Who it's for / Letting and estate agents
Every landlord's certificates, invoices and statements, filed by property.
Gas safety records, EICRs, EPCs, deposit certificates, contractor invoices and landlord statements land in shared inboxes all day. KeyFile works out which landlord, property and tenancy each one belongs to, files it with a clear name, and reminds the team before anything lapses.
What it finds in lettings@ and maintenance@
Across every Gmail and Outlook account you connect, including attachments inside long reply chains. Each one is named the same clear way: date, type, supplier, detail.
- Gas safety records
- EICRs and EPCs
- Deposit protection certificates
- Right to Rent checks
- Tenancy agreements and notices
- Contractor invoices and job sheets
- Landlord statements
- Licences and landlord insurance
What it keeps in view for every managed property
Dates come from the documents themselves and land in your calendar or Todoist well before they are due.
- Gas safety
- A check every year on each appliance, with a copy to the tenant.
- Electrical safety
- Inspection and testing at least every five years.
- Deposit protection
- Protected, with the prescribed information served, within 30 days.
- EPC
- A valid certificate for every let, with the minimum rating set to rise.
- Renters' Rights Act
- Tenancy changes from 1 May 2026, and a landlord database from late 2026 that asks for gas, electrical and EPC certificates.
- Licences
- HMO, additional and selective licences, and Right to Rent follow ups.
Filed the same way, every time
One structure for every business, site or property you run, in your own Google Drive or OneDrive, or in KeyFile's encrypted vault. When KeyFile is not sure where something belongs, it asks once and remembers the answer.
- Never sends or deletes mail
- Asks instead of guessing
- Every move can be undone
- Your existing Drive can be rebuilt too
- Example Lettings
- Landlords
- S. Patel
- 14 Mill Road / Compliance / 2026-10-02 Gas Safety Record.pdf
- 14 Mill Road / Deposit / 2026-09-01 Deposit Protection Certificate.pdf
- Airprop Ltd
- Flat 2 / Maintenance / 2026-09-14 Invoice, Mike's Plumbing, leaking tap.pdf
See it work in 80 seconds
A gym, a café, a plumber and a landlord. One way of finding, filing and remembering their paperwork.
What the agency and its landlords get
- A compliance register per landlord and property, every row a link to the certificate
- Every expiry date across the managed portfolio, in one calendar
- Contractor invoices matched to the property and the landlord's statement
- A landlord view that shows each owner only their own properties
- Certificates ready for the landlord database and Renters' Rights Act checks
- Shared inboxes such as lettings@ and maintenance@ filed automatically
Free during the pilot
KeyFile is running a six month pilot with accountancy firms and their clients. Tell us about your business and we will set it up with you on a short call.