Property & Lettings
Keep property managers focused on portfolios — not inboxes, maintenance chasers and tenancy paperwork.
Best fit
Independent letting agencies, block/managing agents, multi-branch estate agencies, serviced accommodation operators and property managers with recurring portfolios.
Typical triggers
100+ managed units; a portfolio acquisition; hiring property administrators; frequent maintenance escalations; director involvement in routine tenancy admin.
Workstreams
What we run for you.
Each workstream is a documented process with an owner, a queue and an escalation route.
Tenant & landlord service desk
Shared inbox triage; approved-template responses; escalation logging; call notes; query ownership; follow-up tracking.
Maintenance coordination
Log issue; collect evidence; triage urgency; source/notify approved contractor; arrange access; chase ETA; update stakeholders; close job record.
Tenancy administration
Viewing coordination; application document checklist; reference chasing; move-in/out packs; renewal reminders; certificate and key tracking.
Finance administration
Supplier invoice capture; coding prep; statement collation; arrears reminder workflow; deposit/admin record support; reconciliation packs for review.
Portfolio reporting
Open issues register; aged maintenance; expiring certificates; arrears follow-up status; weekly workload and response dashboard.
Packages
Property & Lettings packages.
Pricing position: moderate complexity premium. Every package includes management, reporting and backup cover.
Portfolio Assist
£425
per month / 40 hours
≈ £10.63 per hour
One priority workflow for a smaller agency.
- –Dedicated industry-trained coordinator
- –One shared inbox or workflow
- –Weekly activity report
- –Up to 150 managed units as a guide
Managed Desk
£575
per month / 80 hours
≈ £7.19 per hour
A daily support layer across tenant admin and maintenance.
- –Up to three defined workflows
- –Daily queue management
- –Primary plus backup cover
- –Weekly KPI review
Embedded Operations
£849
per month / 160 hours
≈ £5.31 per hour
A near full-time coordinator embedded in the operation.
- –Five+ defined workflows
- –Client-facing contact under your brand
- –SOP ownership and improvement
- –Monthly operations review
Portfolio Pod
From£1,399
per month / 320 hours
≈ £4.37 per hour
Two-seat capacity for larger or multi-branch portfolios.
- –Named pod lead
- –Cross-trained service continuity
- –Volume-based queue design
- –Custom service levels
30-day paid pilot — 20 hours — from £179
A tightly scoped 20-hour paid pilot, setup included. One defined workflow for 30 days — evidence before a larger commitment.
Setup is included in every 20-hour pilot. Standard onboarding is £149 for 40/80-hour plans, £299 for Embedded and £499 for Pods — waived when you choose a 6-month commitment.
Why priced here
- –More client-facing communication than basic administration
- –Daily urgency around tenants, landlords, access and contractors
- –GDPR-sensitive records and a higher cost of missed follow-up
Prices in GBP, exclusive of VAT.
What we measure
- –First-response time by priority
- –Open maintenance cases and age
- –Percentage updated within promised window
- –Documents outstanding by tenancy
- –Tasks completed within SLA
- –Escalations requiring licensed/client decision
Not included
- ×Property management decisions requiring local/licensed judgement
- ×Legal notices, regulated advice or deposit adjudication
- ×Authorising spend beyond written thresholds
- ×Holding client money or making payments
- ×Out-of-hours emergency dispatch unless purchased
The payoff
One prevented void delay, missed renewal, unresolved maintenance escalation or retained landlord can cover a material share of the monthly fee.
Example setup
What a typical engagement looks like.
Client
Lettings agency / 350 units
Need
Tenant inbox, maintenance coordination and weekly open-case report.
Move to Embedded if daily demand exceeds capacity or phone coverage is added.
Recommendation
Managed Desk, 80h
£575 / month
Prices in GBP, exclusive of VAT.