Client portal for estate agencies and property managers
The landlord wants to know whether the rent came in and how the works are going; the seller wants to know how many viewings their property had. The portal shows them their slice of your software, live — and your phone rings less.
In your day-to-day
- 01
Landlord space: rents collected, management statements, works in progress, property documents — without calling the manager.
- 02
Seller space: viewings done, applicant feedback, offers received — the weekly update happens by itself.
- 03
Tenant space: rent receipts, service-charge statements, repair requests with progress tracking.
A typical scenario
Three hundred and fifty landlord clients and some forty active sellers: in this typical agency, on the 10th of the month the switchboard does only one thing — confirm the rents have arrived.
- 01
On the 10th, every landlord checks their collections in their own space instead of calling; the monthly switchboard peak flattens by itself.
- 02
A seller opens the feedback from the week’s five viewings — reviewed by the negotiator before publication — and understands, numbers in hand, why the price deserves a discussion.
- 03
A tenant follows her repair request: contractor appointed, appointment set, photos of the work — three calls that never happen.
What changes
Transparency becomes a mandate-winning argument: the landlord watches their property live, the seller watches the agency work — and the team works instead of narrating it.
Order of magnitude
Working assumptions
- →350 landlord clients
- →roughly one factual call per landlord per month (collection, statement, works)
- →an average of 5 minutes per call
In the region of 350 monthly calls shifting to the portal — close to 30 handling hours returned each month, a full manager-week reinvested in the portfolio. An estimate before the seller effect, which comes on top.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
Portal leads arrive in the evening and at weekends; by the time you call back, the prospect has already viewed elsewhere.
- →
Rent arrears slide because chasing is unpleasant, time-consuming and legally framed — so it gets postponed to tomorrow.
- →
The agency inbox mixes tenants, landlords, contractors and prospects — and the real problems surface late.
How it works
- 1
Plugged into your tools, not a second entry
The portal reads live from your project-management tool, your CRM, your invoicing. Your team works as before; the client sees their slice, always current.
- 2
Approval built in
The client approves deliverables directly in the portal — an entire email thread disappears per revision round. Every approval is dated and traced.
- 3
Access walled by construction
Each client account reaches only its own projects and documents — never a neighbour’s. Minimal rights, every view logged: compliant by design, not by patch.
Typical results
-80%
“where is my project?” emails, typical order of magnitude
24/7
clients check on their own, whenever suits them
4-6 wks
to a first useful version in production
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Isn’t showing sellers the viewing feedback commercially risky?+
You choose what the portal exposes: feedback can be published as is, rephrased, or approved by the negotiator before publication. Experience shows an informed seller accepts a price adjustment better than a seller left in silence.
Does the portal replace sending the management statements?+
It complements them: formal statements continue at the mandate’s rhythm, but the landlord checks between two deadlines instead of calling. And every document stays permanently available — no more duplicate requests.
Is this the problem eating your team’s time?
Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.
Get my free diagnosticFree resource
Get the self-assessment grid for your sector
Sales, admin, support, operations: the 20 tasks AI agents already handle in SMEs — with, for each one, the tell-tale sign that your team is concerned.