How much does landlord software cost in the UK?

Prices vary from free basic tools to per-property monthly subscriptions. ProPixa, for example, is £7 a month for one property, £15 for two to five and £29 for six or more, with the first two months free and tenants always free.

Do I need software if I only have one property?

Even with one property, the compliance deadlines, deposit rules and tax records are the same. Software that reminds you before certificates expire and keeps records in one place pays for itself the first time it saves you from a missed deadline.

Home › Landlord guides › Landlord software UK

Buyer's guide

Landlord software in the UK: how to choose the right one

Q: What does landlord software do?

Good landlord software tracks rent, stores documents, reminds you before safety certificates expire, keeps the digital tax records HMRC wants, handles repair requests, and often gives tenants their own portal — replacing spreadsheets and scattered paperwork.

The right software turns property management from a shoebox of paperwork and a nervous diary into something calm and under control. Here's what it should do, what to look for, and how to pick.

For UK landlords · Last updated August 2026 · 7 min read

In short: Good landlord software tracks rent, stores your documents, reminds you before certificates expire, keeps the digital tax records HMRC wants, handles repairs, and gives tenants a portal. When comparing options, weigh it on compliance reminders, ease of use, whether the tenant is included, tax/MTD support, and price per property.

Why a spreadsheet stops working

Most landlords start with a spreadsheet and a folder of PDFs, and for a while that's fine. It falls apart at exactly the wrong moment: the gas certificate that quietly expired, the deposit paperwork you can't find, the rent you're not sure arrived, the tax figures you're reconstructing at midnight in January. A spreadsheet stores information — it doesn't warn you, and warnings are the whole game in lettings.

What good landlord software actually does

Whatever you choose, these are the jobs worth paying for:

Compliance reminders. Tracks your gas, electrical and EPC certificates and warns you before they expire.

Rent tracking. Shows what's due, what's paid and what's late, at a glance.

Document storage. Tenancy agreements, certificates and deposit records in one place, not five inboxes.

Tax & Making Tax Digital. Keeps the digital records HMRC wants and produces the figures ready for you or your accountant.

Repairs. A clear way for tenants to report issues and for you to act on them.

A tenant portal. Your tenant can see their rent, documents and repairs — which cuts the back-and-forth for both of you.

What to look for when comparing

There are several capable UK products, and the "best" one depends on your situation. Judge any option on these five points:

Does it actually remind you? Storage isn't enough — you want alerts before deadlines, not a filing cabinet.
Is it genuinely easy? If it feels like accounting software, you won't keep it up to date. Simple wins.
Is the tenant included? Software that puts you and your tenant on the same page saves the most time.
Does it handle tax properly? With Making Tax Digital, digital records matter — make sure it keeps them.
What's the real price per property? Watch for per-tenant add-ons and tiers that jump as you grow.

🏡 How ProPixa approaches it

ProPixa was built around the one thing that costs landlords the most: missed deadlines. It watches your certificates and warns you months ahead, tracks rent, stores your documents, keeps your Making Tax Digital records, handles repairs, and puts your tenant on the same page in their own free app — plus you can book vetted, insured engineers right where you spot the job.

Pricing is simple: £7/month for one property, £15 for two to five, £29 for six or more, the first two months free, and tenants are always free. Pay yearly and take 10% off.

Try ProPixa free →

Free vs paid — what's the catch?

Free tools exist and can be a fine starting point, but they usually trade away the parts that matter most: reliable reminders, tax records, support, or a tenant portal. The question isn't "what's cheapest" — it's "what's the cost of one missed gas certificate or one unprotected deposit?" Against a £30,000 EICR penalty or a deposit claim worth three times the deposit, a few pounds a month is rounding error.

Frequently asked questions

Is landlord software worth it for one property?

Yes — the deadlines, deposit rules and tax obligations are identical whether you have one property or ten. The value is in never missing one, and that risk exists from your very first tenancy.

Will it replace my accountant?

No, and it shouldn't claim to. Good software keeps clean digital records and produces the figures your accountant needs — it makes their job (and your bill) smaller, but tax advice still comes from a professional.

Can I move my data if I switch later?

You should always be able to export your own records. It's a fair question to ask any provider before you commit — your data is yours.

See it for yourself — free for two months

Set up your first property in minutes and let ProPixa watch the deadlines. No card needed, and your tenant joins free.

Get started free →