For private landlords in England
Know what every property needs, before it turns into a fine.
GRAFFIK keeps rent, certificates, tenancies and repairs for your whole portfolio in one place, watches the dates the law sets, and hands the paperwork to an AI assistant. It prepares; you decide.
- Your rent goes straight to you, never through us
- Nothing reaches a tenant until you send it
- Built for the rules in force since 1 May 2026
Needs attention
Tuesday 6 October
- OverdueRent · Flat 2, 14 Elm Road£1,150 · 3 days late
- Due soonEICR · 22 Mill LaneExpires 30 Nov
- Due soonDeposit protection · 5 Kings YardDue by 19 Oct
- PaidRent · 3 Station Road£980 · received 1 Oct
Assistant
Filed the new gas safety record for 7 Hawthorn Close, valid to 27 September 2027, and closed its task.
Drafted a reminder to the tenant of Flat 2 about October's rent. It's waiting in your mailbox.
Why the dates matter
The rules changed on 1 May 2026. A missed date is an expensive mistake.
The Renters' Rights Act ended Section 21 and fixed terms and gave councils new powers to investigate and fine landlords. The safety and tenancy duties all still apply, each with its own penalty.
Maximum civil penalties in England; the council or the Home Office decides the amount in each case, and some breaches are also criminal offences. Information, not legal advice.
Next: a national landlord database is planned to open region by region from December 2026, and registering will ask for your gas, electrical and EPC records. See the plan
What you get
One calm place for properties, deadlines and the work in between.
The whole portfolio in one view
Properties, tenants, rent, certificates, repairs and documents together, instead of a spreadsheet, a drawer and three inboxes.
- Each month's rent as Paid, Partially paid or Overdue
- Import your spreadsheet as a CSV, checked before it saves
- One bell for everything late or due soon
Legal dates, watched every day
Every certificate and tenancy duty has its own clock. You hear about it weeks ahead, not when the council does.
- Gas, EICR, EPC, smoke and CO, legionella, licences
- Deposit protection and Right to Rent for every tenant
- A missing date shows as missing, never as a pass
An assistant that does the admin
It reads the paperwork, matches the rent, chases what is due and writes the emails. You approve what goes out.
- Certificates read and filed against the right property
- Bank payments matched to tenants
- Drafts in your mailbox, never sent on its own
Compliance
Every certificate and duty, with its own clock.
Each item gets the interval and warning time that fits it. “Due soon” shows up weeks ahead, an expired certificate keeps reminding you until it's replaced, and a property with no date on file is flagged as missing rather than assumed fine.
Tenancies are checked too: a deposit protected within 30 days of the first move-in, and a Right to Rent record for every current tenant.
GRAFFIK tracks the dates you give it or reads them from your certificates. It doesn't inspect anything, and the legal duty stays with the landlord.
| Watched | Falls due | You hear about it |
|---|---|---|
| Gas safety | Every 12 months | 60 days ahead |
| EICR | Every 5 years | 60 days ahead |
| EPC | Every 10 years | 60 days ahead |
| Smoke and CO alarms | Checked yearly | 30 days ahead |
| Legionella assessment | Every 2 years | 60 days ahead |
| HMO or selective licence | On expiry | 60 days ahead |
| Deposit protection | 30 days from move-in | Until it's done |
| Right to Rent | Every current tenant | Until it's recorded |
AI assistant
The admin a lettings administrator would do. The decisions stay yours.
Letting agents typically charge 10 to 15% of the rent to manage a property, and an administrator is a salary. The assistant takes on the routine part of that work, reading, matching, chasing and drafting, so looking after your own portfolio doesn't mean doing all of its admin by hand.
- a month, the average landlord's time on managing lets
- 31 h
- a month for landlords with 11 or more properties
- 78 h
Sources: agent fees, MoneySuperMarket, April 2026; hours, Pegasus Insight survey of NRLA members, Q4 2025.
Reads and files documents
A new gas certificate or tenancy agreement is read, matched to its property and filed. If it isn't sure, it asks you rather than guessing.
