Landlord Software UK: The Complete Guide for 2026

Why landlords need software in 2026

2026 is the biggest year of regulatory change for UK landlords in three decades. Four major shifts are happening simultaneously, and together they make manual property management increasingly risky.

Making Tax Digital - April 2026

From April 2026, landlords with property income over £50,000 must submit quarterly digital returns to HMRC under Making Tax Digital (MTD). This means keeping digital records and using MTD-compatible software to file. Spreadsheets alone will not meet HMRC requirements - you need software that can submit directly to HMRC's systems.

Section 21 abolished - May 2026

The Renters' Rights Act 2025 abolishes Section 21 no-fault evictions from 1 May 2026. Every eviction will require documented grounds under Section 8. This makes record-keeping critical: rent payment histories, compliance certificates, communication logs, and property condition reports all become evidence you may need.

PRS Database launching - late 2026

The new Private Rented Sector Database will require all landlords to register their properties and demonstrate compliance. Having your property data, certificates, and tenancy information organised in software makes registration straightforward rather than a scramble.

EPC C requirement by 2030

The government's target of EPC Band C for all rental properties by 2030 means landlords need to track current ratings, plan improvements, and budget for upgrades. Software that monitors EPC expiry dates and tracks energy performance helps you plan ahead.

Any one of these changes would be significant. Together, they create a compliance burden that is genuinely difficult to manage with spreadsheets and paper files.

What does landlord software do?

Landlord software centralises everything you need to run a rental property business. The core functions fall into five categories.

Property tracking

Store all property details in one place: addresses, purchase dates, mortgage information, insurance policies, and key contacts. Link certificates, inspection reports, and photos to each property. See your entire portfolio at a glance with status indicators for compliance.

Tenant management

Track tenancy agreements, start and end dates, rent amounts, and deposit information. Record tenant contact details and communication history. With Section 21 gone, having a complete tenancy record is essential for any future possession proceedings.

Compliance and certificates

This is where software earns its keep. Track Gas Safety Certificates, EICRs, EPCs, smoke and carbon monoxide alarms, legionella assessments, and more. Get automatic reminders before certificates expire. Never miss a deadline that could result in penalties or invalidate your ability to serve notice. See our full landlord compliance checklist for everything you need to track.

Accounting and MTD

Record rental income and expenses, categorise transactions for tax purposes, and generate reports. The best landlord software connects to your bank account to import transactions automatically. For landlords above the MTD threshold, software handles quarterly submissions to HMRC.

Document storage

Upload and organise tenancy agreements, certificates, invoices, photos, and correspondence. AI-powered document processing can extract key dates and details automatically - upload a Gas Safety Certificate and the software reads the expiry date, engineer details, and property address without manual entry.

Key features to look for in landlord software

Not all landlord software is built equal. When evaluating options, these are the features that matter most for UK landlords in 2026.

Compliance tracking with automatic reminders

The software should track all mandatory certificates and send reminders well before expiry. Look for reminders at 90, 60, and 30 days. The system should know which certificates apply to which property types (HMOs need additional compliance, for example).

Making Tax Digital support

If your income is approaching the £50,000 threshold (dropping to £30,000 in 2027), MTD support is essential. The software should maintain digital records that satisfy HMRC requirements and submit quarterly returns directly. This is separate from filing your Self Assessment - MTD is an additional obligation.

AI-powered tools

Modern landlord software uses AI to save time on repetitive tasks. AI document processing reads uploaded certificates and extracts key data. AI assistants answer questions about regulations and help draft tenant communications. These features genuinely reduce the admin burden rather than adding complexity.

Tenant and tenancy management

Record all tenancy details, track rent payments, manage deposits, and log communications. With periodic tenancies becoming the standard under the Renters' Rights Act, tracking ongoing tenancy status matters more than ever.

Document storage with organisation

Cloud-based storage linked to specific properties and tenancies. Look for the ability to tag documents by type, search across your document library, and share specific documents when needed (for example, providing a Gas Safety Certificate to a tenant).

Bank feed integration

Automatic import of bank transactions saves hours of manual data entry. The software should match incoming rent payments to tenancies and categorise expenses for tax purposes. This is the foundation for accurate MTD submissions.

UK-specific regulatory support

Generic property management software designed for the US or international markets will not understand UK deposit protection rules, Section 8 grounds, or MTD requirements. Choose software built specifically for the UK private rented sector.

