Landlord compliance reporting app for HMOs
Bricky Bot is a landlord compliance reporting app built for HMOs. It knows which certificates each house needs, keeps every gas, EICR, EPC and licence date on one grid, and opens the renewal weeks before it’s due. Nothing goes to a contractor, landlord or tenant until a person approves it.
The short answer
Good property compliance software knows what each house needs, keeps the certificates, shows what’s expired or due, and starts renewals early enough to book the engineer. Most apps stop at a reminder. Bricky Bot also organises the renewal: the contractor request, the landlord’s OK, the tenant notice and the new certificate, with your approval at each step.
Built running real HMOs
Luke Ashton, founder of Bricky Bot and Based Lettings. Five years in property, responsible for 150+ HMO rooms across his own portfolio and clients’. An HMO carries more certificates than a single let, so Bricky Bot tracks them by house and by type. Here’s the compliance side of Based Lettings on Bricky Bot today:
From Based Lettings’ own Bricky Bot records on 8 October 2026. Older certificates are kept as history, not counted here.
What property compliance software needs to do
Whatever you choose, check it covers these six jobs. Here’s how Bricky Bot handles each one.
| The job | Why it’s hard | What Bricky Bot does |
|---|---|---|
| Knowing what each house needs | An HMO needs more than a single let, and a house with no gas needs no gas certificate | Works out the certificates each house needs from what it is: gas, EICR and EPC for every house, plus fire alarm, fire risk assessment, emergency lighting and the licence for HMOs. Mark any type exempt, with a reason. |
| Keeping every certificate | PDFs live in email, Dropbox and the contractor’s portal | Upload the PDF to the house and Bricky Bot suggests the issue and expiry dates from it for you to confirm. The new one becomes current; the old one stays in the history. |
| Seeing what’s due | A spreadsheet never tells you it’s out of date | One grid of every house against every certificate type: expired, due within 30 days, missing or fine, with any renewal under way. Filter it to one landlord or to problems only. |
| Starting renewals in time | Engineers book up, and the licence takes months | A renewal opens on its own when a certificate comes within its lead time: 8 weeks for gas, 12 for EICR, EPC and fire, 26 for the HMO licence. Change any of them, per type or per house. |
| Getting the visit done | Contractor, landlord, tenants and access all have to line up | Prepares one request for every house due the same certificate, puts the booking on the calendar, asks the landlord’s OK over £200, and drafts the tenant notice and the reminder for the house chat. A person sends each one. |
| When a certificate fails | An EICR with a C2 is a job, not a filing task | Marking a certificate unsatisfactory (EICR C1, C2 or FI, gas “at risk”) opens an urgent repair and keeps the renewal open until the new certificate is in. |
Compliance doesn’t stop at the house. Each tenancy on the letting agent CRM carries its deposit protection deadline, the prescribed information, and right to rent checks with a follow-up for time-limited ones. The welcome email attaches the gas, EICR and EPC certificates; to date one report’s next inspection and its 28-day C1 and C2 deadlines, use our free EICR checker. Failed certificates become jobs on our landlord maintenance software page, and visit notices go to the house chat from the landlord tenant communication app.
Running shared houses? Compliance is one of six jobs on our HMO management software page; the rest of a landlord’s week is on our landlord software page. Agencies tracking certificates for many landlords: see lettings agent software.
What “reporting” means here
The compliance overview is the report: every house, every certificate, its status and expiry, and counts of what’s expired, due within 30 days, missing and in progress. Filter it to one landlord and you have their picture. When a council or tenant asks for a certificate, the current PDF is on the house, with the older ones behind it.
Landlords who want them get an inspection report after each visit: a PDF with photos and a 1–5 condition score for each room, emailed by a person. There’s no ready-made compliance PDF, and the monthly landlord statement covers rent and costs, not certificates. To walk a house against the HMO regulations and licence conditions, room sizes included, use our free HMO inspection checklist.