Matches rent to tenants
Incoming payments are matched by reference, name and amount. Part-payments and missing rent are flagged on the first day.
Chases what is due
Expiring certificates become tasks, and their priority rises as the date gets closer. An expired one keeps reminding you.
Drafts emails, never sends them
Tenant updates, reminders and replies land in your mailbox as drafts. You read, edit and send.
Remembers repairs and contractors
Every issue is logged with who fixed it, when and for how much, so the next call goes to the right person.
Briefs you every weekday
A morning and an evening summary of what is open, what is due and what needs a decision.
Guardrails
What the assistant will never do
It prepares and explains. Anything that leaves your workspace goes through you.
- Send anything to a tenant without you
- Touch your money: rent goes straight to your account
- Decide anything about a tenant on its own
- Advise on immigration status, mortgages or insurance
How it works
From spreadsheet to a daily list in an afternoon.
- 1
Add your portfolio
Import a spreadsheet or add properties one by one, with tenants, rent and the certificates you already have.
- 2
Fill the gaps
The assistant reads your documents and shows what is missing: a certificate with no date, a deposit not yet protected.
- 3
Work from one list
Each day starts with what is overdue, what is due soon and what is waiting for you. Tick it off, or hand it to your team.
Your team
Bring in help without handing over the keys.
Invite whoever helps you, from a maintenance contact to your bookkeeper. Each role sees and changes only its part, and owners can tune every role table by table.
- OwnerEverything, including the team and its roles. The same in every organisation.
- MaintenanceProperties, contractors, jobs and issues.
- LettingsTenants and agencies, with properties and documents to refer to.
- AccountsPayments and tasks, with properties and tenants to refer to.
- ViewerSees what the workspace shows, and changes nothing.
Built in practice
Made inside a working lettings business, not a pitch deck.
GRAFFIK began as the system running a real lettings portfolio in England. There it has filed more than 280 certificates, tenancy agreements and other documents, reconciles rent against the bank every morning and chases the renewals. Now it's ready for your properties.
We never hold your rent
Payments go from tenant to landlord as they do today. We only read what arrived.
Each workspace sealed off
The database itself keeps one landlord's data from every other, not just the app.
Your data, yours to take
Export any table as a spreadsheet, or everything about one tenant as a single file.
England's rules, dated
Built for the law in force since 1 May 2026. Wales, Scotland and Northern Ireland are not covered.
Questions
Before you start
Is GRAFFIK a letting agent?
No. It's software for landlords who look after their own properties. You stay the landlord: you approve what is sent, and rent goes straight to you.
Does the assistant give legal advice?
No. It tracks dates and explains what the rules for England ask of you, with the source. For a dispute or anything specific to one person, speak to a solicitor.
Is it up to date with the Renters' Rights Act?
It's built for the rules in force since 1 May 2026: tenancies are periodic, Section 21 is gone and rent increases go through Section 13, so it doesn't chase what no longer applies, like the old How to Rent guide. When the landlord database opens in your region, your certificates will already be in one place.
What does it connect to?
Rent matching reads your bank feed and never moves money; Monzo is supported today. Documents come from Google Drive, and email drafts go to your Zoho Mail mailbox. The daily brief and quick questions run through Telegram.
Will the AI contact my tenants?
No. It prepares drafts in your mailbox and you decide whether to send them. Nothing goes to a tenant on its own.
Can I bring my existing spreadsheet?
Yes. Upload a CSV, match its columns to GRAFFIK's fields and check every row before anything is saved. Rows with problems can be downloaded with the reason next to each.
Can my team use it?
Yes. Invite people as Maintenance, Lettings, Accounts or Viewer, and each sees and changes only what their role allows. Owners can adjust each role table by table.
How much does it cost?
Pricing is being finalised. It will be shown with VAT included, and nothing is charged without your agreement.
Spend Sunday evening on something other than certificates.
Set up your workspace, bring in your portfolio and see what needs you this week.
England only. The assistant gives information, not legal, tax or financial advice.