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Letting agents and landlords in the UK managing roughly 10 to 100 properties, who are currently running compliance on spreadsheets, calendar reminders and their own memory.

That is the size where the problem bites hardest. Below it, a spreadsheet genuinely copes. Above it, agencies tend to already run a large management system. In between, you have enough certificates that something will be missed and not enough scale to justify a platform that costs five figures.

It suits you best if certificate deadlines are the thing that keeps you up at night, rather than accounting or viewings scheduling.

You record each certificate against a property, with its expiry date: Gas Safety, EICR, EPC, fire risk assessments, legionella, PAT testing and the rest. Verixad then works out the status of every one of them, every day, and shows you what has expired, what is about to, and what is missing.

You do not have to scan the paperwork first. You can import your existing register as a spreadsheet, with the expiry dates alone, and reminders start working immediately. Certificates imported that way are marked as having no file held, so you can see at a glance what you have the date for but not the document.

Two things it deliberately does not do. It does not tell you that you are compliant, because that is a judgement about your properties that only you and your inspectors can make. And for certificates where the result matters as much as the date, an EICR or an EPC, it will not show them as valid until somebody on your team confirms the recorded outcome. A date in a spreadsheet is not the same as a satisfactory inspection, and treating it as one is how a real gap gets hidden behind a green tick.

No. Verixad is built to sit alongside whatever you already run, not to replace it.

Most agencies keep their existing system for the things it does well and use Verixad for the compliance side, because that is usually the part a general management system treats as an afterthought. You can bring your properties, tenancies, contacts and certificate register in by spreadsheet import and run the two in parallel.

It handles no client money, no rent collection and no bank details, so it does not conflict with whatever you use for those.

Today tenants report repairs to your agency the way they do now, by phone or email. You add the repair as a job, assign the contractor, book the visit and record the finished work on the job yourself.

The tenant portal, the contractor portal and an online repair link for tenants are in progress and not yet available. We're still finishing the tenant and contractor experience. When they open, both will be by invitation only, and neither will see your wider portfolio.

A tenant will see their tenancy details and the documents you choose to share, report a repair with photos, get a reference number to quote, and be emailed when the job's status changes.

A contractor will see only the jobs assigned to them: the job, the property address, the access details you write, and the messages on that job, with the tenant shown as "Tenant". Once they accept a job, and while it is still with them, they can look up one tenant phone number to arrange the visit: the tenant who reported the repair, or else the first tenant listed on that tenancy. They never see the tenant's name or email, your other properties, or anything about your other contractors.

Access will follow the underlying record. When a tenancy ends, that tenant's access ends with it.

Yes, from a CSV or Excel (.xlsx) spreadsheet. Start with your properties, then your certificate dates, then tenancies if you keep them. Contacts, tenants, landlord links, applicants, tasks and repair jobs come in the same way, one kind of record at a time. If a workbook has several sheets, you choose which one to use.

Before anything is imported, Verixad tells you what it found in the file: how many properties, how many certificate dates of each type, and how many have expired or fall due in the next 30 days. A sheet with one row per property and a date column for each certificate works as it is, and each filled date becomes a certificate record.

For each one you can download a sample spreadsheet showing the columns it expects, or upload the file you already keep and let Verixad match your column names to its fields. You confirm that matching before anything is written, so a column read the wrong way is caught before it becomes data.

Rows that do not validate are held back rather than imported incorrectly, and you can export just those rows, correct them in your own spreadsheet and upload again. Nothing is silently dropped.

The certificate files can follow later, uploaded against the property they belong to as a PDF or a photo (JPG, PNG, WebP or an iPhone photo). Files are stored up to 10MB. PDFs are read automatically up to 8MB and 50 pages. A larger PDF, up to 10MB, is still stored and you enter its dates yourself. Photos over 7MB are made smaller for you. Excel 97 to 2003 files (.xls), TIFF scans and Word files are not accepted: save an .xls as Excel Workbook (.xlsx), and save a scan or a Word file as PDF.

If you only have the dates and not the documents, import the dates first: reminders start working straight away, and those records are marked as having no file held so you can see what is still to be scanned.

It stays yours and you can take it with you. You can download your records as one JSON file at any time while your account is active, and for 30 days after it ends. Document files come separately, as one ZIP file you can download from the same place, before or after your subscription ends.

When you no longer need it, an owner can have the organisation and everything in it deleted, after a cooling off period of seven days. Records you delete one at a time go to a recoverable bin for 60 days first rather than vanishing instantly, so an accidental deletion is not final.

One honest caveat: routine backups age out on their own cycle rather than being rewritten the moment a record is deleted, so a copy can persist in a backup for a short period after deletion. Anyone claiming every copy disappears the instant you click delete is describing something backups do not do.

The full detail is in the Data Processing Agreement, which is written to be read rather than skimmed past.

Each agency's data is separated at the storage layer, not merely hidden in the interface. That distinction matters: the separation is enforced underneath the application, so it holds regardless of what any screen or link does.

Access within your own team is controlled by roles you set. Sensitive areas such as rent figures are a separate permission from general access, so a colleague who needs to chase certificates does not automatically see your financials.

On UK GDPR: for your own records you are the data controller and Verixad is your processor, which is set out in the Data Processing Agreement. For tenants, applicants and contractors, you are their controller, so requests from them come to you and we support you in answering them.

Where the product uses AI, it produces suggestions for a person to accept or reject. Nothing is decided automatically about any individual, and nothing writes itself into your records without someone confirming it.