Letting agents
AI for letting agents: enquiries, viewings and paperwork
AI for letting agents. Tenant enquiries answered in minutes, viewings booked and repair reports logged, so your team spends its time on tenants and landlords.
The first call is free. Prices start from £495 for an audit, £1,500 for a build and £95 a month for support. You own what is built, or I run it for you.
What I can take off your hands
Enquiries answered fast
Portal and email enquiries get a reply with the property details and a choice of viewing slots, even at the weekend.
Viewings booked
Slots are offered from your shared calendar and confirmed, with a reminder before the viewing.
Repair reports sorted
Texts and photos are logged against the right property and sorted by urgency, with urgent ones passed to a person.
Paperwork chased
Reference and tenant paperwork requests go out and are chased on a schedule, and stop when the tenant replies.
A week, before and after
Where the time goes in a typical letting agent week, and what it could look like with the admin handled.
| The job | Now | With automation |
|---|---|---|
| Answering tenant enquiries | 2 hours a day across portals and email | Replies with viewing slots in minutes |
| Booking viewings | Back and forth by phone and text | Offered from the shared calendar |
| Logging repair reports | Texts and photos copied by hand | Logged against the property and sorted by urgency |
| Chasing references and paperwork | 3 hours a week | Requests sent and chased on a schedule |
| Remembering renewal dates | A spreadsheet someone checks | Reminders from your own dates |
How AI helps a letting agency
A letting agency's week is made of small, repeated messages. Is it still available, can I view on Saturday, are pets allowed, the boiler has stopped. Each one is quick to answer, but together they fill the day and the best enquiries are the ones that cool off while you are busy.
The first win is the enquiry. A reply goes out within minutes with the property details and a choice of viewing slots, and the details are logged. Anything about fees, contracts or a dispute goes to a person.
The second is the paperwork. References, tenant forms and certificate dates follow a pattern, so requests can go out and be chased on a schedule, with reminders built from your own records.
You stay responsible for how properties are managed. The AI answers from the information you give it, and anything it cannot answer comes to your team. It can be built in your own account and handed over, or I can run it for you on a monthly plan.
Where most letting agents start. Illustrative, not a client result.
Example project
A lettings agency with three staff and around 150 managed homes
Before
Tenant enquiries came in from portals, email and WhatsApp all day, and the same questions about rent, pets and move-in dates were answered by hand. Repair reports arrived as texts and photos, and chasing references and tenant paperwork took the rest of the week.
What could be built
- Portal and email enquiries get a reply within minutes, with the property details and a choice of viewing slots from the shared calendar
- Repair reports sent by text or photo are logged against the right property and sorted by how urgent they sound, with urgent ones passed to a person straight away
- Reference and paperwork requests go out, are chased on a schedule and stop when the tenant replies
- Certificate and tenancy dates from the agency's own records trigger a reminder to the team well before they are due
Could save
About 9 hours a week
Could free up around 9 hours a week across the team, and cut the time before an enquiry gets a first reply.
Example cost
£3,200 to build, then £95 a month
Time to build
4 weeks
Questions people ask
Is this for a small agency?
Yes. I work with owner-run businesses with one to twenty people, and a small lettings team feels this admin the most.
Will it replace my staff?
No. It takes over the repeat messages and chasing, so your team has more time for viewings, landlords and the tenants who need a person.
What does it cost?
Prices start from £1,500 for a build, and you get a written quote before I start. See the pricing page, or ask on a free call.
Does it work with our property management software?
I can connect Microsoft 365, Google Workspace and the other tools I work with, and most systems that can send and receive email or data. Tell me what you use on the first call and I will say whether I can connect it before you spend anything.
Can it deal with landlords as well as tenants?
Yes. Landlord enquiries can get their own reply and be passed to the right person. Anything about fees, contracts or a dispute goes to a member of your team rather than being answered by the AI.
What if a repair report is an emergency?
You decide which words and situations count as urgent. Those are passed to a named person straight away, and the tenant is told that someone is dealing with it. Your team stays responsible for how repairs are handled.
Do you sign a data processing agreement?
Yes. I'll sign a data processing agreement if you need one. I also hold professional indemnity insurance. Before any work starts we agree in writing what data is handled and where it goes.
How it is delivered Your choice.
I build it in your own n8n, Make or Zapier account and hand it over with written instructions. The accounts are in your name. Run it yourself, or add support from £95 a month.
I host and manage it for you on a monthly care plan. You do not have to look after any of it, and I deal with it if something stops working. The monthly amount is in your quote.
Your data
- Your data is stored in the UK.
- The AI processing runs through business API accounts hosted in Europe.
- Those business accounts' terms say your data isn't used to train their models.
- I'll sign a data processing agreement if you ask.
- I hold professional indemnity insurance.
What’s the one job you’d
like off your list?
Tell me where the week goes: enquiries, viewings, repair reports, chasing paperwork. We will look at what to hand over first.
No preparation, no pressure. You’ll speak directly to Neil.