CASE STUDY • PROPERTY MANAGEMENT
How a 34-Unit Portfolio Avoided £180k in Potential Fines
A South East England property manager deployed ClearNext AI across their portfolio. Within 3 months, the system identified 6 critical compliance gaps that could have resulted in £180,000 in fines.
34
Properties
£180k
Fines prevented
12hrs
Saved per week
99%
Compliance rate
The Challenge
James R. manages a 34-unit residential portfolio across Essex and Kent. With the Renters Rights Act coming into force, new EPC requirements, and updated gas safety regulations, he was spending 12+ hours per week on compliance admin — on top of his full-time job managing the properties.
"I knew I was probably missing things," James told us. "With 34 properties, each with different EPC expiry dates, gas safety certificates, electrical inspection dates, and now the new Renters Rights requirements — it was impossible to track manually. I was using spreadsheets but they were always out of date."
What ClearNext AI Found
Within the first week of deployment, our compliance agents identified 6 critical issues:
3 properties with expired gas safety certificates
Fine exposure: £6,000 each = £18,000 total
7 properties below EPC Band C (new tenancies)
Fine exposure: £30,000 each = £210,000 total (if let to new tenants)
12 properties not registered on Property Portal
Fine exposure: £5,000 each = £60,000 total (when enforcement begins)
5 tenancy agreements using outdated Section 21 clauses
Risk: void notices, inability to regain possession
2 EICRs expiring within 30 days
Fine exposure: £30,000 each if not renewed
No ombudsman registration (required Q3 2026)
Risk: criminal offence when enforcement begins
The Result
Within 3 months of using ClearNext AI:
- All gas safety certificates renewed (£18,000 in fines avoided)
- EPC upgrade plan created and 4 of 7 properties already improved to Band C
- All tenancy agreements updated to Renters Rights Act compliant versions
- Property Portal registration completed for all 34 units
- Automated alerts set for all future certificate expiry dates
- Weekly compliance report generated automatically every Monday
"I went from spending 12 hours a week on compliance admin to spending zero. The system caught three expired gas certificates I'd completely missed. That alone could have been £18,000 in fines. The £49/month subscription has paid for itself hundreds of times over."
James R.
Portfolio Manager, 34 units, Essex & Kent
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