AI for estate agents, letting agents and property managers
We automate the admin around sales and lettings: portal enquiries answered and logged, viewings booked and feedback chased, sales progression, compliance certificate renewals and maintenance requests. Your negotiators and property managers keep every decision, and we build around the Welsh rules as well as the English ones.
Most of an agent’s day is chasing
Every sale and every let sets off a chain of chasing: applicants, vendors, landlords, contract-holders, solicitors, lenders and contractors.
Your CRM holds the records, but much of the work happens around it: in shared inboxes, on the phone and in spreadsheets of certificate dates. That’s the work we automate, alongside the software you already use.
In Cardiff, student lets add their own rush: groups of sharers to reference, and HMO licences to keep track of. Welsh Government figures show Cardiff had 3,265 licensed houses in multiple occupation at 31 March 2025, more than any other council in Wales.
Through Alphabyte IT, our sister IT management company in Cardiff, we’ve worked with estate agents.
- 1Enquiry arrivesFrom Rightmove, Zoopla or your website
- 2AlphaOps automation reads itThe property, the applicant, what they asked
- 3Answered in minutesYour approved reply and viewing times, or a draft if it’s unusual
- 4Logged for the morningApplicant and requirements in your CRM, promising leads flagged
The admin around sales and lettings
Portal and website enquiries
Every enquiry acknowledged in minutes in your wording, requirements logged in your CRM, and promising applicants flagged to a negotiator.
Viewings and feedback
Times offered from the negotiator’s diary, reminders sent, then feedback chased and summarised for the vendor or landlord.
Sales progression
Solicitors, brokers and buyers chased at each milestone, replies read into your progression tracker, and weekly updates drafted for both sides.
Referencing and move-in paperwork
Application forms, referencing, guarantor details and ID chased for every sharer in a group, with the file assembled for whoever approves the let.
Compliance certificates
Gas safety records, electrical reports, EPCs and licences read as they arrive, logged with expiry dates, renewals booked ahead and copies sent on time.
Maintenance requests
Repair reports sorted by urgency, emergencies sent straight to a person, and routine jobs passed to your contractors.
Built around the rules you work to
We don’t give legal advice, but every automation follows the rules your agency works to, and Wales and England differ. These shape the work most:
- Occupation contracts. Since 1 December 2022, the Renting Homes (Wales) Act 2016 has replaced tenancies with occupation contracts. The contract-holder must get a written statement within 14 days of the occupation date.
- Rent Smart Wales. Landlords must register, and anyone doing letting or management work needs a licence, which lasts five years and requires training. Agents’ licences also require redress scheme membership and, where client money is held, client money protection.
- Redress in England. Letting agents and property managers must belong to a government-approved redress scheme, as estate agents must across the UK.
- Fitness for habitation. In Wales, an electrical condition report is needed at least every five years, smoke alarms must be mains-powered and interlinked on every storey, and carbon monoxide alarms are needed where there’s a gas, oil or solid fuel appliance. England’s rules differ.
- Gas safety and EPCs. Gas safety checks are needed every 12 months on both sides of the border. EPCs last ten years, and most private lets need at least an E, with a C planned by 2030.
- Applicants with children or on benefits. Discriminating against them became unlawful in England on 1 May 2026 and in Wales on 1 June 2026, including at the enquiry and viewing stage.
- Anti-money laundering. Estate agency businesses must register with HMRC for supervision, and due diligence covers the buyer as well as the seller once an offer is accepted.
- Listings. Leaving out material information a buyer needs can be a misleading omission under the Digital Markets, Competition and Consumers Act 2024.
Personal data handled properly
- No consumer AI. Applicant, tenant, landlord and buyer details never go into public chatbots.
- Business-grade AI under contract. We build with Anthropic’s Claude through its business service, which doesn’t train on customer data and is covered by a data processing agreement.
- In-house AI, coming soon. AI on our own hardware in Cardiff, for data that shouldn’t leave the building.
- People decide about people. Our automations organise referencing information, but never accept or reject an applicant. Under UK GDPR, significant decisions made solely by automated means carry extra safeguards, including the right to have a person review them.
- Only what’s needed. A contractor gets the address, the access arrangements and the job, not the whole tenancy file.
The standard pack, put to work in an agency
Both Monthly AI Support plans include our standard pack of automations, set up for your agency, plus four hours a month on Essentials (£459 + VAT) or eight on Growth (£859 + VAT) for work specific to you.
Inbox assistant
Sales, lettings and maintenance mailboxes sorted, portal leads separated from landlord and contractor email, and routine replies drafted for checking. Inbox automation
Call summaries and follow-ups
Calls summarised into the right record, and missed calls and promised callbacks turned into tasks. Where your phone system can’t record, a weekly report instead. Call analysis
Knowledge assistant
A new negotiator asks “what’s our process for a deposit dispute?” and gets the answer from your own procedures, with a link to the source. AI assistant
Staff onboarding
Onboarding videos and a new-starter journey with policy sign-offs and the manager’s checklist, including any training your licence requires.
Meeting minutes
Landlord reviews and team meetings on Teams turned into minutes and actions in your template. Less central for agents, but there when you need it.
Safe-use policy and dashboard
An AI safe-use policy agreed at set-up, so staff know what tenant data can go where, and an AI dashboard showing what’s running, in numbers, never content.
Plan hours usually go on agency-specific work: the compliance register, viewing feedback and progression chasers. Bigger builds that connect to your CRM, such as maintenance triage, are usually a single project at a fixed quote based on £145 + VAT an hour.
Questions agents ask us
Will it work with our CRM and the property portals?
Usually, yes. Portal enquiries arrive by email or straight into your CRM, and many agency CRMs can share information with other systems. Where yours can’t, we work through email and Microsoft 365 instead. The free audit checks what your software can do.
Can AI write our property descriptions?
It can draft one from your notes and the facts you hold, in your house style, but a person must check it. Descriptions mustn’t mislead, and leaving out material information can breach consumer law. AI can also invent details, so we build the draft to use only the facts you supply and to list anything missing.
Do you understand the Welsh rules?
We’re based in Cardiff, and we build around the Renting Homes (Wales) Act, Rent Smart Wales and the Welsh fitness-for-habitation rules as well as the English ones. We’re not lawyers, though. The automation follows your procedures, and compliance decisions stay with you and your advisers.
Will it reply to applicants without anyone checking?
Only where you’ve approved the wording, such as an acknowledgement with viewing times. Anything unusual, any complaint and anything that needs judgement is drafted for a person to check and send.
Is it worth it for a small independent agency?
Often, because small teams feel every lost hour. The free audit shows which automations would pay for themselves, and Monthly AI Support starts at £459 + VAT a month. We work with agencies across Wales, Bristol, Bath and the rest of the UK, mostly remotely.
Need your IT looked after too?
Alphabyte IT, our sister company, has looked after IT, security and support for businesses across South Wales since 2009.
How much of your week goes on chasing?
Find out in a free automation audit, with a plain-English report of where the savings are.
Book a Free Audit →