50 Automations for Letting Agents and Landlords (UK)
We’ve worked with countless small business owners to streamline their daily tasks. Below are the top five automations we implement, plus a full list of 50 options to handle everything from scheduling to payments
5 High‑Impact Automations — All Done‑for‑You
1.AI Tenant Support Agent (24/7 Issue Handling)
Answers tenant questions by text, detects urgent issues, and sends the right emergency contractor’s details automatically—any time, day or night.
2. Missed Call Text-Back
Instantly replies to any missed call with a text asking what the tenant or applicant needs and Ai Agent engages and gives the the answers they need
3.Online Viewing & Tour Booking
Lets prospective tenants book viewings directly from your listings, SMS, or website without a single phone call.
4.Automated Maintenance Ticket Routing
Tenants submit issues via form or message, and based on keywords or logic, the right contractor is notified automatically.
5.Rent Reminder & Overdue Chase Sequence
Sends rent-due alerts before the deadline, and escalates to overdue notices if unpaid—automatically.
Ready to save £1000s with the help of Ai?
50 Automations that are working for other businesses like yours
(your automations will be tailored to you)
Monthly Time Saved
224 hours freed up every monthWhat an Employee Would Cost You
£2,560 /month at UK minimum wage| Automation Name | What It Does | Time Saved /Week | Why It Matters |
|---|---|---|---|
| AI Chat & SMS Agent | Answers tenant queries 24/7, triages emergencies, books viewings. | ≈5 hrs | No late‑night calls, faster issue resolution, happier tenants. |
| Missed‑Call Text‑Back | Sends instant SMS when a call is missed where Ai agent can take over. | ≈2 hrs | Captures leads/issues while you’re in appointments. |
| Online Viewing Booking | Prospects self‑schedule viewings via live calendar. | ≈3 hrs | Diary fills itself—zero phone tag. |
| Viewing Reminder SMS | 24‑hour reminder to reduce no‑shows. | ≈1.5 hrs | Keeps viewings on time, saves wasted trips. |
| Lead Auto‑Reply | Instant email/SMS to new enquiries. | ≈2 hrs | Responds faster than competitors, boosts conversions. |
| Tenant FAQ Bot | Handles common questions automatically. | ≈1.5 hrs | Frees staff from repeat inquiries. |
| Maintenance Ticketing | Logs issues from text/email into tracker. | ≈2 hrs | No more hunting WhatsApp threads. |
| Emergency Issue Detector | Identifies urgent keywords and sends emergency contacts. | ≈1 hr | Critical problems handled instantly after hours. |
| Auto Maintenance Routing | Assigns jobs to correct contractor. | ≈1.5 hrs | Speeds repairs, less admin forwarding requests. |
| Contractor Status Updates | Pushes job progress texts to tenants/owners. | ≈1 hr | Ends “Any news?” phone calls. |
| Tenant Maintenance Portal | Structured form with photo upload. | ≈1 hr | Complete info upfront = faster fixes. |
| Recurring Maintenance Scheduler | Auto‑books annual boiler, alarms, gutters. | ≈1 hr | Prevents costly breakdowns, stays compliant. |
| Rent Due Reminders | Gentle prompts before rent date. | ≈1 hr | Improves on‑time payments. |
| Overdue Rent Sequence | Escalating late notices & late‑fee tagging. | ≈1 hr | Recovers arrears without manual chasing. |
| Automated Rent Receipts | Emails receipt on payment. | ≈0.5 hr | Stops “Did you get my rent?” queries. |
| Accounting Sync to Xero/QBO | Posts payments & expenses nightly. | ≈1 hr | No double‑entry bookkeeping. |
| Monthly Landlord Statements | Auto‑compiles and emails owners’ reports. | ≈1 hr | Cuts hours of manual statement prep. |
| Digital Lease & E‑Sign | Generates lease, sends for signature. | ≈0.5 hr | No printing, scanning or postage. |
