For UK landlords and letting agents

Landlord document management that files itself

Tenancy document management software for the UK private rented sector. Agreements, certificates, inventories, and prescribed information stored on the property they belong to - virus-scanned on upload, filed automatically, and exportable as evidence when someone asks for it.

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Documents · 14 Marlborough Rd12 files
  • Gas Certificate
    Uploaded by N. Grant · ticked 1 checklist item
    Clean
  • Written Statement of Terms
    Tenancy · J. Patel · shared with tenant
    Clean
  • Inventory (check-in)
    Scanning before promotion
    Pending
  • Right to Rent Check
    Landlord and agent only
    Private
  • Invoice · boiler service
    £148.00 read from the document
    Extracted

What it handles

Every document a UK tenancy generates

One let produces a surprising amount of paper. Landy stores it by type, so it can do something useful with it rather than just holding it.

Compliance certificates

The paperwork that has to be valid before anyone moves in, and renewed on a cycle after that.

  • Gas Certificate (CP12)
  • EICR
  • Electrical Certificate
  • EPC

Tenancy paperwork

What defines the let itself, including the written statement of terms the Renters' Rights Act now requires in England.

  • Tenancy Agreement
  • Written Statement of Terms
  • Inventory
  • Deposit Prescribed Information

Checks, money, and notices

The records you only need once, and then desperately need two years later.

  • Right to Rent Check
  • Receipt
  • Invoice
  • Notice

How it works

Landlord document storage that does the filing

A shared drive holds documents. This one reacts to them.

  1. 1

    Upload to the property or tenancy

    Not to a folder you have to name. A document belongs to a property, and where it is tenancy-specific, to that tenancy.

  2. 2

    It is scanned before anyone can read it

    Every upload lands in quarantine and is virus-scanned first. Only a clean file is promoted to storage.

  3. 3

    Compliance ticks itself

    A clean gas certificate ticks the matching move-in checklist item and schedules the next renewal, without you opening a second screen.

  4. 4

    Nothing unscanned can close a duty

    A quarantined or still-pending document can never complete a statutory item. The guard is on the scan status, not on you remembering.

Evidence

The question is never "where is it", it is "prove it"

Storage answers the first question. A deposit dispute, a licensing inspection, or a tribunal asks the second one: who did what, and when. Every upload, edit, and completed duty is written to a time-stamped audit log against the property.

  • Every action attributed to a person and a timestamp
  • PDF export for the recent history, CSV for the full log
  • Checklist items linked to the document that completed them
Audit log · 14 Marlborough RdExport
  • 02 Jun 2026 · 10:40
    Document uploaded · Gas Certificate · N. Grant
  • 02 Jun 2026 · 10:41
    Scan clean · promoted to storage
  • 02 Jun 2026 · 10:41
    Checklist item completed · Serve gas certificate · source: document
  • 02 Jun 2026 · 10:41
    Action scheduled · Gas safety renewal · due 02 Jun 2027

The honest comparison

Why not just use a shared drive?

For one property, a folder works. It stops working at the point where the folder cannot answer a question, and every question a regulator or a tribunal asks is about time and attribution.

Shared drive compared with Landy for landlord document management
QuestionShared driveLandy
Who uploaded this, and when?Whatever the file metadata keptTime-stamped and attributed in the audit log
Is this certificate still valid?Open it and read the dateTracked on the property, with the renewal scheduled
Has the tenant actually been given it?Check your sent itemsShared to the tenant portal by document type
Can I hand over the whole history?Zip the folder and hopePDF or CSV export of the log
Could an infected file sit in there?YesQuarantined and scanned before promotion

None of this makes a shared drive wrong. It makes it a filing cabinet, which is fine right up until the day you need it to be a witness.

Visibility

Tenants get what they are entitled to, and nothing else

Sharing is set per document type rather than per upload, so nobody has to remember the rule on a Friday afternoon. Tenants see their own paperwork through the free tenant portal. Your receipts and compliance checks stay yours.

See the tenant portal
  • Written Statement of TermsShared with the tenant
  • Deposit Prescribed InformationShared with the tenant
  • Tenancy AgreementShared with the tenant
  • Right to Rent CheckLandlord and agent only
  • Receipts and invoicesLandlord and agent only

For landlords

Certificate tracking, deposits, and the rest of self-management.

For estate agencies

Free agency accounts, with documents shared across your landlords.

Property management software

How the whole platform fits together for UK rentals.

Document management FAQs

Is this just storage, or does it do something with the documents?
Both. Files are stored against the property or tenancy they belong to, and certain types trigger something when they land: a clean certificate ticks the matching move-in checklist item and schedules its renewal. Receipts and invoices are also read for their key data after scanning, so expenses do not need typing in twice.
Can my letting agent upload documents too?
Yes. Agencies get Landy free, and an agent with access to a property can upload against it. Every upload is attributed to whoever made it in the audit log, so a shared file store does not become an anonymous one.
How long should I keep tenancy paperwork?
It depends on the document and on your own tax position, so treat this as a prompt rather than advice - HMRC publishes the current retention periods for self-assessment records, and deposit and compliance paperwork is usually kept for the life of the tenancy plus any limitation period. Landy keeps documents on the property after a tenancy ends and archives rather than deletes them, so the decision stays yours.
What happens to documents when a tenancy ends?
They stay on the property, and tenancy-specific documents stay attached to the tenancy that produced them. Archived documents remain available separately from the active set, so a closed tenancy does not clutter the current one.
Do tenants see everything I upload?
No. Visibility is set per document type. The written statement, tenancy agreement, and deposit prescribed information are shared with the tenant by default, because they are meant to have them. Right to Rent checks, receipts, and invoices default to landlord and agent only.
What does it cost?
It is part of Landy, not an add-on. Landlords pay £12.99/month for unlimited properties after a 14-day free trial. Estate agencies and tenants pay nothing.

Stop hunting for the gas certificate

Add a property, upload what you already have, and let the filing happen on the way in.

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