The problems we hear most from letting and estate agents
- Maintenance requests arriving by email, text and phone get logged inconsistently, if at all.
- Compliance dates kept on a spreadsheet only get noticed once they're already overdue.
- Tenancy agreements and sales particulars get retyped from the last one rather than generated properly.
What we typically set up for property businesses
- A CRM that logs every maintenance request, enquiry and renewal in one place, visible to the whole team rather than one person's inbox.
- Document automation for tenancy agreements, inventories and renewal paperwork, generated from a template rather than retyped each time.
- Compliance reminders, so gas safety certificates, EPCs and deposit protection deadlines get flagged well before they're due, not after.
- Security and data handling set up properly around tenant and landlord information, which includes financial and personal details that need careful treatment under UK GDPR.
If you already use property management software such as Reapit, Alto or Arthur, we connect your website and workflows into that rather than duplicating what it already does well.
A typical setup
Here's a hypothetical walkthrough for a small letting agency: a tenant reports a maintenance issue through a simple form on the website rather than a phone call, and it lands straight in the CRM as a logged job, visible to whoever's on shift. An automatic message confirms it's been received and gives a rough idea of next steps, so the tenant isn't left wondering.
Behind the scenes, a reminder system tracks compliance dates across every property on the books, flagging a gas safety certificate or EPC renewal several weeks before it's due rather than the week it expires. When a tenancy's renewed, the agreement is generated automatically from a template with the right names, dates and rent already filled in, rather than retyped from last year's version. Landlords get a short, regular update pulled from the same system, so "what's happening with my property" has a straightforward answer rather than a round of phone calls.
Tools we often work with in this sector
We're comfortable working with Reapit, Alto, Arthur and similar property management platforms, along with Xero or QuickBooks for the accounts side. Where you've got a genuine system already in place, we build around it; where compliance tracking or maintenance logging is still living in spreadsheets and inboxes, that's usually the first thing worth fixing.
Useful reading
- A cyber security checklist for small businesses
- 7 signs your business has outgrown spreadsheets
- How to choose a CRM for a small business
- Using ChatGPT and Copilot safely: a UK GDPR guide
See our pricing for guide figures, or start your project and tell us what's slipping through the cracks.