Stay on top of every property record.

Built for small portfolio landlords

Whether you own one rental flat or a small portfolio of houses and HMOs, the admin compounds quickly. Every property has its own gas safety record, its own EICR, an EPC, smoke and CO alarms, appliance service records, contractor invoices and tenancy-related documents. Multiply that by even five properties and the spreadsheet stops working.

Ample Control is designed to help small landlords and letting agents track, organise and evidence the records they already hold — and remind them before things expire. It is a record-keeping and reminder tool. It does not replace legal advice or a competent contractor, and it doesn't claim to. It helps you stay on top of what you've agreed to track.

Who this is for

• Self-managing landlords with 1–20 properties
• Family-run lettings businesses
• Small letting agents managing on behalf of landlords
• HMO landlords with multiple shared properties
• Property managers for short-stay or serviced accommodation

Common records, checks and renewals per property

• Gas safety record (CP12): annual record of the gas safety check carried out by a Gas Safe registered engineer.
• EICR: Electrical Installation Condition Report, typically every 5 years or at change of tenancy.
• EPC: Energy Performance Certificate, valid for 10 years.
• Smoke and CO alarms: installed, tested and logged at the start of each tenancy and at regular intervals.
• Fire doors and fire safety items (especially relevant for HMOs and flats).
• Appliance checks: boilers, ovens, fridges, washing machines, extractors — service history and PAT testing where applicable.
• Insurance: buildings, contents, landlord liability and rent guarantee renewals.
• Contractor documents: insurance, qualifications, completed job sheets.
• Tenancy-related documents: inventories, condition reports, deposit certificates, signed tenancy agreements.
• Maintenance notes: issues reported by tenants, what was done, when and by whom.

What usually goes wrong without a proper system

• A spreadsheet of properties with a column for "gas due" — never updated after the first engineer visit.
• Certificates in a Dropbox or Google Drive folder per property, with no expiry tracking. The gas record lapses by three months before anyone notices.
• Maintenance reports as WhatsApp messages and emails. Tenants chase, you forget, the issue resurfaces six months later.
• An EPC that expired two years ago, found only at the start of the next tenancy.
• Contractor insurance documents that have lapsed, discovered after a job has been done.
• An agent asks for a complete pack on a property and it takes a full day to reconstruct.

How Ample Control helps

Each property is a location with its own assets (boiler, alarms, appliances), documents (certificates, insurance, tenancy) and reminders. Add a gas safety record with its expiry date, and Ample Control reminds you 60, 30 and 7 days before it lapses, with the document attached so you can see what to renew. Maintenance issues are logged against the property and the affected asset, so history sticks even when tenancies change. See document storage and maintenance reminders.

A simple monthly and annual workflow

1. Monthly: review the dashboard for anything expiring in the next 60 days across the portfolio.
2. Per tenancy start: run a "new tenancy" checklist — smoke alarms tested, CO alarms tested, inventory uploaded, deposit certificate filed, gas/EPC/EICR confirmed in date.
3. On maintenance issues: log the issue against the property, attach photos, assign to a contractor, store the invoice and report when done.
4. Annually: gas safety check, boiler service, insurance renewals, contractor document review.
5. Every 5 / 10 years: EICR and EPC renewal reminders.

Example records to track

• Flat 4, 12 High St — gas record, EICR, EPC, boiler, smoke + CO alarms
• Boiler (combi) — annual service, warranty PDF, manual
• Landlord insurance — annual renewal, schedule attached
• Contractor "Smith Plumbing" — insurance and Gas Safe registration
• Tenancy 2025 — signed agreement, inventory, deposit certificate
• Maintenance log — leak reported Feb, fixed Mar, invoice attached

Example reminder and checklist setup

• "Gas record renewal" — 60 and 30 days before expiry, per property
• "EICR renewal" — 90 days before expiry, per property
• "EPC renewal" — 6 months before expiry, per property
• "New tenancy" checklist — assigned per property at move-in
• "Contractor docs review" — every 6 months, central reminder

Where QR codes help

Optional but useful: stick a QR tag inside a boiler cupboard or meter cabinet. On a tenancy changeover or boiler service, a contractor scans the tag and the asset record opens — no need to ask "which boiler is this?".

Where document storage helps

Gas records, EICRs, EPCs, insurance schedules, contractor documents and tenancy agreements all live in one place, attached to the property they belong to, with expiry dates and reminders. No more "which folder did I save that in?".

Where team roles help

Use team roles to share access with a partner, a property manager or a letting agent without handing over your whole login. Contractors can upload to a single property without seeing the rest.

Related features and use cases

• Asset tracking
• Exports
• Insurance renewal tracking
• Certificate renewal tracking

Curious how much admin time this saves across a portfolio? Try the compliance admin time savings calculator or see pricing.