Built for UK Letting Agents · Renters' Rights Act 2024 Compliant

Every tenancy.
Ended fairly.
Every time.

DepositClear guides letting agents through deposit deductions with photo evidence, AI assessment, and built-in compliance — so disputes never start, and the ones that do resolve in days, not weeks.

See how it works

30

Day deposit protection deadline — tracked automatically

3

UK deposit schemes — TDS, mydeposits, DPS — all integrated

6yr

Statutory retention for archived tenancy records

AI

Photo-based deduction assessment with wear & tear guidance

Platform Capabilities

The complete deposit
resolution stack.

Every tool your agency needs to handle deposits from day one of a tenancy to the moment the funds land — all in one auditable platform.

Check-In Report Builder

Room-by-room condition ratings, typed notes, and photo attachments per item. Creates a timestamped, immutable baseline — your strongest argument if a dispute ever lands.

Check-Out Report Builder

Side-by-side comparison against the check-in record. Agents photograph each room and link directly to the corresponding check-in item — building the before/after evidence chain adjudicators expect.

Photo & Document Evidence Upload

Bulk photo upload with automatic EXIF metadata extraction — date and GPS captured automatically. PDF invoices and contractor quotes organised by inspection item. Drag-and-drop and mobile camera capture supported.

AI-Powered

AI Deduction Assessment Engine

Vision and language AI analyses check-in vs. check-out photos and recommends fair deduction amounts — factoring in tenancy length and wear & tear standards. Your team reviews and approves before anything goes to the tenant.

Deposit Deduction Claim Builder

Structured per-item claim lines with description, amount, supporting photos, and invoice attachments. Calculates total claimed vs. deposit held, flags over-deduction before it happens, and applies fair wear and tear guidance inline.

Renters' Rights Act Compliance Engine

Automated checker for every tenancy: 30-day deposit protection deadlines, prescribed information requirements, section 21 validity, and the Renters' Rights Act 2024 reforms. Per-tenancy compliance score with remediation steps.

Negotiation & Settlement Messaging

Structured threaded messaging between agent, tenant, and landlord — with read receipts, timestamps, and attachment support. Replaces email chains with a single auditable thread that becomes evidence if things escalate.

Deposit Scheme Direct Integration

API integrations with TDS, mydeposits, and DPS — all three government-authorised schemes. Auto-verify registrations, pull scheme reference numbers, and initiate adjudication referrals without visiting scheme portals.

Adjudication Evidence Bundle Export

One-click export of a complete adjudication bundle: check-in report, check-out report, all photos, deduction schedule, invoices, and correspondence log — formatted to each scheme's submission requirements.

Deposit Release Workflow

Structured end-of-tenancy fund release: agent proposes a split, all parties acknowledge, then the release is initiated through the deposit scheme. Full audit trail of every agreed figure.

Digital Signature Collection

Legally-valid electronic signatures from tenants, landlords, and agents on check-in reports, deduction schedules, and dispute settlements. Drawn or typed signatures with IP and timestamp capture.

Tenant Self-Service Portal

A mobile-responsive portal for tenants — accessible via magic link, no account needed. View their tenancy, check-in report, deduction schedule, upload counter-evidence, sign documents, and track dispute status.

Landlord Portal & Approval Workflow

Landlords review deduction claims, approve or request changes, and authorise release of funds via a dedicated magic-link view — no login required. Full audit trail of every landlord decision.

Automated Deadline Reminders

Configurable email and in-app alerts for deposit protection due (T-5 days), prescribed information overdue, tenant response deadlines, and check-out due dates — sent to the assigned agent and branch manager.

Tenancy Timeline & Deadline Calendar

Visual timeline for each tenancy showing deposit protection date, prescribed info deadline, notice periods, check-out booking, deduction response window, and dispute resolution — all colour-coded by urgency.

Deposit Deduction Analytics

Agency-level analytics: average deduction amount by property type, most common claim categories, adjudication win rate, time-to-resolution, and tenant dispute rate. Identify problem properties and improve agent training.

Role-Based Access for Agent Teams

Granular RBAC within your agency: Property Manager, Negotiator, Branch Manager, Finance. Access maps to real staffing structures — negotiators see only their assigned tenancies, finance sees only deduction reports.

6-Year Tenancy Archive

On tenancy closure, a read-only archive is created containing all evidence, communications, signatures, and outcomes — stored for the UK statutory 6-year retention period with access controls and download capability.

Inventory Template Library

Create and reuse room-by-room inspection templates — '3-bed Victorian terrace', '1-bed flat' — with pre-populated items, condition categories, and default photos. Cuts check-in creation time significantly for repeat property types.

Fair Wear & Tear Guidance Library

In-app ARLA/TDS fair wear and tear guidelines by item type and tenancy length — displayed contextually while building deduction claims. Reduces over-claiming and improves first-time adjudication success rates.

Prescribed Information Generator

Auto-generates the Prescribed Information document required by the Housing Act 2004 for each deposit registration — pre-filled from tenancy and scheme data. Tracks whether it has been served within the 30-day statutory window.

PMS Integration

Bi-directional sync with Reapit, Jupix, Fixflo, and Arthur Online — import property and tenancy data automatically. No double data entry, no migration headache on day one.

Compliance Audit Report

Exportable compliance report across all tenancies: percentage protected on time, prescribed info compliance rate, open disputes, scheme breakdown. Used by agency directors for regulatory reporting and PI insurance evidence.

