Receipts in four inboxes. A gas certificate nobody can find. An accountant still chasing.
KeyFile reads the inboxes you already use, files every receipt, bill and certificate into the right property folder with a name you can read, and keeps the register your accountant asks for. When it is not sure, it asks you. It never guesses.
- Personal Gmail Re: Re: Fwd: cert scan0027.pdf
- Company Outlook Your invoice is attached INV-88213.pdf
- Old Hotmail job done, pic of receipt IMG_4471.jpg
- Your accountant Still missing: repairs for Flat 2, and which name pays the mortgage?
What scattered paperwork costs a landlord
- Weeks of chasing at year end. Missing invoices, missing statements, and the same questions asked again by email.
- Costs in the wrong accounts. Property held personally, through a company or for family means every bill has to land under the right owner.
- Dates that slip. Gas safety, electrical, EPC, licences and insurance all expire on their own schedule, and the reminder is buried in an attachment.
- Making Tax Digital. Landlords with property income over £50,000 have been inside it since April 2026, so organised digital records are no longer optional.
How it works, followed through one email
This is what happens to every document, every day, without you forwarding or photographing anything. The example is made up; the steps are what KeyFile does.
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An email arrives
In any of your Gmail or Microsoft 365 inboxes. KeyFile looks inside attachments too, including scanned PDFs.
Re: Re: Fwd: cert scan0027.pdf -
It is filed where it belongs
Into the folder for the right owner and property, with a name that says what it is. In your own Google Drive or KeyFile's encrypted storage, never filed twice.
2026-10-08 Gas Safety Certificate, next due 2027-10-08, Flat 2.pdf -
The register and dates update
A new row in the register your accountant can open, linking to the document. The expiry date read from the certificate becomes a reminder in your calendar or task list.
Reminder set ahead of 8 Oct 2027Example register row Date Document Property 08 Oct Gas Safety Certificate Flat 2 -
Anything uncertain is asked, not guessed
If KeyFile cannot tell which owner or property a document belongs to, it does not file it. It goes on a short list for you, one tap each, and your answer becomes a rule for next time.
Plumber's invoice, £180. No address on it. Which property?
What is already true
KeyFile grew out of the system that files the founder's own property paperwork. These are things it does today, not plans.
- In daily use on a real UK property portfolioProperty filing runs every day on the founder's own lets.
- Seven inboxes, one searchGmail and Microsoft 365 mailboxes read together.
- Scanned PDFs read tooText is picked out of scans, not only typed documents.
- Never filed twiceEvery filed document is recorded, so a repeat email changes nothing.
- Never deletesNot an email, not a file.
- Never sends without your yesSending is off by default.
For landlords, and the accountants who do their books
Landlords
Two to twenty properties, especially where some are held personally, some through a company and some for family. Connect your inboxes once, answer a short list now and then, and stop forwarding receipts.
KeyFile for landlords
Their accountants
Each client's documents arrive named and filed by owner and property, with a register per tax year that you can open while the client allows it. Less chasing, fewer costs in the wrong accounts.
KeyFile for accountantsThe same engine also works for letting agents, sole traders, gyms, cafés and pubs, trades, salons, clinics and households.
You stay in control
You are handing over your inboxes, so the rules are strict and they are built in.
- Read access to your mail
- KeyFile reads your inboxes to find documents. It cannot send from them unless you switch sending on for a mailbox.
- Nothing is deleted
- Not an email, not a file. Files are copied or moved into place, never removed.
- You approve
- Anything that sends, spends or speaks for you waits for your yes. Uncertain documents wait for your answer.
- Your files stay yours
- KeyFile only edits files it created. Your own documents are read, never altered.
- Emails cannot give it orders
- If an email tells KeyFile to do something, it treats that as information and asks you.
- Everything is written down
- Every filing is logged in the register, so you and your accountant can see what happened and when.
Join the free pilot
We are starting with five to ten landlords and their accountant. Free during the pilot. You connect your inboxes on a short call, KeyFile files as you go, and you tell us what it gets wrong.
Accountant with landlord clients? Write to us too: you choose the clients and see each register from day one.