Free vs Paid Landlord Software: What You Really Get
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Free landlord software works well for 1-3 properties with basic needs. Paid software adds multiple properties, advanced features, support, and integrations. The break-even point is usually around 3-5 properties where time savings justify the cost.
What's available for free
Several platforms offer genuinely free tiers for landlords with small portfolios. These typically include core tracking features for 1-3 properties.
Free tier providers
| Software | Free tier includes | Limitations |
|---|---|---|
| LandlordOS | 1 property, core features, MTD | Single property only |
| Hammock | Basic tracking, reports | Limited features |
| DPS free tools | Deposit management | Deposit only, not full management |
| Spreadsheet templates | Full control, no limits | Manual, no automation |
What free tiers typically include
- Property and tenant details storage
- Basic income and expense tracking
- Simple reports
- Certificate expiry dates
- Document storage (often limited)
Free trials vs free tiers
Be aware of the difference:
- Free tier: Free forever with limitations (property count, features)
- Free trial: Full features for limited time (7-30 days), then pay or lose access
Limitations of free software
Free software has trade-offs. Understanding these helps you decide if they matter for your situation.
Common limitations
- Property limits: Usually 1-3 properties maximum
- Feature restrictions: Advanced features paywalled
- Storage limits: Less document storage
- Support: Community/email only, no phone
- Integrations: Bank feeds, accounting links may require payment
- Branding: May include ads or software branding on exports
Hidden costs of free
- Time: More manual work without automation
- Complexity: May need multiple free tools for full coverage
- Data portability: Export options may be limited
- Feature gaps: Workarounds needed for missing features
What paid software adds
Paid tiers typically unlock more properties, advanced automation, better support, and integrations that save time.
Common paid features
| Feature | What it does | Value |
|---|---|---|
| Multiple properties | Track full portfolio in one place | Essential for 2+ properties |
| Bank feeds | Automatic transaction import | Saves significant time |
| Automatic reminders | Email/SMS for renewals | Prevents missed deadlines |
| Receipt scanning | Auto-extract expense data | Faster expense logging |
| Unlimited storage | Store all documents | No worrying about limits |
| Advanced reports | Custom, detailed reports | Better financial insight |
| Priority support | Faster help when needed | Less frustration |
| API/integrations | Connect to other tools | Streamlined workflow |
When to upgrade to paid
Consider upgrading when you hit property limits, spend significant time on manual work, or need features that free doesn't offer.
Signs you've outgrown free
- You have more properties than the free tier allows
- You're spending hours on manual data entry
- You've missed a deadline that software would have caught
- You need reports your free tool can't generate
- You're cobbling together multiple free tools
- MTD is approaching and you need proper compliance
Signs free is still fine
- Single property with straightforward tenancy
- You enjoy the hands-on management
- Simple financial situation (few expenses)
- Happy to use spreadsheet for extras
- Not yet affected by MTD thresholds
Cost-benefit analysis
For most landlords, paid software pays for itself through time savings and avoided mistakes once you have 3+ properties.
Time value calculation
If paid software saves you 2 hours per month:
- At £15/hour time value: 2 hours = £30 saved
- Most paid software: £10-20/month
- Net benefit: £10-20/month in time savings
Mistake prevention value
- Missed gas safety certificate: up to £6,000 fine
- Deposit not protected: 1-3x deposit compensation
- Late tax filing: penalties and interest
- One prevented mistake can cover years of software cost
Break-even point
| Properties | Typical monthly cost | Cost per property | Likely worth it? |
|---|---|---|---|
| 1 | Free or £9 | £0-9 | Use free tier |
| 2-3 | £9-15 | £3-7.50 | Borderline - depends on time |
| 4-10 | £15-25 | £1.50-6 | Almost certainly |
| 10+ | £25+ | Under £2.50 | Essential |
Recommendations
Match your choice to your situation. There's no universal right answer.
Stick with free if:
- You have 1 property (or 2-3 with very simple situations)
- You're organised and enjoy manual management
- Your rental income is well below MTD thresholds
- You're testing the landlord waters before committing
Go paid if:
- You have 3+ properties
- You value your time highly
- Compliance and deadlines stress you out
- You're approaching MTD thresholds
- You want everything in one system
Best strategy
- Start with a free tier to learn the software
- Use it properly for 2-3 months
- Identify features you wish you had
- Upgrade when the value becomes clear
Frequently asked questions
Can I really run everything for free?
For 1-2 properties with simple situations, yes. You'll need discipline and possibly supplementary spreadsheets. It works but requires more effort.
What's the cheapest paid option?
Prices start around £6-10/month. Hammock, LandlordOS, and some others offer low-cost entry tiers. Annual payment often saves 15-20%.
Is expensive software better?
Not necessarily. More expensive usually means more features, not better quality. A smaller landlord doesn't need enterprise features. Match to your needs.
What happens to my data if I stop paying?
Varies by provider. Some keep data accessible (read-only), others delete after grace period. Always export your data before cancelling.
Managing this yourself?
LandlordOS helps UK landlords stay compliant and organised:
- Automatic compliance reminders for Gas Safety, EICR, EPC
- Document storage with AI-powered certificate reading
- Tenancy tracking and rent management
LandlordOS tip
The real cost isn't the monthly fee—it's the opportunity cost of your time and the risk of compliance failures. A landlord with 5 properties who misses one gas safety certificate has already paid for years of software in fines. Prevention is cheaper than cure.