Your referencing chased, certificates tracked, landlord reports sent, every enquiry followed up — done for your branches, and nothing sends without your sign-off.
A managed back-office service for multi-branch letting agencies. We set it up and run it for you — for less than half the cost of a £30–40k admin hire.
Email, spreadsheets, your current CRM. Nothing to install or migrate.
Every outbound message waits for your sign-off before it sends.
What was chased, what came back, what's waiting, what's blocked.
Who this is for
The five workflows we run for you
1. Referencing chasing
Applicants, guarantors and referencing providers chased until the file is complete — so lets stop stalling on a form nobody returned.
2. Compliance certificate tracking
Gas safety, EICR and EPC expiry dates tracked across the whole book, with renewals chased before anything lapses.
3. Landlord monthly reports
A written monthly report prepared for each landlord and sent on schedule — with your sign-off — so landlords stop wondering what's happening.
4. Enquiry follow-up
Every applicant enquiry acknowledged and followed up until it becomes a viewing or is properly closed — none quietly dropped.
5. Tenancy renewal reminders
Upcoming renewal and rent-review dates flagged and chased early, so tenancies are spoken to before they drift.
Always included
Runs on your existing systems, every send approval-gated, and a weekly written record of everything handled, waiting and blocked.
How it works
We start with one workflow — usually the one leaking the most hours — and capture your rules: who may be contacted, what wording to use, what needs escalating, and what must never be promised.
The workflows are run by Andy using AI agents under his direct control — nothing sends without your sign-off. You are not buying software to learn; you are buying the running of it. Drafts are prepared in your agency's voice, queued for your approval, sent once you say yes, and logged.
Every week you get a written record: what was chased, what came back, what is still waiting, and what is blocked. If a workflow proves itself, we add the next one.
What the setup includes
- Your process, templates and wording captured privately
- Contact and approval rules per workflow
- Runs on your existing email, spreadsheets and CRM
- Every outbound message queued for sign-off
- Weekly written record of handled / waiting / blocked
- Scope conversation before any new workflow is added
Pricing — a ladder, not a leap
Admin-Leak Audit
A 30-minute call plus a written report within 5 working days pricing every leak we find: unchased references, lapsed certificates, missed enquiries, stalled renewals. If it's not worth it, full refund. The £499 is credited in full against your pilot.
Fixed-scope pilot
One workflow set up and run across your branches, fixed price, outcome-guaranteed: the agreed hours back each week, or your money back. Your £499 audit fee is credited in full.
Ongoing running
We keep the proven workflows running across your branches — approval-gated, on your systems, with the weekly written record. Monthly rolling.
The comparison that matters: a full-time lettings administrator costs £30–40k a year before you've covered holidays, sickness and turnover. This service does the chasing for less than half that — and it never gets busy, never goes on leave, and puts everything it did in writing.
Example first four weeks
30-minute call, then a written report pricing each leak in your book: references, certificates, enquiries, renewals.
We agree the one workflow with the biggest leak, the rules around it, and the hours-back target.
Chasers drafted in your voice, queued for your sign-off, sent when approved, logged.
Weekly written record against the agreed target. Hours back or your money back.
Letting-agency back-office — FAQs
What does the service actually do?
Five named workflows, run for you: referencing chasing, compliance certificate tracking (gas safety, EICR, EPC), landlord monthly reports, enquiry follow-up, and tenancy renewal reminders. Runs on your existing systems, approval-gated, with a weekly written record.
Does anything get sent without our approval?
No. Every message to an applicant, tenant, landlord or referencing provider is queued for your approval before it sends. Nothing sends without your sign-off.
Do we need to change our CRM or lettings software?
No. The service runs on your existing systems — email, spreadsheets and whatever CRM you already use. Nothing to install, migrate or retrain staff on.
Who actually does the work?
The workflows are run by Andy using AI agents under his direct control — nothing sends without your sign-off. You deal with one named, accountable person, and every action is logged in the weekly written record.
Does it replace our negotiators or property managers?
No. It removes the repeated chasing, tracking and report-writing — not the judgement or the relationships. Your team decides what is said; the service makes sure it actually gets said, on time.
How much does it cost?
A £499 Admin-Leak Audit first (refund-guaranteed, credited in full against your pilot), then a fixed-scope pilot at £1,500–£3,000 — outcome-guaranteed: the agreed hours back each week, or your money back — then ongoing running at £1,500–£2,500 per month. Less than half the cost of a £30–40k admin hire.
Price the leak before you spend anything real.
The £499 Admin-Leak Audit is a 30-minute call plus a written report within 5 working days pricing every leak we find — unchased references, lapsed certificates, missed enquiries, stalled renewals. If it's not worth it, full refund. The £499 is credited in full against your pilot. From there, the pilot and ongoing running together cost less than half a £30–40k admin hire.
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