Mach Lilies
Every certificate in your portfolio expires on a fixed date. An AI helper chases each one weeks ahead — so nothing expires quietly.
Gas safety certificates, EICRs, EPCs, tenant references, deposit registrations, landlord statements — a lettings book runs on dates and paperwork. Mach Lilies builds a helper that watches every expiry across your portfolio, chases contractors and landlords well before the deadline, and drafts the routine replies. Your team approves what goes out.
Works with Alto, Reapit, Arthur and FixfloEvery action loggedYou approve what goes out
The problem, as your team knows it
A lettings portfolio is a wall of dates. Every property has a CP12 gas safety certificate due every twelve months, an EICR every five years, an EPC every ten — and they all renew on different days. The dates sit in Alto or a spreadsheet, but the chasing sits with your team. Someone has to book the engineer, chase the contractor who never confirms, warn the landlord, arrange access with the tenant, and check the certificate actually came back. Miss one and it isn't an inconvenience — it's a compliance breach.
Meanwhile the maintenance inbox fills up. A dripping tap sits next to a boiler that won't fire, and both wait for the same person to read them. Applicant references arrive in dribs and drabs. Right-to-rent checks and deposit registrations stack up with every new tenancy. And at month-end, landlord statements have to go out whether or not the week left any time to prepare them.
What the helper actually does
A working week, in order:
- Checks every certificate across your portfolio — CP12 gas safety certificates, EICRs, EPCs — and lists what expires in the next eight weeks.
- Starts the chase weeks ahead: emails the contractor to book the visit, nudges until it's confirmed, warns the landlord, and arranges access with the tenant — from your agency's address, in your tone.
- Collects referencing documents from applicants — ID for right-to-rent checks, references, proof of income — and chases whatever is missing until the file is complete.
- Reads the maintenance inbox. Anything urgent goes straight to a person. Routine requests get a drafted reply and a logged job, ready for one-click approval.
- Prepares landlord statements at month-end, so they go out on time instead of eating the last two days of the month.
- Updates your tracker, so anyone in the office can see certificate status and open chases per property at a glance.
- Sends you a Friday summary: certificates renewed, chases still open, maintenance handled, and the hours your team didn't spend.
You choose the autonomy level. Most agencies start with every email to a landlord or tenant requiring one-click approval, then loosen it as trust builds. Nothing is sent that you haven't allowed.
Works with what you already use
No new system to learn. The helper reads expiry dates and tenancy records from Alto, Reapit or Arthur, picks up repairs logged through Fixflo, and sends every email through your own Outlook or Gmail address — so tenants, landlords and contractors see your agency, not a robot. And most lettings tools work too — we confirm your setup in the free chat.
What it costs
Setup
from £3,500 fixed
The chasing helper connected to your email, lettings system and certificate tracker, tested on a pilot patch of your real portfolio.
Run
from £600 per month
Monitoring, improvements, the Friday summary, and support.
Rule of thumb
Managing 100+ tenancies? The certificate chasing alone is usually 8 hours a week.
We're taking on two founding clients this quarter with no setup fee
— in exchange for honest feedback and a case study.
Questions letting agents ask
How is tenant and landlord data kept safe?
We follow UK GDPR and sign a data processing agreement with you. The helper only reaches the mailboxes and records you authorise, your data is never used to train AI models, and every action is logged. Full details are on our data safety page — written so you can forward it to whoever looks after your IT.
Do we need to change software?
No. The helper works alongside what you already run — Alto, Reapit, Arthur, Fixflo, Outlook and Gmail. We connect to your setup rather than replacing it.
How long until it's working?
Two to three weeks from our first proper conversation, including testing on a pilot patch of your portfolio. We run the first chases together until you trust them, then widen out to the rest of your properties.
Can it chase contractors as well as tenants and landlords?
Yes — anyone who owes you a document or a date. The gas engineer who hasn't confirmed the visit, the electrician sitting on an EICR, the landlord who hasn't approved a quote, the referencing agency mid-check. The helper keeps politely asking until the thing arrives, and logs every ask.
What about urgent repairs?
They're flagged to a human immediately. If a message looks like an emergency — a leak, no heating, a smell of gas — the helper doesn't draft a reply and wait. It alerts a named person on your team straight away. The helper never sits on an emergency.