| Tenant Screening Automation | Runs refs & credit checks automatically. | ≈1 hr | Faster approvals, fewer bad tenants. |
| Pre‑Qualification Questionnaire | Filters prospects before viewing. | ≈1 hr | Less time on unqualified viewings. |
| Self‑Guided Smart‑Lock Tours | Secure code for unattended viewings. | ≈4 hrs | Show property without staff present. |
| Listing Syndication | Posts vacancy to multiple portals at once. | ≈1.5 hrs | Wider reach, zero duplicate data entry. |
| Post‑Viewing Follow‑Up | Thank‑you + next‑steps message. | ≈1 hr | Keeps prospects engaged automatically. |
| Applicant Status Updates | Automated stage notifications. | ≈1 hr | Reduces inbound “checking progress” calls. |
| Deposit Protection Reminder | Nudges to register deposit & send PI. | ≈0.5 hr | Avoids £££ penalties for late protection. |
| Gas Safety Cert Alert | Warns 60 d before expiry. | ≈0.3 hr | Stays legal, avoids fines. |
| EICR Alert | Electrical safety renewal reminder. | ≈0.2 hr | Never miss 5‑year inspection. |
| EPC Renewal Tracking | Flags 10‑year EPC expiry. | ≈0.1 hr | Keeps marketing compliant. |
| Insurance Renewal Reminder | Notifies before policy lapses. | ≈0.3 hr | Maintains coverage automatically. |
| Tenancy Renewal Workflow | Starts renewal 90 d before end. | ≈2 hrs | Reduces voids, smooth lease rollover. |
| Rent Review & Break‑Clause Alert | Flags key dates for action. | ≈1 hr | Never miss revenue opportunities. |
| Utility/Council Notification Bot | Updates utilities & council at move‑in/out. | ≈0.5 hr | Prevents billing errors, saves calls. |
| New Tenant Welcome Pack | Auto email with key info & manuals. | ≈0.5 hr | Fewer basic questions post move‑in. |
| Move‑In Checklist Tasks | Creates tasks for inventory, keys, deposit. | ≈1 hr | Nothing forgotten on move‑in day. |
| Move‑Out Checklist & Notices | Email instructions + schedule inspections. | ≈1 hr | Smoother turnovers, less deposit dispute. |
| Cleaning Coordination | Auto‑books cleaners before new let. | ≈1 hr | Faster turnarounds, fewer gaps. |
| Vendor Fallback Rotation | Moves job to next contractor if no reply. | ≈1 hr | No repair delays due to one busy vendor. |
| Vendor Update Portal | Contractors mark job status & upload invoices. | ≈1 hr | Stops chasing for updates & paperwork. |
| Automated Contractor Payments | Pays vendors on approval. | ≈1.5 hrs | Less time in Accounts Payable. |
| Tenant Satisfaction Survey | Sends quick feedback link post‑repair. | ≈0.5 hr | Catches issues early, boosts service. |
| Review Request Automation | Asks for Google review after positive events. | ≈0.5 hr | Builds 5‑star online reputation. |
| Right‑to‑Rent Check Reminder | Schedules follow‑up checks for visa tenants. | ≈0.5 hr | Stays compliant, avoids fines. |
| Document E‑Filing & Backup | Saves leases & certs to cloud folder. | ≈1 hr | No lost paperwork, easy audits. |
| Weekly KPI Email | Occupancy, arrears, maintenance stats. | ≈0.5 hr | Owner sees business health at a glance. |
| Daily Agenda SMS | 7 a.m. summary of viewings & tasks. | ≈0.5 hr | Plan day without opening laptop. |
| Ad Lead Sync | Pushes paid‑ad leads into CRM & drip. | ≈1 hr | No marketing spend wasted. |
| Cold Lead Reactivation | Sends offer to dormant prospects. | ≈0.8 hr | Monetises old database cheaply. |
| Appointment Entry Notices | Auto‑emails 24‑hr access notices to tenants. | ≈1 hr | Legal compliance without drafting letters. |
| Negative Review Escalation | Alerts owner to <3‑star review. | ≈0.3 hr | Respond fast, protect reputation. |
| Automated Data Backup | Nightly cloud backup of CRM & docs. | ≈0.2 hr | Peace of mind vs data loss. |
