Custom systems / Letting agents
Custom business systems for letting agents and property managers
A letting agent juggles three sets of people: landlords, tenants and contractors, and everything that connects them. Tenancies, gas safety certificates, deposits and repairs all expire on different dates, and a missed one is a legal problem, not just an admin one.
Your week
The compliance date nobody saw coming
A tenancy ends on the 14th and the gas safety runs out on the 9th. The deposit was re-protected on time last year because you remembered. This year the spreadsheet was updated by whoever was covering reception, and the landlord finds out from a tenant. That is a fine and an instruction lost, over a date somebody should have been alerted about in June.
Who we would contact for you
The people we would ring on your behalf
We build this list from your area and the work you want, inside a radius you set. You approve every batch before anything goes out.
Self-managing landlords
Found from property adverts and landlord groups in your area, approached about fully managed services at a fixed rate.
Portfolio landlords
Landlords with four or more properties, who are tired of the admin long before they are tired of the rent, and buy relief.
Developers with new builds
Developers finishing plots to let, who need an agent before completion and stay for the management.
Company and overseas landlords
Landlords held in companies or living abroad, who cannot view, inspect or certify and need it done for them.
What the outreach would say
An example of what goes out
First message, sent under your name
"Hi [name], I run [agency] in [town]. I saw the two-bed on [road] is being let privately. If you would rather not field the calls, the viewings and the compliance yourself, we do fully managed at a fixed rate, and the gas safety, EPC and deposit dates all get tracked for you. Happy to send a sample landlord report pack."
Nothing goes out without you. You see the list, the wording and the replies, and the conversation stays yours.
Your maths
One sentence, in your numbers
One managed instruction a month across the year and the build is paid. Two instructions cover the yearly fee several times over.
What it looks like in the system
Your outreach call list
The list starts with the businesses nearest your base, and every call is logged with an outcome so nothing gets lost and nobody gets called twice by mistake.
blueprint / outreach / call list
6 contacts
Business
Contact
Area
Status
Private landlord, Mill Road
Daniel Roth
Hertford
Meeting booked for TuesdayPortfolio landlord, 6 flats
Sandra Ekwueme
Ware
Interested, fee sheet sentHartwell New Homes
James Pyle
Bishops Stortford
Left message, trying the sales officeSmithson Property Ltd
Nadia Kaur
Cheshunt
Callback booked for ThursdayProbate landlord, Bengeo
Via solicitor
Hertford
Letter sent to the solicitorOverseas landlord
Fergus Boyle
Hartham, Hertford
Wants a quoteSample rows. Your list is built from the real businesses inside your radius, and every call is logged with its outcome.
Where work gets lost
The four ways this trade leaks money
Tenancy, deposit and certificate dates tracked on spreadsheets, and one always slips.
Maintenance calls from tenants bounced between staff with no record of what was agreed.
Landlords chase you for updates because nothing shows them what's happening.
Contractors mess you about because there's no system holding them to it.
How the system brings in more work
Growth, first
Built around who this trade actually sells to.
- Automated outreach to landlords in your area who self-manage, about fully managed services.
- A call list of local landlords, closest first, with every outcome recorded.
- Automatic landlord report packs, so keeping you costs them no effort.
- A website that wins landlord instructions, not just tenant enquiries.
What else it handles
The operational side, sorted
Results
What it's done for real businesses
Real results for Letting agents businesses - coming soon. We only publish quotes and numbers we've been given permission to use.
Pricing
Plain numbers
The setup fee covers the build. The yearly fee covers hosting, monitoring, updates, fixes and support, cancellable with 30 days notice.
Website
£350 to build
£150 a year to run
For businesses with no website, or with one that isn't generating results.
- A website built for your trade, effective on iOS and Android
- Enquiry form feeding a database you own, not a lost inbox
- Automatic confirmation to anyone who enquires, so nobody goes quiet
- Google reviews pulled in automatically
- Set up to show for local searches in your area
£150 a year is less than most trade businesses spend on a single month of advertising that does nothing.
Website + Core System
£1,800 to build
£360 a year to run
You're already getting enquiries. This package makes sure none of them go to waste and brings in more on top.
Everything in Website, plus:
- Automated outreach contacting potential customers for you every day
- A prioritised call list so you always know who to ring next
- Quoting built around your own pricing, so quotes go out in minutes
- Job tracker showing what's booked, what's done and what's owed
- Automatic follow-ups to customers after a job
You pay once, you own it, and it keeps running whether or not you renew.
If it brings in one extra job a year, it's paid for itself.
Complete System
£3,500 to build
£600 a year to run
For businesses with staff, vans, or several jobs running at once.
Everything in Core, plus:
- Crew management and job assignment
- Clock in and out with location logged
- Photo-verified quality checklists on every job
- Certification and compliance tracking with renewal reminders
- Invoicing and payment tracking
- Reporting showing where work actually comes from
You pay once, you own it, and it keeps running whether or not you renew.
When the system has to be the operation
Rotas, compliance dates and staff logins across the whole business is a bigger shape than a fixed package. A Custom Build is priced after a call about your business: from £6,500 to build and from £1,200 a year to run.
See the Custom BuildBook a free 15-minute call
Book a call, or message us on WhatsApp. We answer between 8am and 6pm, Monday to Friday.