Landlord maintenance software that gets repairs out of your texts
Landlord maintenance software should do one thing above all: make sure no repair gets lost between your tenant's message and the job being done. Gaffy gives each property a repair link your tenant opens in their phone's browser, with up to 5 photos and no app to install. Every request lands in one maintenance inbox, moves from New to Scheduled to Done, and keeps its photos and outcome as a history you can rely on later. It's built for UK landlords who manage their own properties, at £12 a month for up to 5 properties, with the first month free.
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Why landlords need a maintenance tracker now
For years, plenty of landlords handled repairs by text and memory. Two things make that riskier today.
First, response times are under more scrutiny. GOV.UK's How to rent a safe home guide sets out repairs landlords are responsible for, including the structure and exterior of the home, and repairs likely to cause damp and mould, such as leaking gutters. The government's Renters' Rights Act roadmap says it will extend Awaab's Law to the private rented sector, setting legally enforceable timeframes for landlords to make homes safe where they contain serious hazards, with timing subject to consultation. Either way, being able to show when a problem was reported and what you did about it is becoming part of being a landlord.
Second, scattered messages are hard to evidence. A WhatsApp thread doesn't sort by property, photos get buried, and a phone call leaves no record at all.
A landlord maintenance tracker fixes both: every report is dated, filed and kept.
How Gaffy's landlord maintenance software works
1. Your tenant reports the repair by link
Every property has its own repair link. Your tenant taps it, describes the problem and attaches up to 5 photos. No download, no password, no account. It takes about a minute.
2. It lands in your maintenance inbox
The request arrives filed against the right property, with the photos attached. You don't have to work out which flat "the shower" means.
3. You book your own trade
Your plumber, electrician and handyman are in your contacts, linked to the properties they cover. Call or message the right one straight from the request. We don't dispatch contractors and never take a cut.
4. You move it along
Mark the request Scheduled when the job's booked, and Done when it's fixed. Your inbox always shows what's still open.
5. The history stays with the property
Every request keeps its photos and outcome. Next time something similar comes up, you can see what was done before and who did it. Log the cost too, so repair spending is ready for tax time.
Tenant maintenance request app vs a repair link
Many maintenance tools give tenants an app or portal login. That works when tenants use it. When they don't, repairs drift back to texts and you're copying them in by hand. A link removes that step. You can text it at the start of a tenancy, put it in your welcome email, or stick a label by the boiler. The tenant doesn't need to remember a password because there isn't one.
What else sits next to your repairs
Maintenance rarely lives on its own. In Gaffy, each property also has:
- A certificate vault for gas safety (CP12), EICR and EPC, with expiry dates flagged before they lapse. HSE says gas safety checks are needed every 12 months.
- Documents such as leases, insurance, invoices and inspection reports. The lease, gas safety record, EPC and EICR are shared with the tenant by default. Other documents stay private.
- A room-by-room inventory with condition notes.
- Move-in and move-out photo sets for deposit evidence.
Landlord maintenance software pricing
- £12 a month for up to 5 properties.
- £4 a month for each extra property.
- First month free, no card needed.
- No limit on the number of repair requests.
- We'll set up your properties for you if you'd like.
- Gaffy is not VAT registered, so no VAT is added.
Maintenance software for small landlords vs agency tools
| Agency maintenance platforms | Gaffy | |
|---|---|---|
| Built for | Teams managing many landlords' properties | Landlords managing their own |
| Contractor portal and dispatch | Often | No; you use your own trades |
| SLA timers and staff roles | Often | No; simple New, Scheduled, Done |
| Tenant reporting | App or portal login | Browser link, no account |
| Certificate reminders | Varies | Yes, gas safety, EICR, EPC |
| Pricing | Often by tier and request volume | Per property, no request limit |
If you run a team or want contractors working inside the software, an agency platform will suit you better. If it's just you, Gaffy keeps things simple.
Set up your repair link in five minutes
- Sign up free.
- Add the property address.
- Copy the property's repair link.
- Text it to your tenant with a short note: "Please report any repairs here, with photos."
- Add your trades as contacts.
FAQ
What is landlord maintenance software?
It's software that collects tenants' repair reports, tracks each job until it's done and keeps a history. Gaffy does this with a browser repair link and a maintenance inbox.
How should a landlord track repairs?
Record each report with its date and photos, against the property, and update it as the job progresses. A maintenance tracker does this automatically when tenants report through it.
Do tenants need an app to report repairs?
Not with Gaffy. They use a link in their phone's browser and can attach up to 5 photos.
How long does a landlord have to do repairs?
The timescale depends on how serious the problem is. Our guide to landlord repair response times goes into detail.
Does Gaffy send contractors?
No. You keep your own trades as contacts and book them yourself. We never take a cut of a job.
Is there a limit on repair requests?
No.
Can Gaffy remind me about gas safety too?
Yes. Upload the certificate with its expiry date and Gaffy flags it before it lapses.
Related
Sources
- GOV.UK, How to rent a safe home
- GOV.UK, Renters' Rights Act 2025 implementation roadmap
- HSE, gas safety for landlords FAQ
- Google Ads Keyword Planner, UK, last 12 months to August 2026 (search demand)
- Gaffy pricing
Start free for 1 month No card needed.