What I see in agencies
Where the time goes
Every independent agency I speak to describes some version of the same week.
Enquiries arrive in the evening and at weekends, and by morning the applicant has booked a viewing somewhere else.
The Renters' Rights Act has added admin to every tenancy, and it lands on people who were already busy.
Gas safety, electrical and EPC renewal dates live in a spreadsheet, a diary or somebody's head.
Buyers and vendors ring for progress updates that could have been sent to them automatically.
The way in
Safe first, then the enquiries
Agency staff are using AI to write listings and reply to emails already, often with client details in the prompt. So I start where I start with every firm: find out what's in use, agree what's allowed, then put AI to work on the enquiries you're losing.
The audit
What's in use, what it touches, and where enquiries are slipping through.
The rules
Approved tools, a one-page policy and a short session for the team.
The enquiries
An instant responder and an optional out-of-hours line, linked to your CRM.
Win more work
Enquiries answered while you're at home
Every enquiry answered in minutes
Portal and website enquiries get a reply straight away, with a viewing slot offered from your diary. Instant Enquiry Responder, from £1,950.
Out-of-hours calls that book viewings
Calls after hours are answered, logged and followed up, with anything urgent flagged. AI Receptionist, from £2,450 plus call costs.
Reviews and referrals
Reviews asked for at completion and at the end of a good tenancy, when people are happiest to give them. From £1,500.
Save time
Compliance dates and progress updates, handled
Renewals and certificates
Gas safety, electrical checks, EPCs and tenancy renewals tracked, with a warning before anything lapses. Deadline and Renewal Engine, £1,950.
Renters' Rights Act admin
The new paperwork turned into a repeatable process, with every step tracked. I don't give legal advice on the Act.
Progress updates people read
Updates sent automatically at each milestone of a sale, so the phone rings less. Progress Updater, from £1,950.
Governance
Your clients' data, handled properly
Agencies hold a lot of personal information about landlords, tenants, buyers and sellers. Every rollout includes a one-page AI policy, an approved tools register, a usage log and a clear rule about what never goes into an AI tool.
Consumer contact follows the marketing rules, so outreach leans on your own contacts and content rather than cold messages to the public.
General guidance, not legal advice. Your compliance lead or redress scheme guidance comes first.
What I'd do in your agency
An example, start to finish
It's 7.40 on a Tuesday evening and an enquiry comes in from the portal for a two-bedroom flat to let. Within a minute the applicant gets a reply from your agency, answering the obvious questions and asking the ones you always ask. They pick a viewing slot from your diary. The enquiry, their answers and the booking land in your CRM. At nine the next morning your negotiator sees a confirmed viewing instead of an unread email from someone who has already gone elsewhere.
What it costs
Fixed prices for agencies
Software you already use
Working with the CRM you already run
I work with the systems agencies already run, including Alto, Reapit, Jupix and Street, and with enquiries from Rightmove, Zoopla and OnTheMarket.
If your CRM already does something well, I'll switch it on properly rather than build a copy. If you're halfway through changing CRM, we should wait until you've finished.
When no pack fits
A portal for your landlords or vendors
Some agencies want something nobody sells: a landlord portal showing every certificate and payment, or a vendor dashboard with live sale progress. I build those, starting with a working prototype for £1,950.
Questions