Applicant enquiries and viewings
Capture enquiries from every portal and channel into one place, qualify them against your criteria, book and confirm viewings, and make sure nobody falls into the gap between enquiry and follow-up.
Letting agency automation
Automation built around how a letting agency actually runs.
A letting agency moves a remarkable amount of information every day: applicants, viewings, references, tenancies, rent, repairs, certificates and landlord statements. We connect the systems that hold it, automate the repetitive steps between them and build the pieces that are missing.
01 The lettings reality
Busier than ever, and every tenancy takes more admin than it should.
Most letting agencies already have the tools. A lettings CRM or property management platform, a referencing provider, an accounts or client accounting package, Microsoft 365 or Google Workspace, a shared drive, portal feeds and, inevitably, a few spreadsheets that hold the rest together.
Each of those works. What rarely works is the space between them. A tenancy passes through a dozen hands and half a dozen systems on its way from first enquiry to move-in, and at almost every step somebody is copying, checking or chasing.
That is not a sign of a poorly run agency. It is what happens when a way of working built around a few hundred tenancies is now carrying many more, with the same people doing the joining-up.
Sound familiar?
- 01
An applicant enquiry arrives from a portal, is re-typed into the CRM, then a viewing is arranged by email and confirmed by text.
- 02
Referencing results land in one inbox and have to be found, saved and updated against the tenancy by hand.
- 03
Tenancy progression lives in a spreadsheet because no single system shows where every let actually is.
- 04
Renewal dates are checked by someone scrolling through a list at the start of each month.
- 05
Arrears are chased when somebody notices, rather than the day the rent is late.
- 06
Landlord statements and monthly reporting take a day of assembling figures from two systems.
02 What we’d typically look at
Where a letting agency’s hours usually go.
These are the parts of a lettings operation where we most often find connected systems and automation paying for themselves. They are examples, not a package.
Applications and referencing paperwork
Collect applications, route supporting documents to the right tenancy record and pull the key details out of referencing reports, flagged for a human check. Your team keeps the decision; the system keeps the paperwork in order.
Tenancy progression
A single, live view of where every let is, from offer to move-in, with the next action and its owner visible, instead of a spreadsheet updated from memory.
Renewals, notices and key dates
Track fixed-term end dates, notice periods, inspections and certificate renewals, and surface what needs attention weeks before it becomes urgent. The responsibility stays with your team; the diary stops relying on memory.
Rent and arrears
Connect rent receipts to tenancy records so late payments are flagged the day they happen, standard first reminders are drafted for review, and escalations are visible to the right person.
Maintenance and inspections
Turn tenant repair reports into properly categorised jobs linked to the right property, landlord and contractor, with updates flowing back to everyone who needs them.
Landlord statements and reporting
Assemble the figures from your accounts and lettings systems automatically so statements and monthly management reports are produced rather than compiled.
The actual list for your agency comes out of discovery. If your agency also manages the properties it lets, our property management automation page covers maintenance, compliance and landlord reporting in more depth, and you can see more examples of what this looks like in practice on the home page.
03 How we’d approach it
Start with your lettings process, not with software.
We keep the systems your negotiators and property managers already know. In most cases we work around and alongside your CRM and accounts package rather than replacing them.
- 01
Understand
We start with the business, not the technology. Through discovery and observation we learn how work actually moves through your company, which systems are involved and where the friction is.
- 02
Identify
We identify where better connections, automation or software would produce meaningful operational value, and prioritise by practical impact rather than technical novelty.
- 03
Build
We design and implement the agreed solution, integrating with your existing systems wherever sensible and keeping disruption to normal operations to a minimum.
- 04
Improve
We watch how the system performs in the real business and keep improving it as your requirements evolve. This is a partnership, not a hand-over.
Can you connect to our lettings CRM?
Potentially, yes. It depends on the platform and on the access or APIs it provides. Many lettings and property management platforms offer an API; others offer exports, scheduled reports or notification emails we can work from.
We assess this honestly during discovery rather than promising a connection we have not confirmed. Where a direct integration is not possible, there is usually still a reliable way to move the information.
Do our negotiators and property managers have to change how they work?
The aim is fewer steps, not new ones. We adapt the technology to the way your agency already operates. Where a small change to a process would remove a lot of admin, we will say so, but it remains your call.
Will this help us keep on top of compliance dates?
It can track the dates, attach the evidence and surface what is coming up well before it is due. What it does not do is take on the responsibility. Compliance remains a matter for your team and its professional judgement; the system makes sure nothing depends on somebody remembering.
We are a small agency. Is this realistic for us?
Our focus is growing agencies where administration has started to hold the business back. Scope is set to the problem rather than to a fixed package, and modern development methods have made focused systems considerably more accessible than they used to be. Not everything is cheap, but this is no longer something only the large chains can justify.
Discovery call
Let’s look at where your lettings hours are going.
Bring nothing but a description of how a tenancy moves through your agency today, from enquiry to move-in and beyond. We’ll help identify where connected systems and automation would make the biggest difference.
- No preparation needed
- No presentation, no pitch deck
- Honest view on whether we can help