CRM
One CRM for sales and lettings
Every property, applicant, landlord and deal in one system, covering sales and lettings.
Most agencies run their day across a CRM that only really covers one side of the business, a spreadsheet for the rest, a paper checklist for compliance, and somebody's memory for the chasing.
So the deal that stalls, the tenancy that slips past its deposit deadline, and the buyer who never heard about the right house all have the same cause. Nothing was watching.
The fix
What it does
The CRM gives every property, buyer, tenant, landlord and vendor one living record, and tracks each deal from first enquiry to exchange or a signed tenancy. Sales and lettings, in the same system.
It does the watching for you. Every live buyer and tenant is scored against every property, 0 to 100 across eleven weighted factors, so a new listing arrives with a ready made list of who to call. A sale carries a 30 item progression checklist and a view of the whole chain. A tenancy carries its rent schedule, arrears, renewals and the statutory deadlines, including a flag when a deposit has not been protected inside the 30 days the law allows.
Every morning it sweeps the whole book: rent newly in arrears, compliance certificates about to expire, tenancies coming up for renewal. For each one it drafts the email or the task and puts it in a queue called Today. Nothing sends itself. A person reads each draft, approves it, and the email goes out from your own Gmail or Outlook, in your name.
And you can talk to it. Ask the assistant to register an applicant and it fills in the details from what you say, matches them against your listings, sends the properties and books the viewing, checking with you at every step.
- New enquiries
- Viewings and outcomes
- Offers
- Rent due dates
- Certificate expiries
Holds one record for everything
Every property, buyer, tenant, landlord and vendor lives in one place, with everything that ever happened to it on one timeline.
Checks everything every morning
Buyers scored against listings, deals against their checklists, rent and compliance against their deadlines, across the whole book.
Writes the chasing for you to approve
Overnight it drafts the emails and tasks that need doing and puts them in the Today queue. Nothing is sent until a person approves it.
Capabilities
What is in it
Every sale gets a checklist
A 30 item checklist on every sale, split vendor side and buyer side, from memo of sale to completion. Each item has an owner, a due date and a priority.
See the whole chain
Every linked sale above and below yours, each with its own progress on mortgage, survey, searches, enquiries and contract.
Create the Memorandum of Sale in one click
Generated from your own template with the deal's details filled in, then emailed to the vendor, the buyer and both solicitors in one step.
Every buyer scored against every property
Scored 0 to 100 across eleven weighted factors. Switch a factor off and the score recalculates in front of you.
The whole lettings side is in it
Rent schedules, arrears and chase logs, deposit protection, renewals, break clauses and Section 21 and Section 8 notice tracking, with ready made pre and post tenancy checklists.
Track every maintenance job
Log a job with a priority up to emergency, who is chasing it, the estimated and actual cost, and who pays, tenant or landlord.
One diary for the whole team
Day, week and month views with every negotiator side by side. A viewing only counts as confirmed once the negotiator, the attendee and the owner have all confirmed.
Speak to it instead of typing
Tell the assistant to register an applicant or book a viewing and it fills in the form, checks the diary for genuinely free slots, and confirms each step with you before saving anything.
Emails go from your own address
Everything the CRM writes lands as a draft in your own Gmail or Outlook. A person always presses send, in your name, from your own mailbox.
Send your listings to Rightmove and Zoopla
A live feed of your listings in the exact format each portal expects, from the same record you work in, using an access key you control.
Control who sees what
Build roles permission by permission. A negotiator can run viewings and offers without seeing finance, and people only ever see the branches they are given.
Find anything in one search
One keyboard shortcut searches every property and contact, jumps to any page, and reopens what you last looked at.
On the rules
The lettings side knows the UK deadlines. A deposit protected more than 30 days after the tenancy starts is flagged as late, which is the statutory deadline. A gas safety certificate gets its one year expiry calculated automatically, and certificates coming up for renewal are flagged ahead of time.
Getting started
How it works
Put your properties and people in
Properties, applicants, landlords, tenancies. Add them by form, or by telling the assistant.
It matches buyers and watches deadlines
Buyers scored against listings, deals against their checklists, tenancies against their deadlines.
Approve what it drafted overnight
The chasers, alerts and renewal proposals wait in the Today queue, each one needing your yes.
Emails go out from your own address
Approved emails land as drafts in your own Gmail or Outlook. A person always presses send.
Your listings go to the portals
Live listings feed Rightmove and Zoopla from the same record you work in.
Worth knowing
Nothing is sent without a person approving it
A CRM that emails your clients on its own is a liability, so this one is built the other way round. Every automated action, the arrears chaser, the compliance alert, the renewal proposal, lands as a draft in a queue called Today, and sits there until a person reads it and approves it.
Each automation is switched off until an administrator deliberately turns it on. And an approved email is not sent from some system address: it is drafted into your own Gmail or Outlook, and a person presses send, in your name, from your own mailbox.
Before you ask
Questions
Do we have to move off Reapit or Alto?
No. Talk to Reapit and Talk to Alto exist so you can keep the CRM you are on and still use the rest of the suite. Move across when this CRM has earned it, not because you have to.
Does it cover lettings as well as sales?
Yes, both sides in one system. Sales get offers, progression and the chain view. Lettings get tenancies, rent, arrears, deposits, renewals, notices and maintenance.
Can the AI send things without us knowing?
No. Everything it drafts waits in the Today queue for a person to approve, and each automation stays switched off until an administrator turns it on.
Who on the team sees what?
You decide, permission by permission. Roles are built from what a person's job needs, and people only see the branches they are given.
Can it feed Rightmove and Zoopla?
Yes. The CRM generates a live feed of your current listings in the format each portal expects, using a dedicated access key you control.
See your own pipeline in it
Thirty minutes, no slides. Bring something you are stuck on and we will put it through the tools while you watch.