1
After-hours landlord valuation enquiries
Landlords who ring or message in the evening or at weekends about letting a property. If nobody answers, some will instruct the agency that does.
- What AI takes over
- Answers any time, takes the property details, books the valuation straight into a valuer's diary and confirms it by text and email.
- What stays with your team
- The valuation itself and every fee conversation.
- The hard gain to measure
- Revenue we can trace: new instructions from valuations booked by the system, identified by booking reference.
- Rough size it
- Missed after-hours landlord calls a month × your average first-year fee = ______
2
Portal and website applicant enquiries
Replying to every enquiry quickly, asking the qualifying questions and offering viewings. Slow replies lose good applicants to other agents.
- What AI takes over
- Replies within minutes, asks your qualifying questions, and books suitable applicants into viewing slots you've released.
- What stays with your team
- Judgement calls on borderline applicants and anything about fair treatment, which follows your policy.
- The hard gain to measure
- Revenue we can trace: lets agreed from viewings the system booked; fewer void days on your managed properties.
- Rough size it
- Enquiries a week × minutes to reply and book = ______
3
“When is the contractor coming?” calls
Tenants ringing for updates on a repair that is already logged. Each call is short, but they arrive all day and interrupt the work that actually moves repairs forward.
- What AI takes over
- Answers the call or message, looks up the job, gives the tenant the booked date or the latest status, and logs that the tenant was updated.
- What stays with your team
- Anything the system can't see, upset tenants, and anything involving safety.
- The hard gain to measure
- Fewer temp or overtime hours on the phones; out-of-hours answering service no longer needed.
- Rough size it
- Calls a week about existing repairs × minutes each = ______
4
Viewing confirmations, reminders and no-shows
Confirming viewings, sending reminders, rebooking when people cancel, and wasted trips when they don't turn up.
- What AI takes over
- Confirms each viewing, sends reminders, offers a new slot when someone cancels, and tells the negotiator before they set off.
- What stays with your team
- The viewing itself.
- The hard gain to measure
- Negotiator hours and travel costs on wasted trips.
- Rough size it
- No-shows a month × cost of a wasted trip = ______
5
Chasing references and tenant documents
Chasing applicants, guarantors, employers and previous landlords for the documents and references you need.
- What AI takes over
- Sends the requests, chases on a schedule, checks what has arrived against your list, and tells your team when a file is complete.
- What stays with your team
- Every decision on whether an applicant passes, and any legal checks your team must do in person.
- The hard gain to measure
- Admin hours that were paid for; faster move-ins mean fewer void days.
- Rough size it
- Tenancies a month × hours of chasing each = ______
6
Landlord update and statement questions
Landlords asking whether rent has arrived, what a deduction was for, or what's happening with a repair.
- What AI takes over
- Answers routine questions from your system, sends the right statement or update, and passes anything sensitive to the property manager.
- What stays with your team
- Relationship conversations, complaints and anything about fees.
- The hard gain to measure
- Property manager hours; landlords who stay because they feel looked after.
- Rough size it
- Landlord calls a week × minutes each = ______
7
Repair reporting and urgency triage
Taking the report, asking the right questions, getting photos, deciding how urgent it is, and typing it into your system.
- What AI takes over
- Takes the report by phone, WhatsApp, email or web form, asks your standard questions, collects photos, sorts it by urgency using your rules, and creates the job.
- What stays with your team
- Emergencies go straight to a person. Your team checks anything outside the rules.
- The hard gain to measure
- Admin hours that were paid for by overtime or agency cover; contractor call-outs avoided by better first-time information.
- Rough size it
- Repairs reported a month × minutes to log each one = ______
8
Contractor dispatch and chasing
Sending each job to the right contractor, chasing a date, confirming access with the tenant, and chasing again when nothing happens.
- What AI takes over
- Sends the job to your approved contractor for that trade and area, chases for a date, books access with the tenant and escalates to your team if there's no reply in time.
- What stays with your team
- Choosing new contractors, approving quotes above your limit, and disputes.
- The hard gain to measure
- Hours that were paid for; faster completion means fewer repeat calls and complaints.
- Rough size it
- Jobs a month × chasing messages per job = ______
9
Early rent arrears reminders
Polite first reminders when rent is late, and logging promises to pay.
- What AI takes over
- Sends friendly reminders on your schedule, records replies and payment promises, and flags anything unresolved to your team.
- What stays with your team
- Every conversation beyond the first reminders, hardship cases, and any formal or legal step.
- The hard gain to measure
- Rent collected sooner; hours spent on routine chasing.
- Rough size it
- Late payments a month × minutes of chasing each = ______
10
Renewals and safety certificate reminders
Tracking tenancy renewals and certificate expiry dates, and chasing landlords and contractors before they lapse.
- What AI takes over
- Tracks the dates, sends reminders to landlords, tenants and contractors, books renewals of certificates, and warns your team well before anything is overdue.
- What stays with your team
- Signing off compliance and any decision with legal consequences.
- The hard gain to measure
- Renewal fees not missed; admin hours; penalties and void time avoided.
- Rough size it
- Renewals and certificates a year × hours of chasing each = ______