DCompliance clockA year of renewals, each with a warning period in front. Illustrative houses and dates
Each date carries a warning period in front of it. When the warning opens, the date shows on the dashboard, and the renewal is booked, done and recorded before the expiry.
House 02 · Gas safety
House 02, gas safety: an illustrative date.
The warning period opens and the date shows on the dashboard
The renewal is booked and done before the expiry
The completed renewal is recorded against its date
House 07 · Gas safety
House 07, gas safety: an illustrative date.
The warning period opens and the date shows on the dashboard
The renewal is booked and done before the expiry
The completed renewal is recorded against its date
House 11 · Gas safety
House 11, gas safety: an illustrative date.
The warning period opens and the date shows on the dashboard
The renewal is booked and done before the expiry
The completed renewal is recorded against its date
Licence · Renewal
Licence, renewal: an illustrative date.
The warning period opens and the date shows on the dashboard
The renewal is booked and done before the expiry
The completed renewal is recorded against its date
House 16 · Gas safety
House 16, gas safety: an illustrative date.
The warning period opens and the date shows on the dashboard
The renewal is booked and done before the expiry
The completed renewal is recorded against its date
House 20 · Gas safety
House 20, gas safety: an illustrative date.
The warning period opens and the date shows on the dashboard
The renewal is booked and done before the expiry
The completed renewal is recorded against its date
ERepairs + the logEvery support request, complaint and maintenance issue. Illustrative rows
A prospective tenant messages on WhatsApp, the channel enquiries actually arrive on.
Before the build, an enquiry arriving late at night was often gone by the morning.
Synced by Zapier
Zapier syncs each enquiry in from WhatsApp as a lead, in the same place as the rest of the portfolio.
WhatsAppZapier
Enquiries keep moving while the landlord is at his full-time job.
Vetting form
The applicant is sent a tenant vetting questionnaire.
The questionnaire turns an unstructured conversation into answers that can be scored.
AI score
AI scores the answers. The score ranks the applicants and routes each one.
A score is an input to a judgement. It ranks and routes, and the decision stays with a person.
Ranked list
The landlord reads the ranked list and chooses who to meet.
The form filters the volume and puts applicants in an order. The judgement is his.
In the calendar
The viewing is arranged in person and synced to a calendar.
Viewing, in person
The landlord meets the applicant at the property.
Kept in person on purpose. Every house is held in his own and his family's names, so a bad tenancy lands on him personally.
Accepted?
The decision is the landlord's:
Yes: contract drafting follows
No: the lead routes back and the house stays in the pool
Contract draft
After the yes, AI drafts the contract and the landlord reviews the draft.
AI writes the draft. The decision on the tenancy was already his, made after the viewing.
Rent board row
The new tenancy joins the rent board with its own due date, and its dates join the compliance clock.
This is where the loop closes.
Shorter gaps
About 5 fewer empty days each time a tenant changes.
Keeping the viewing in person costs time, and that was a deliberate choice.
Tenancy row
One row per tenancy: who is paying, the due date and whether it was paid on time.
Google SheetsAirtable
Reminder
A reminder goes ahead of the due date, with an incentive for paying on time.
The standard build is an escalation ladder. This one pays for the behaviour it wants and leaves the relationship intact, because the landlord meets these tenants again at the property.
Bank statement
Bank statements are imported into Google Sheets.
Google Sheets
Reconciled
Transactions reconcile against the rent board, so each row shows what actually arrived.
Rent status
Who has paid and whether it was on time, for every tenancy, on one screen.
Dated obligation
Every obligation that falls due on a date:
The annual gas safety certificate, the item the clock exists for
A licence renewal
Warranty expiries sit on the dashboard beside them, with the contact details for a claim.
Warning period
Each date carries lead time in front of it, so the warning arrives while there is still time to act.
The gas safety certificate set the bar, because letting it lapse changes the landlord's legal position.
On the dashboard
Anything inside its warning period shows on the dashboard.
He can be at work all week and still see what falls due next.
Renewal booked
The landlord books the renewal itself, such as the gas safety check, with the warning in hand.
Record kept
The completed renewal is recorded against its date, so there is an audit trail of what was done and when.
Before the build there was no record, so a missed date would have been the first sign.
0 missed
No compliance date missed since go-live, including the 21 gas safety checks that fall due every 12 months.
Tenant reports
A tenant reports a fault, a complaint or a request.
Ticket opens
The report opens a ticket, filed as one of three types:
A support request
A complaint
A maintenance issue
Warranty record
Every warranty sits on the dashboard with its expiry date and contact details, so the claim information is in the same place as the fault.
Handyman slot
The ticket books the handyman into a slot in a shared calendar.
The repair becomes a booked appointment in a diary both sides can see.
The log
Every support request, complaint and maintenance issue, logged by house with its status.
The weekly clean at every house is scheduled and tracked on the same dashboard.
Bank statements
Bank statements are imported into Google Sheets for the year-end accounts pack.
Google Sheets
Bills
Bills are tracked as recurring rows on the dashboard.
Reconciled
Transactions reconcile against the rent board and the outgoings.
Packaged
The year is packaged in the format the accountant works from.
A cycle the tax year sets, so the system has a reason to be opened every year.
Accounts pack
The accountant receives a pack reconciled against the bank statements.
Like the cleaner and the handyman, the accountant gets the system's output in the format they already use, with nothing to log in to.
Sell · Deliver · Train
Every engagement has the same shape:
Sell: finding the real problem, and winning the work
Deliver: building what fixes it
Train: handing it over so the team runs it
When a client gets the value they want, they're more inclined to do more.
Once they see what is possible, they bring their own ideas to the table, ready to be implemented.