Automated reporting for estate agencies and property managers

Mandates signed, viewings done, offers pending on one side; collections, arrears, vacancy on the other: an agency’s numbers live between the sales software, the management software and spreadsheets. The agent delivers the overall view every morning.

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In your day-to-day

Morning sales brief: new leads per listing, yesterday’s viewings, offers awaiting response, mandates with no viewing for two weeks.

Monthly management picture: collection rate, arrears in progress by reminder stage, vacancy per property, service-charge reconciliations due.

Tracking of mandates nearing expiry — sales and management — to prepare the renewal before the owner starts wondering.

A typical scenario

Sales on one side, lettings on the other, three spreadsheets in between: in this typical agency, the director prepares Monday’s meeting on Sunday evening — and steers a week behind.

01
Monday 7 AM, the brief crosses both activities: leads per listing, viewings and offers on the sales side; collection rate, vacancy and chasing in progress on the management side.
02
An exclusive mandate has had no viewing for twelve days: flagged with its enquiry history before the seller calls — the price adjustment gets discussed calmly.
03
On Friday, the month’s landlord statements are ready as raw material: collections, works, situation per unit — the manager approves instead of compiling.

What changes

The Monday meeting starts from the morning’s numbers, not last week’s — and the director’s Sunday evenings become Sunday evenings again.

Order of magnitude

Working assumptions

→3 hours of weekly consolidation (spreadsheets, exports, meeting preparation)
→47 weeks a year

In the region of 140 director hours a year returned to selling and managing — plus what no spreadsheet ever gave: the crossed signals between sales and lettings, like the satisfied landlord who might entrust a sale. An estimate.

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

Connected to your sources

Accounting, CRM, bank, e-commerce, spreadsheets: the agent reads your existing tools, read-only. Your numbers stay with you.

Automatic perspective

A number alone says nothing. The agent compares to yesterday, to the same period last year, to your target — and qualifies the gap: normal, watch, act.

Brief where you actually read

Email, WhatsApp, Slack: the brief lands every morning where you really read. Three lines when all is well, a deep-dive when something drifts.

Typical results

2 min

to read the morning brief, full picture included

1 d → 0

human time per reporting cycle

D-30 → D-1

drift detection: as it happens, not at close

Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.

Frequently asked questions

Can it also produce the statements sent to landlords?+

It prepares the material: collections, expenses, works, property situation — formatted and ready for the manager to approve. Human validation remains the rule for any document leaving for a landlord.

Sales and management run on different software — is that a problem?+

No, it is the most common setup: the agent reads both, and that is exactly where it earns its keep — the synthesis nobody has time to do, including crossed signals, like a landlord whose management mandate runs well and who might entrust a sale.

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.