LandlordOS: Built for UK landlords

LandlordOS is property management software designed from the ground up for UK self-managing landlords. Rather than adapting a generic platform, every feature is built around UK regulations, UK tax requirements, and the way UK landlords actually work.

What makes LandlordOS different

AI-powered document processing: Upload a Gas Safety Certificate, EICR, or EPC and the AI reads it automatically - extracting expiry dates, property details, and engineer information. No manual data entry.

UK compliance engine: The system knows every compliance deadline for every property type. Automatic reminders at 90, 60, and 30 days before certificates expire. Dashboard status indicators show your compliance position at a glance.

Making Tax Digital ready: Digital record-keeping that meets HMRC standards, with quarterly submission capability on the Pro+Accounts plan. Upload bank statements and AI imports transactions automatically and categorises them for tax.

Built for the Renters' Rights Act: Tenancy tracking designed for the new periodic tenancy regime. Complete communication and payment histories that provide evidence if you ever need to pursue possession under Section 8.

Pricing

LandlordOS pricing is straightforward with no hidden fees:

• Free - £0/month: 1-2 properties. Full property tracking, tenant management, compliance reminders, document storage, and AI assistant. Everything you need to manage a small portfolio.
• Pro - £9/month: Unlimited properties. All Free features plus advanced reporting, AI document processing, priority support, and portfolio-level insights.
• Pro+Accounts - £15/month: Unlimited properties. Everything in Pro plus full accounting suite, statement upload & AI import, tax reporting, and Making Tax Digital submissions.

All plans include the core compliance tracking and tenant management that every landlord needs. See the full breakdown on our pricing page or explore the complete feature list.

Free vs paid landlord software

The good news: you do not have to pay anything to get started. But understanding what free plans include helps you decide when (or if) an upgrade makes sense. For a deeper dive, see our guide to free vs paid landlord software.

What you get for free

The LandlordOS free plan covers 1-2 properties with full access to core features. This includes property and tenant tracking, compliance deadline reminders, document storage, and the AI assistant. For landlords with one or two buy-to-lets, this may be all you ever need.

When to upgrade

Consider a paid plan when:

• You have 3+ properties: Portfolio-level management and reporting become valuable as your portfolio grows.
• You need MTD submissions: The Pro+Accounts plan handles quarterly digital submissions to HMRC, which is mandatory for property income over £50,000 from April 2026.
• You want AI document processing: Automatic reading of certificates and documents saves significant time with a larger portfolio.
• You need statement upload & AI import: Automatic transaction import and categorisation is essential for accurate accounting at scale.

The cost perspective

At £9-£15 per month, landlord software costs a fraction of what a letting agent charges. A typical letting agent takes 8-12% of rent - on a £1,000/month property, that is £80-£120 per month. Even the full Pro+Accounts plan at £15/month represents an 85-90% saving while keeping you in complete control.

How to choose the right landlord software

With several options on the market, here are the criteria that matter most when making your decision.

1. Is it built for the UK?

This is the single most important factor. UK landlords operate under specific regulations (Housing Act 1988, Renters' Rights Act 2025, deposit protection schemes, MTD) that international software does not understand. Software designed for the US or Australian market will not track your Gas Safety Certificate expiry or file MTD returns.

2. Does it handle your compliance needs?

Check that the software tracks the specific certificates and deadlines relevant to your portfolio. If you have HMOs, it should understand additional licensing requirements. If you have properties in different local authority areas, it should handle varying selective licensing schemes.

3. Will it grow with your portfolio?

Start with a free plan, but check the upgrade path. Look at what additional features unlock at each tier and whether the pricing remains reasonable as your portfolio grows. Per-property pricing can become expensive quickly - flat monthly pricing is more scalable.

4. How is the data security?

You will store sensitive tenant data, financial records, and legal documents. Check that the software uses encryption, complies with UK GDPR, and stores data in UK or EU servers. Ask about backup policies and data portability.

5. Can you try it before committing?

A free tier or trial period lets you evaluate the software with your actual properties before paying. Avoid platforms that require a credit card for sign-up or lock you into annual contracts before you have tested the system.

6. Does it integrate with your workflow?

Consider whether the software connects to your bank, works on mobile, and fits alongside any other tools you use. The less manual data entry required, the more likely you are to keep using it consistently.