Every landlord document — stored, organised, alerted
Store all property documents in one secure library — with automatic expiry alerts for certificates and secure sharing links so tenants and agents can access what they need.
Written Guides
Documents & Compliance — all guides
Store, organise and share every property document — with automatic alerts so nothing expires unnoticed
01 - Document Storage - Organise Every Property Document in One Place: Upload, tag by type, set expiry dates and organise documents across all properties
02 - Setting up Documents Expiry Alerts: Configure 90, 60 and 30-day email alerts before any certificate or license expires
03 - Sharing Documents Securely with Tenants or Agents: Generate secure time-limited share links, no RentalBux login needed for recipients
04 - Landlord Compliance Checklist -Every Document Required by UK Law: Complete reference of legally required documents, renewla frequencies and penalties for non-compliance.
Document storage Capabilities
Per-Property Document Library: Every property has its own document library. Upload gas certificates, EPCs, EICR reports, leases and inventories — organised by type and searchable.
Smart Expiry Alerts: Set expiry dates on any certificate. RentalBux sends email reminders before the certificate expires so you never miss an important renewal.
Secure Tenant Sharing: Share any document securely by email. Recipients can view and download the file without needing a RentalBux account.
Cloud-Based Storage: Documents stored securely in the cloud, accessible from any device. No local backups to manage. Available on desktop, tablet and mobile.
Mobile Upload: Photograph documents directly in the RentalBux mobile app and they upload instantly to the correct property library — no scanning equipment needed.
HMRC Record-Keeping Compliance: Document storage satisfies HMRC's MTD digital record-keeping requirements. Lease agreements and certificates count as supporting evidence for your MTD filings.
Your legal document obligations as a UK landlord
UK landlord law requires specific documents to be provided to tenants before a tenancy begins — and valid certificates must be maintained throughout. The key documents every UK private landlord must hold include: EPC (Energy Performance Certificate) — valid for 10 years, minimum rating E for new tenancies; Gas Safety Certificate — renewed annually by a Gas Safe registered engineer; Electrical Installation Condition Report (EICR) — every 5 years; How to Rent guide — provided at tenancy start; and Deposit Protection Certificate — issued within 30 days of receiving the deposit.
Why expiry alerts matter
A lapsed gas safety certificate is more than a paperwork issue — it can carry legal penalties and may affect your ability to serve a valid Section 21 notice. Keeping compliance documents up to date is therefore essential for every landlord. RentalBux helps you stay on top of this by sending reminders before a document reaches its expiry date. Simply upload the document, record its expiry date, and the system will notify you in advance so you have enough time to arrange a renewal. Early reminders are important because engineers and inspectors are often booked well in advance, and arranging the renewal ahead of time helps avoid last-minute issues or compliance gaps.
Documents as MTD supporting evidence
HMRC's MTD for landlords record-keeping requirements extend beyond income and expenses. Your digital records should include supporting documents for your expense claims — contractor invoices for repairs, insurance certificates for insurance premium deductions, and mortgage statements for Section 24 calculations. By storing these in RentalBux alongside your financial records, you have a complete, audit-ready package if HMRC enquires about any part of your quarterly submissions.
Frequently asked questions
What file types can I upload to the document library?
RentalBux accepts PDF, JPG, PNG and Word document formats. PDFs are strongly recommended for certificates and legal documents, they preserve formatting and are more reliably rendered by HMRC inspection tools if documents are ever requested.
Can tenants access documents I've stored for them?
Tenants do not need a RentalBux account to receive documents. You can send important files directly to the tenant by email, allowing them to view and download the document easily.
Does RentalBux document storage satisfy HMRC's record-keeping requirements?
Yes. Documents stored in RentalBux satisfy HMRC's MTD digital record-keeping requirements. For HMRC purposes, financial records and supporting documents must be kept for at least 5 years after the 31 January submission deadline of the relevant tax year.
What happens if I accidentally delete a document?
Deleted documents are permanently removed from the system and cannot be restored. We recommend downloading and storing backups of important compliance certificates, such as gas safety, EICR and EPC, when you upload them.
Continue with more guides
Free for your first property until March 2028
Full MTD compliance, HMRC connection, quarterly filing, bank reconciliation and invoicing. No credit card required.
Still need help?
Our UK-based support team is here to help. Reach out by phone, email, or browse our resources.
Phone Number: +44 20 4591 1941
Email Support: support@rentalbux.com
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