AI support desk for estate agencies and property managers
Tenants and landlords write to the agency about everything: a rent receipt, a notice, a leak, the management statement. The agent answers the recurring by reading your property-management software, and routes genuine emergencies to the right manager.
In your day-to-day
- 01
Immediate sending of rent receipts and service-charge statements at the tenant’s request.
- 02
Answers to tenants’ recurring questions: notice periods, check-out inspection arrangements, service-charge reconciliation.
- 03
Repair requests (leak, boiler failure): urgency qualified, photos collected, and the case handed to the manager with the property file.
A typical scenario
Five people, sales and lettings combined, and a phone that never stops: in this typical agency, a tenant’s question and a landlord’s call cut in front of the sales appointment in progress.
- 01
7:30 PM: a tenant needs her rent receipt for a housing-benefit file before midnight — the agent generates it on the right lease and sends it within the minute.
- 02
The next day, a landlord asks whether October’s rent has come in: the answer is read straight from his owner account, with the collection date — without disturbing the manager.
- 03
An applicant fresh from a viewing asks for the property’s surveys: energy rating and reports sent at once, while the substantive question — is the price negotiable? — goes to the negotiator with context.
What changes
The phone stops dictating the team’s day: the factual answers itself, and whatever commits the agency — a price, a disputed notice, a dispute — reaches the right person prepared.
Order of magnitude
Working assumptions
- →around sixty requests a day, tenants and landlords combined
- →two thirds purely factual: receipts, collections, documents, procedures
- →an average of 4 minutes’ handling each
Roughly 40 answers a day given without tying up the team — close to 3 daily hours returned to viewings, valuations and signatures, the heart of the trade. An order of magnitude, to be measured on your actual switchboard.
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
The agent learns your business
It is fed your real sources: FAQ, documentation, ticket history, business rules. It only answers what it can source — no improvising.
- 2
Autonomous resolution, fenced
Recurring requests — tracking, invoices, procedures — are resolved end to end. Anything outside the fence goes to the human queue with a sourced draft reply already written.
- 3
Supervision and continuous improvement
Every conversation is reviewed by our engineers in the first weeks. The autonomous-resolution rate rises as the agent earns reliability — never the other way round.
Typical results
60%
of tickets resolved with no human involved, observed in production
3 min
first response, 24/7
×3
handling capacity for the same team
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Can the agent call out a contractor on its own in an emergency?+
Only within the frame you set: for a genuine emergency (major leak, no heating in winter) and under a spending cap approved per property or per landlord, it can engage your listed contractor. Beyond that, it alerts the manager — within minutes, not the next day.
Can landlords query it too?+
Yes: owner-account balance, rents collected, works in progress on their properties — the agent answers with the real data from your management software. Questions of asset strategy or letting policy go to the manager.
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.
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