The Workflow

From move-in to
money returned.

Four steps. One platform. No paperwork, no back-and-forth, no weeks of waiting.

1

Document the condition

At move-in, your agent builds a room-by-room check-in report using reusable inventory templates. Photos are uploaded directly from a mobile, EXIF metadata is captured automatically, and the report is locked as an immutable, timestamped baseline.

Check-In Builder Photo Upload Inventory Templates

2

Track the tenancy

Compliance reminders fire automatically as deadlines approach — deposit protection (30 days), prescribed information, and Renters' Rights Act requirements. The agent dashboard surfaces everything that needs action today, ranked by urgency.

Compliance Engine Deadline Reminders Tenancy Timeline

3

Handle the end of tenancy

At move-out, your agent completes a check-out report with side-by-side comparison against the check-in baseline. AI assesses the photos and recommends fair deduction amounts. The agent reviews and builds the claim — with wear & tear guidance inline, over-deduction flagged in real time.

AI Assessment Check-Out Builder Deduction Claims

4

Resolve and release

Tenants respond via their self-service portal. All parties negotiate in a structured thread. When agreement is reached, the deposit release is proposed, all parties acknowledge digitally, and the agent initiates release through the deposit scheme. If it escalates: one-click adjudication bundle, formatted to the scheme's requirements.

Negotiation Deposit Release Adjudication Bundle

Built for agents who carry
compliance risk every day.

DepositClear is designed with the regulatory and operational standards that UK letting agencies require.

Renters' Rights Act Ready

Compliance rules updated for the Renters' Rights Act 2024 reforms. Every tenancy is checked against current statutory requirements, not last year's legislation.

Immutable Evidence Chain

Check-in and check-out reports are locked on finalisation. Photos carry EXIF metadata. Signatures carry IP and timestamp. The evidence chain is tamper-evident from day one.

6-Year Data Retention

All tenancy records, evidence, and communications are archived for the UK statutory 6-year period. Access-controlled, downloadable, and audit-logged — ready for any regulatory inquiry.

Multi-Branch, Multi-Role

Branch-level portfolio structure with granular role-based access. Property managers, negotiators, branch managers, and finance each see exactly what they need — and nothing they shouldn't.

Questions

Asked before you
had to ask.

Which UK deposit schemes does DepositClear integrate with?

DepositClear integrates directly with all three UK government-authorised deposit protection schemes: TDS (Tenancy Deposit Scheme), mydeposits, and DPS (Deposit Protection Service). The integration allows you to auto-verify registrations, pull scheme reference numbers, and initiate adjudication referrals directly from the platform — without visiting each scheme's portal separately.

Does DepositClear work with our existing property management software?

DepositClear offers bi-directional sync with major UK property management platforms including Reapit, Jupix, Fixflo, and Arthur Online. This eliminates double data entry on day one. Agencies not using one of these PMS platforms can import their existing portfolio via CSV — the bulk import tool handles properties and tenancies with validation, error reporting, and duplicate detection.

How does the AI deduction assessment work in practice?

When a check-out report is finalised, the AI engine analyses check-in versus check-out photos using computer vision and a language model trained on tenancy deduction standards. It recommends fair deduction amounts for each item, flags disputed items, and suggests fair wear and tear adjustments based on the length of the tenancy. Your agents then review each recommendation and can override any figure before anything is sent to the tenant. The AI assists — your team decides.

What happens if a tenant disputes a deduction and it goes to adjudication?

DepositClear generates a one-click adjudication evidence bundle: a fully formatted PDF containing the check-in report, check-out report, all photos with EXIF metadata, the deduction schedule, contractor invoices, and the complete correspondence log — formatted to the submission requirements of whichever scheme (TDS, mydeposits, or DPS) holds the deposit. You can submit the referral directly through DepositClear's scheme integration without visiting the scheme portal.

Is DepositClear compliant with the Renters' Rights Act 2024?

Yes. The compliance engine is built specifically around the Renters' Rights Act 2024 reforms, as well as the Housing Act 2004's existing deposit protection requirements. The platform checks deposit protection deadlines (30 days), prescribed information requirements, section 21 validity, and the new Renters' Rights Act rules — surfacing a compliance score and specific remediation steps per tenancy. When regulations change, the in-app compliance help and notification system pushes updates to your team.

Does the tenant need to create an account to respond to a deduction?

No. Tenants access their portal via a secure magic link sent to their email — no account, no password, no app download required. From their mobile-responsive portal they can view the tenancy details, review the deduction schedule with photo evidence, accept or dispute individual line items with a written response, upload counter-evidence, and track the dispute status. The landlord portal works the same way — magic link only, no login required.

How does multi-branch support work for larger agencies?

DepositClear supports full branch and portfolio structure for multi-branch agencies. Properties and tenancies are assigned to branches; agents are assigned to branches with their specific role (Property Manager, Negotiator, Branch Manager, Finance). Branch managers get branch-level reporting and compliance views. Agency directors get the full org-level analytics and compliance audit reports. Further details on enterprise configuration available on request.

Early Access · UK Letting Agents Only

Stop managing
deposit disputes.
Start preventing them.

Join the waitlist for early access. We're onboarding UK letting agencies now — if you carry compliance risk for other people's deposits, this was built for you.

No obligation. No payment details required to join the waitlist.

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