Leads arrive at night, tenants message at weekends and every listing touches six documents. Speed decides who wins.
Sound familiar?
- Portal leads answered the next day — by then they have booked elsewhere
- Viewings arranged by phone tag
- Maintenance requests lost between tenant, agent and contractor
- Tenancy agreements and reports assembled by hand
- Landlords chasing for updates
What we build
Enquiry and viewings assistant
Answers questions on a listing, qualifies the lead, books the viewing into the negotiator’s calendar and sends reminders — 24/7 on WhatsApp, web chat and email.
Maintenance triage agent
Reads the tenant’s message and photos, classifies urgency, assigns the contractor from your list, books access and keeps everyone updated.
Documents from one record
Tenancy agreements, inventories, inspection reports and owner statements generated from property and tenant data, signed and filed.
Portal, CRM and accounting integration
Listings, leads and payments synchronised between portals, your CRM and accounting, with alerts on failures.
An example workflow
Portal lead to booked viewing
A portal email arrives at 9pm; a negotiator calls the next morning and leaves a voicemail.
The assistant replies within a minute, answers the questions, qualifies budget and timing and books a viewing slot; the negotiator sees a qualified lead and a calendar entry.
What changes: leads booked while competitors sleep; fewer lost to speed.
Human review rules
- Nothing customer-facing — a reply, a document, a payment, a record change — leaves the business on an AI decision; a named person approves
- AI steps receive only the fields they need through business-tier APIs that do not train on your data
- Every workflow ships with logging, retries, alerts and an owner
- We say so when a form, a rule or a direct integration is the better answer
What it costs
Your workflows inventoried, risks listed, options priced. 5–8 working days.
A workflow sprint, intake system or integration, scoped in writing, live in two to five weeks.
Monitoring, fixes and a monthly health report. Cancel any month.
All prices in USD, fixed in writing before work starts. Nothing outside the agreed scope is worked on or billed without your written approval; anything that does not run as scoped is fixed free for 30 days after go-live.
Questions
Which property systems do you integrate with?
Rightmove, Zoopla and OnTheMarket lead emails; Reapit, Alto, Street, Arthur, AppFolio, Buildium, Propertyware; HubSpot and Zoho; Xero and QuickBooks; DocuSign and Dropbox Sign.
Can tenants speak to a person?
Always. The assistant handles the routine and hands anything sensitive or urgent to a named person with the full context.
Does it comply with tenancy and data rules?
Data stays in your systems; documents follow your templates and your legal review. We build to GDPR and document every data flow.
How fast is ‘fast’?
Portal enquiries get a reply within a minute, any hour. Viewings are booked into real availability.
Do you need access to our systems?
Only what the workflow touches, requested in writing, granted to a named account, documented and removable at any time. Credentials stay in your accounts; we never keep copies.
What if automation is not the right answer for us?
Then the review says so. Many problems are solved better by a form, a rule or a direct integration than by an AI model — and those cost less.
Do we own the workflows if we stop working with you?
Yes. Everything is built in your accounts and documented; leaving never means losing the system.
Next step
Request a Reliability Review and we confirm scope and price in writing within one working day — or map one workflow in the free Process X-ray first.