Automation for Property & Estate Agents

Every viewing confirmed. Every tenancy document sent. Every landlord updated. Without your team lifting a finger.

Residential sales agents, lettings managers, property management companies — your day is a constant stream of viewing requests, tenancy paperwork, maintenance tickets, landlord reports, and inspection scheduling. Each one a small task. All of them together, consuming your entire team. We automate the repeatable work that makes up the majority of your operational week — so your agents can focus on winning instructions, building relationships, and closing deals.

Submit a Process your want Automated
Works with Re-Leased, PropertyMe, Salesforce, Yardi
Tenancy workflow automation
Live in 2–4 weeks
Grow Digital approved
Cork-based Irish team

What does property automation actually look like day to day?

In a busy estate agency or lettings business, the same processes repeat hundreds of times a year. A viewing request comes in from Daft or MyHome — someone has to confirm it, send details, send a reminder, follow up afterwards. A tenancy starts — someone has to generate the lease, collect signatures, set up the rent reminder schedule, file the deposit documentation. A maintenance request comes in from a tenant — someone has to log it, contact a contractor, update the landlord, confirm completion. An inspection is due — someone has to schedule it, notify the tenant, complete the report, send it to the landlord. Every one of these processes follows the same pattern every time. And every one of them can be automated — so the process runs perfectly every time without your team manually managing any step.

What does property automation actually look like day to day

Here is exactly what we automate for property & estate agents businesses — and what it means for your week.

Every solution below is built to connect to the systems you already use. Nothing new to learn. Just the same process you run today — with the manual steps removed.

Viewing management — from enquiry to follow-up

BEFORE:
Enquiry arrives from Daft or MyHome. Someone replies manually, confirms a time, sends the address, sets a reminder in their diary, follows up afterwards. 6–8 manual touchpoints per viewing.
AFTER:
Enquiry triggers an automated confirmation. Reminder sent 2 hours before. After the viewing, a feedback request and follow-up sequence fires automatically. If the viewer is interested, a qualification flow begins.

Tenancy document generation — one click, not two hours

BEFORE:
New tenancy agreed. Someone opens the lease template, fills in the tenant name, property address, rent amount, start date, break clauses. Checks it. Sends it. Chases for signature. Files the signed copy.
AFTER:
New tenancy details confirmed in the system. Lease generated automatically with all variables populated. Sent for digital signature. Signed copy filed in the tenant and landlord records automatically.

Rent reminder and arrears management

BEFORE:
Rent due dates tracked manually or in spreadsheets. Reminder calls and emails sent when someone gets to them. Arrears chased inconsistently. Landlord updates delayed.
AFTER:
Rent reminders go to tenants automatically 3 days before due date. Non-payment at day 1 triggers a payment reminder. Day 5 triggers an arrears notice. Landlord notified automatically at each stage.

Maintenance request intake and contractor dispatch

BEFORE:
Tenant reports a repair by phone or email. Agent logs it manually. Contacts a contractor. Waits for confirmation. Updates the tenant. Updates the landlord. Follows up on completion.
AFTER:
Tenant submits maintenance request via a portal form. Request logged automatically. Appropriate contractor notified. Tenant and landlord receive updates at each stage. Completion sign-off requested automatically.

Landlord reporting — automatic monthly summary

BEFORE:
Monthly landlord reports produced manually — rent received, any issues, upcoming renewals. Time-consuming to produce. Often delayed or skipped.
AFTER:
Monthly report generated automatically from system data — rent received, outstanding items, upcoming lease events, maintenance completed. Sent to each landlord on the same day every month.

Request an Initial Process Automation & see the Results

Outline Your Process

Tell us the one task costing your team the most time. We listen, ask the right questions, and build a clear picture of how your process works today.

We Map Your Solution

We design the automated workflow end to end — showing you exactly what will be automated, what connects to your existing systems, and what the result looks like before we build.

Implemented Within Weeks

We build, connect, and go live fast. Most automations are running within 2–4 weeks, saving your team hours from day one with zero disruption to your operations.

What property & estate agents businesses actually gain when the manual work is removed.

These results are typical for our clients in the first 4–8 weeks after go-live. The investment in automation typically pays back within 6–10 weeks through time savings alone — before accounting for faster customer response, fewer errors, and improved conversion rates.

13–20 hrs

saved per week on viewing management alone

15–30 hrs

saved monthly on tenancy document production

5 min

average maintenance request handling time

Monthly

landlord reports delivered automatically

We connect to the systems you already use. Nothing needs to change.

We plug automation into the tools your team already relies on every day — so there is no learning curve, no migration, and no disruption. Everything you already use keeps working exactly as it does now. It just gets a lot more done automatically.

Tradify

ServiceM8

Xero

Salesforce

Sage

Jotform

Make.com

Jotform

PandaDoc

DocuSign

Google Calendar

SMS via Twilio

HubSpot

Claude API

Stripe

Don’t see your system listed? We connect to hundreds of tools. Tell us what you use.

Lettings agency automates tenancy documentation and arrears management — saving 25 hours of admin per week.

With 180 managed properties, their property manager was spending 3 days a week on paperwork and chasing. Lease generation now takes 3 minutes instead of 90. Rent reminders go out automatically. Landlords receive monthly reports without anyone producing them manually. The property manager now focuses on growing the managed portfolio rather than administering the existing one.

25 hrs

Admin saved every week

3 min

To generate a complete lease

180

Properties managed by one person
Lettings agency automates tenancy documentation and arrears management — saving 25 hours of admin per week.

Common questions about automation for property & estate agents

Yes. We connect to Daft and MyHome enquiry feeds so leads from both portals land in your system automatically and trigger the viewing confirmation sequence immediately.
Yes — we build a branded maintenance portal for your tenants. Requests land in your system automatically with all the information needed to action them.
All tenant data handling is built to GDPR standards. Tenants provide consent through the automated flows, and data retention policies are built into the system from day one.
Ready to start?

How many properties could your team manage if the admin ran itself?

A free 30-minute call is all it takes. We will identify the process costing your property & estate agents business the most time, design the automation, and show you exactly what it would look like — before you spend a penny.
Submit a Process your want Automated