How to Choose Landlord Software: An 8-Point Checklist for UK Landlords

Last updated: 8 October 2026 · Next review: April 2027

Choosing landlord software used to be about convenience. Now, with Making Tax Digital requiring digital records and quarterly updates for many landlords, and the new Private Rented Sector database asking for safety documents to be uploaded, it’s a compliance decision too. Pick well and it saves you hours every quarter; pick badly and you’ll be migrating years of records under deadline pressure.

This checklist is designed to be worked through before you sign up. It doesn’t recommend a winner — for published prices and plans, see our software comparison and price table. We don’t take commission from any software provider.

1. Is it genuinely MTD-compatible for property income?

This is the non-negotiable. Check the product on HMRC’s software finder for MTD for Income Tax, and confirm:

• it supports UK property income (not just self-employment);
• it supports overseas property, if you have any;
• it handles jointly owned property in the way your ownership works;
• it can submit quarterly updates and your tax return.

A vendor’s “MTD ready” badge isn’t enough on its own; check HMRC’s list. The Low Incomes Tax Reform Group (LITRG) also notes that if you have more than one type of income (for example property and self-employment), some products need separate licences.

2. Does it fit your portfolio — now and in two years?

Most landlord software prices by property, lease, tenancy or unit, with tier boundaries. When we checked vendor pricing in September 2026:

• some landlord apps are free up to 3 properties;
• mid-range plans typically cover 8–10 properties before the next tier or per-property charges;
• property management platforms are priced for 50+ units on annual contracts.

Work out what you’d pay today and if you add two more properties. A cheap plan that doubles in price at your next purchase may not be the cheapest choice.

3. Which type of software do you actually need?

LITRG explains that bridging software can’t create digital records on its own — it relies on a spreadsheet you maintain — whereas accounting software can link to your bank and categorise transactions.

4. How much of the record-keeping does it automate?

The biggest time saving comes from automatic bank feeds: transactions flow in and you categorise them rather than typing them. Check:

• whether bank feeds are included on the plan you’re considering (they’re often missing from free tiers);
• how many bank accounts you can connect;
• whether it can match rent payments to tenants automatically;
• whether you can photograph receipts and attach them to expenses.

Tip: a dedicated bank account for your property income and costs makes any software work better.

5. Does it track compliance deadlines?

Missing a renewal can be expensive: penalties reach up to £40,000 for electrical safety breaches and up to £5,000 per property for EPC breaches. From 15 December 2026, the PRS database rollout will require landlords to upload gas safety records, EICRs and EPCs. Useful features include:

• expiry reminders for gas safety, EICR and EPC certificates;
• document storage for certificates, tenancy agreements and deposit protection records;
• reminders for rent reviews (which under the Renters’ Rights Act must follow the Section 13 process, once a year).

See what each certificate costs in our landlord certificate costs guide.

6. Who else needs access?

Count the people: a joint owner, an accountant or bookkeeper, a letting agent, a maintenance contact. Plans often limit users — from one user on free tiers to several on higher plans. If your accountant already uses a particular package, using the same one can make their work quicker and your fees lower.

7. What’s the real price?

The headline price isn’t always what you’ll pay. Check for:

• VAT — several vendors list prices plus VAT;
• per-property or per-unit charges above the plan limit;
• per-submission fees on free MTD plans (you’ll make four quarterly updates plus a tax return each year);
• introductory discounts — 90%-off offers for six months end, and the full price applies;
• annual contracts — some platforms require them;
• add-ons such as extra users, extra storage or premium support.

Software used wholly for your letting business is generally an allowable expense against rental income, and LITRG notes MTD software costs can be deductible.

8. Can you leave easily?

Before you put years of records into a system, check you can get them out. LITRG highlights data portability as a key consideration, because you need to keep records even after changing provider. Ask:

• Can I export all transactions, documents and tenancy data in standard formats (such as CSV and PDF)?
• What happens to my data if I cancel?
• Is there a minimum term or cancellation fee?

How to run a proper trial

Most products offer a free trial (typically 14–30 days) or a free tier. Use it to do real work, not just look around:

1. Connect your bank account (or import a month of transactions).
2. Add one property, one tenancy and one certificate with its expiry date.
3. Record a month of rent and at least two expenses with receipts.
4. Produce a quarterly summary and check it against your bank statement.
5. Export your data to see what you’d get if you left.

If that takes more than an hour or two, the software may not suit how you work.

A simple scoring sheet

Score each shortlisted product from 0 to 2 on each point:

Red flags

• It isn’t listed on HMRC’s software finder.
• Property income support is “coming soon”.
• No clear way to export your data.
• The price only makes sense with an introductory discount.
• You need a higher tier just to add your accountant.

Worked example: choosing for a 6-property landlord

Sam owns six houses, has a full-time job, uses an accountant, and expects to be in MTD from April 2027. Working through the checklist:

1. MTD: shortlist only products listed on HMRC’s software finder for UK property income.
2. Portfolio: six now, maybe eight in two years — so a plan covering up to 8–10 properties avoids an early tier jump.
3. Type: Sam wants to stop using spreadsheets, so a landlord-specific app with bank feeds suits better than bridging software.
4. Automation: bank feeds and rent matching are essential; Sam checks they’re included on the chosen tier.
5. Compliance: 6 gas checks a year and 6 EICRs every five years — reminders matter.
6. Users: Sam plus the accountant — at least 2 users needed.
7. Real price: Sam compares year-two prices including VAT, not introductory offers.
8. Exit: Sam checks each product exports transactions to CSV.

The result is a shortlist of two, each trialled for a month with real transactions before deciding.

Questions to ask a vendor before you buy

• Is your product listed on HMRC’s MTD for Income Tax software finder for property income?
• Can it handle joint ownership and overseas property?
• What exactly happens to my price if I add one more property?
• How many users are included, and can my accountant have access?
• Which bank feeds are supported, and are they included on this plan?
• How do I export all my data, and in what formats?
• Is there a minimum term or cancellation fee?
• Are prices shown with or without VAT?

Frequently asked questions

What should I look for in landlord software? MTD compatibility for property income, a plan that fits your portfolio, bank feeds, compliance reminders, enough users, a clear total price and easy data export.

Is free landlord software good enough? For 1–3 properties with simple finances, often yes. Check limits and any per-submission fees.

How do I switch landlord software? Export all records first, keep copies, and switch at the start of a quarter so your MTD updates stay clean.

Do I need property management software if I use an agent? If your agent handles rent and maintenance, you may only need accounting or MTD software for your own records.

Sources

• LITRG — Choosing Making Tax Digital software (updated 6 April 2026)
• GOV.UK — Find software that works with Making Tax Digital for Income Tax
• Osborne Clarke — PRS database
• Vendor pricing pages checked September 2026: Latch, Landlord Studio, Landlord Vision, Arthur Online, Xero

We receive no commission from any software provider. Last checked: 8 October 2026.

Related guides

• Landlord Software Prices in the UK (2026): The Full Comparison Table
• Landlord Software in the UK: An Independent Comparison by Portfolio Size
• Landlord Safety Certificate Costs in 2026: Gas Safety, EICR and EPC
• The True Cost of Being a Landlord in the UK (2026)
• Making Tax Digital for Landlords: Does It Apply to You, and When?

Figures are published examples, estimates and averages, not quotes. Rules change: check the linked official source before you act.

About this guide: written and edited by the LandlordCosts Team. We are not solicitors, accountants or insurance brokers; every figure is linked to its source. Read how we research costs, our editorial policy and more about us.