What the law expects
Most of compliance is a date and a copy for the right person. In England:
| Rule | What it asks of you | Source |
|---|---|---|
| Gas safety check | Have every gas appliance and flue checked at least every 12 months, keep the record until two more checks have been done, and give a copy to existing tenants within 28 days and to new tenants before they move in. | Gas Safety (Installation and Use) Regulations 1998, reg. 36 |
| Electrical safety (EICR) | Have the electrical installation inspected and tested at least every 5 years, give tenants a copy of the report within 28 days, and send it to the council within 7 days if it asks in writing. | Electrical Safety Standards Regulations 2020, reg. 3 |
| Gas certificate for an HMO | The manager of an HMO must give the council the latest gas safety certificate within 7 days of a written request. | HMO Management Regulations 2006, reg. 6 |
Whether a house needs a licence is covered in our HMO licence guide; to check a specific address, Bricksmart’s HMO report (our sister product) covers licensing and Article 4. Rented homes also need an EPC, and the UK rules Bricky Bot tracks are summed up on our property management software UK page.
Wales, Scotland and Northern Ireland have their own rules. Bricky Bot records what your engineers and assessors issue; it doesn’t test or certify anything itself.
How it works
- A team, not a tool. Specialist AI staff for enquiries, listings, move-ins and move-outs, maintenance, landlord reporting, records and inbox triage, with Bricky in charge. What an AI lettings team is.
- You approve everything that goes out, in the app or straight from WhatsApp, and every action is logged.
- Your accounts, your data. Bricky signs in to your own SpareRoom, OpenRent and WhatsApp accounts; it isn’t affiliated with or endorsed by them. It runs on your own Mac or Mac mini, or on Bricky Cloud.
- Your AI plan. It uses the AI plan you already have, such as a ChatGPT plan, so you pay your provider directly.
- Switching is included. We move your records and documents across from Arthur, COHO or spreadsheets.
- What it isn’t. No certificates issued, no reading of scanned or photographed certificates, no automatic reminder emails, no council submissions or licence applications, and no CO alarm or legionella type until you add one.
What it costs
One price per tenant, everything included, with the AI plan you already have. See the pricing calculator for your portfolio.
Is Bricky Bot right for you?
Compare compliance software
- Bricky Bot vs spreadsheets and WhatsApp, if your certificate dates live in a spreadsheet
- Bricky Bot vs COHO
- Bricky Bot vs Arthur Online
- Bricky Bot vs Latch
- Best AI lettings software in the UK (2026)
Questions landlords ask about compliance
What is a landlord compliance reporting app?
Software that keeps every safety certificate and licence for your properties in one place, shows what’s expired, missing or due soon, and helps you renew in time, so you can show a tenant, landlord or council where each house stands.
Which certificates does Bricky Bot track?
Gas safety, EICR, EPC, HMO licence, fire alarm service, fire risk assessment, emergency lighting, PAT testing, fire extinguisher service and insurance are built in. You can add your own types, such as a legionella risk assessment.
Does it send reminders automatically?
No. Renewals that need doing show up in your Today list and on the renewals board, and a weekly check every Monday reports what’s due. The contractor request, the landlord email and the tenant notice are drafted for you, and a person sends each one.
Can I send landlords a compliance report?
Not as a ready-made PDF. You can filter the compliance grid to one landlord’s houses and send the certificates themselves, and landlords who ask for it get an inspection report after each visit. The monthly landlord statement covers money, not certificates.
Does it issue certificates or do safety inspections?
No. Certificates come from your gas engineer, electrician or assessor. Bricky Bot’s inspections are a condition walk-round with photos, a score per room and a PDF for the landlord. They aren’t a safety inspection or a fire risk assessment.
Does it handle HMO licences?
It keeps the licence type, number, conditions, maximum occupants and expiry on the house, and opens the renewal 26 weeks ahead. It doesn’t apply to the council for you. Our HMO licence guide explains when you need one.
Can I bring my certificates across?
Yes. We move your records and documents across from Arthur, COHO or spreadsheets, certificates included.
See a renewal organised
A short demo of a gas certificate going from due to renewed: the contractor request, the tenant notice and the new PDF, with your approval in between.
Book a demo