expire, landlords go quiet, tenants ask the same questions and every tenancy generates paperwork. I build custom AI around your property software to read documents, track deadlines, draft communications and keep a clear record, with your team approving what matters.
Free first call · Fixed price after scoping · Sometimes the answer is a simpler tool
New gas safety certificate received for 14 Park Street.
- Read the certificate and extract dates
- Match it to the property record
- Update the compliance schedule
- Flag anything missing for review
Certificate logged. Next renewal due in 12 months.
Two other properties need an EICR within 60 days. Reminders drafted for approval.
Works with your property softwareEvery action recordedYour team approves what gets sent
Is it right for you?
Where AI helps
a lettings business.
Lettings runs on deadlines, documents and repeated conversations. That’s where custom AI earns its keep. It’s most useful when the volume is high enough that things start to slip.
A good fit when
- You manage enough properties that tracking certificates and renewals by hand is a risk
- Staff re-key details from certificates, forms and emails into your property software
- Tenants and landlords ask similar questions your team answers again and again
- Chasing landlords, contractors and tenants takes up a large part of the week
- You want a clear, consistent record of what was sent, when and by whom
Probably not yet when
- Your property software already handles the workflow well. I’d suggest configuring it instead
- You manage a small portfolio where a shared calendar does the job
- You want legal decisions made automatically. Those stay with your team and your advisers
What I build
Custom AI for
the work that repeats.
Each system is built around your processes and the software you already use, not a one-size-fits-all product.
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Document reading and checking
AI reads incoming certificates, references and forms, extracts dates and key details, checks them against the property record and flags anything missing or inconsistent for a person to review.
03
Tenant and landlord enquiries
An assistant that answers common questions from your own policies and tenancy information, drafts replies for your team and routes anything unusual to the right person.
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Tenancy paperwork and follow-up
Move-in packs, renewal letters and end-of-tenancy documents prepared from your data and templates, and follow-ups on arrears or maintenance drafted for approval.
Try the compliance cost calculatorInputs and outputs
What goes in.
What comes out.
A few typical shapes of lettings work that custom AI can take on:
Input
→A scanned certificate emailed in by a contractor
Output
Dates and property matched, the compliance schedule updated, and the certificate filed
Input
→A tenant asking how to report a repair out of hours
Output
An answer drawn from your own process, with the right contact details and a record of the request
Input
→A portfolio with renewals due over the next quarter
Output
A prioritised list, with landlord reminders drafted and escalations scheduled
Input
→A landlord who hasn’t responded to two reminders
Output
An escalation drafted for your team to approve, with the full history attached
Typical examples to illustrate the shape of the work, not client results.
Built for a regulated business
Careful by design.
Clear on who decides.
The Renters’ Rights Act reforms put more weight on accurate records and timely action. The system’s job is to make those easier to keep. Judgements about notices, possession or disputes stay with your team and your advisers.
Works with your software
I connect to property management systems such as Reapit, Alto, Street or Arthur Online where their integrations allow, plus email and shared drives. I confirm what’s possible during scoping.
A record of every step
Each reminder, update and document is logged with a date and time, so you can see what happened and when.
Approval before it’s sent
Messages to tenants and landlords, and anything with consequences, wait for your team’s sign-off until you decide otherwise.
Tested on your portfolio
Before launch I test on real examples from your properties, including awkward ones, and run alongside your existing process first.
Ownership and running costs
Yours to run.
Costs you can see.
Deliverables
What you receive
You own the custom work I build for you.
- A working system connected to your agreed tools
- Templates and rules your team can review
- Documentation and a handover session
- Test results from your own examples
- A clear list of what the system does and doesn’t decide
Costs
What it costs to run
I estimate running costs during scoping, based on your portfolio size and volumes.
- Hosting and infrastructure
- AI model usage, which scales with how much the system is used
- Any third-party licences or APIs
- Optional ongoing engineering and support
How a project runs
Map. Shadow. Own.
A focused first version. Tested in the real world. A clear path to what comes next.
01
Map.
I walk through your lettings and compliance process, your property software and where things slip, then agree a focused first version and a fixed price.
- Process & software review
- Where things slip
- Costed first version
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Shadow.
The system runs alongside your team on real properties. Everything it proposes is checked until you’re confident it’s right.
- Build & connect
- Run alongside your team
- Agreed acceptance criteria
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Own.
I move the agreed work into everyday use, document it and train your team. Ongoing support is available if you want it.
- Go-live
- Training & documentation
- Support options agreed
How can AI help a letting agent?
Mostly with work that repeats at volume: tracking certificates and renewals, reading and filing documents, answering common tenant and landlord questions, drafting correspondence and keeping a clear record. People stay responsible for decisions; the system does the reading, tracking and drafting.
Does it help with the Renters’ Rights Act?
It can make the records and deadlines the reforms rely on easier to keep: compliance dates tracked, reminders sent on time and every step logged. It doesn’t give legal advice or make legal decisions. Those stay with your team and your advisers.
Will it work with our property management software?
Usually, yes. I connect to systems such as Reapit, Alto, Street and Arthur Online where their APIs or integrations allow, alongside email and shared drives. If direct integration isn’t possible, we agree a practical alternative during scoping.
Will it send messages to tenants or landlords on its own?
Only where you agree it can. Most agencies start with every outgoing message approved by a person. Some low-risk reminders may later run automatically; that’s your decision.
Is it worth it for a smaller agency?
It depends on volume. If certificates, chasing and enquiries take up a meaningful part of someone’s week, there’s usually a sensible first project. If not, better use of your existing software may be the right answer, and I’ll say so.
What does it cost?
The first conversation is free. After scoping, we agree a fixed price for the defined work, with hosting, AI usage and any support estimated separately. Book a call to talk it through.
A useful first conversation
Where is your lettings admin slipping?
Bring the process that takes the most chasing, and tell me which software you use. I’ll talk through what AI could take on and what should stay with your team.
Discuss your AI project Read the free RAG guide Or email hello@niroxai.comIndependent AI engineering. Based in Hull & East Yorkshire, working across Yorkshire and the UK.