Property certificate management is a narrow, high-value job: keep every dated certificate current across the portfolio, and never miss a renewal. It's distinct from tenancy management or accounting — the buyer here wants a certificate register, reminders and contractor dispatch, not a whole lettings suite. This guide covers what to look for, and how the options compare. It sits under the best property compliance software guide, and the general discipline is covered in tracking compliance documents & expiry dates.
What certificate management software needs to do
One certificate register
Every certificate for every property in one register — the current version stored, not a folder per property or an inbox full of PDFs.
certificate tracking →Renewal reminders
Automatic reminders ahead of each renewal date, to the right person — the one capability that actually stops certificates lapsing.
expiry reminders →Gas safety (CP12)
Annual gas safety records tracked per property, with reminders and one-click dispatch to a Gas Safe engineer.
gas safety tracking →EICR (electrical)
Five-yearly electrical inspection reports tracked and chased, with electrician dispatch built in.
EICR tracking →The wider certificate set
EPC, PAT, legionella risk assessments, lift LOLER, emergency lighting and fire-equipment servicing — every dated document in one system.
property compliance →A certificates-due dashboard
A single view of what's due next, this month and overdue across the portfolio, so renewals are planned, not panicked.
compliance dashboard →Why a spreadsheet isn't enough
A spreadsheet can list certificates and dates, but it can't act — it won't warn you before a renewal, won't chase the right person, and won't dispatch a contractor. Across a portfolio the item that slips is always the one nobody looked at, and with certificates that means a legal or safety gap. Software closes it by tying a reminder to every date. See compliance software vs spreadsheets for the fuller case.
How Complys manages certificates
Complys holds every certificate per property, records each renewal date, reminds the right person and can dispatch a vetted engineer, then captures the new certificate back against the property — with a certificates-due dashboard across the portfolio. See certificate & expiry tracking, gas safety tracking and EICR tracking. For the wider picture see the best property compliance software.