Operations watchdog for estate agencies and property managers
In a management portfolio, incidents ripen in silence: a rent uncollected on the 5th, a survey expiring, a tenant notice triggering a re-letting to prepare. The watchdog monitors the portfolio continuously and flags what needs action this week.
In your day-to-day
- 01
Alerts on rents uncollected by the date you set, even before the reminder sequence starts.
- 02
Monitoring of expiring surveys — energy, electrical, gas — property by property, with the time left to renew before re-letting.
- 03
Tenant notices flagged with the action list to launch: check-out inspection, re-letting, rent revision under the applicable rules.
A typical scenario
Six hundred units, three managers, and incidents ripening between the software’s modules: in this typical firm, what is not in the monthly review does not exist — until the day it very much does.
- 01
On Monday, the watchdog crosses a tenant’s notice with an expired energy rating on the same unit: no re-letting without renewing the survey — the manager has six weeks to order it instead of discovering it at the inspection.
- 02
It spots a building with no service-charge reconciliation for eighteen months and flags it before time limits complicate recovery.
- 03
Three units empty for two months in the same residence: the gap against the portfolio’s normal vacancy triggers an alert — a price, condition or photo problem, but a problem.
What changes
Incidents get handled when they are born, not when they blow up; the monthly review becomes a confirmation rather than a session of discoveries.
Order of magnitude
Working assumptions
- →600 units watched daily
- →a monthly human review as the only previous safety net
Drifts detected within a day instead of waiting for the next review — up to three weeks’ head start on every slipping file, be it a rent, a survey or abnormal vacancy. A structural estimate: the gap comes from the watch rhythm, not from a volume assumption.
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
Continuous watch over your flows
Stock, orders, deliveries, payments, queues, systems: the watchdog reads your tools continuously and learns each flow’s normal behaviour.
- 2
Signal, not noise
A seasonal variation is not an anomaly. The watchdog qualifies each gap — normal, watch, incident — and only alerts when action is useful. That triage is what keeps alerts trusted.
- 3
The right person, with context
The alert reaches the person who can act, with the diagnosis: what, since when, how big, and first leads. Escalation is automatic if nobody acknowledges.
Typical results
4 min
from anomaly to alert, observed in production
24/7
watching, nights and weekends included
÷10
alert volume, thanks to signal/noise triage
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Our management software already has alerts — what is the difference?+
Your alerts each ring in their own module, on fixed thresholds, and end up ignored. The watchdog crosses signals — arrears from a tenant whose lease is renewing, an expired survey on a property under notice — and ranks what needs action this week.
Can it also watch the sales side?+
Yes: mandates with no viewing beyond a threshold you set, exclusives nearing their term, offers without a response, financing files pending at the notary. Anything that sleeps too long ends up costing a mandate.
Is this the problem eating your team’s time?
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