Real Estate Automation Software

Inbound leads from every channel your business operates -- website contact forms, Zillow/Rightmove/Domain/Zoopla portal inquiry APIs, Facebook Lead Ads webhooks, Google lead form extensions, and phone call recordings transcribed via Twilio -- are captured into a central lead record, de-duplicated against existing contacts (matching on email address, phone number, and name similarity to prevent the same lead being worked by two agents from different sources), and routed to the assigned agent based on configurable rules: geographic territory, property type specialisation, current workload cap, or round-robin allocation. The routing decision is made and the lead is delivered to the agent within 60 seconds of the inquiry arriving regardless of source. A timed follow-up sequence starts immediately: an automated acknowledgement email from the agent's address (personalised with the property address the prospect inquired about) is sent within the first 2 minutes while the agent is still notified; a second touchpoint is scheduled at 4 hours if no agent contact has been logged; a third at 24 hours; a manual escalation to the team lead at 48 hours. The sequence exits as soon as the agent logs a contact attempt or the prospect replies -- it does not continue after human engagement has started. Response time SLA reporting per agent: the system tracks the time from lead arrival to first human contact attempt and reports the distribution weekly so the team lead can see which agents are meeting the five-minute-response target and which are regularly taking longer. Leads from high-intent sources (portal direct inquiry on a specific property listing vs. generic website contact form) are weighted differently in the routing queue and assigned to more senior or immediately available agents based on intent tier configuration.

Listing data maintained in a single source of truth (your internal property management system, CRM, or a custom listing database) with automated syndication to every connected portal on update. Portal connections cover the major residential and commercial platforms: Rightmove and Zoopla via the Real-Time Data Feed (RTDF) standard (UK); Zillow, Realtor.com, and Trulia via Zillow's Bridge Interactive API and Realtor.com's data exchange (US); REA Group/realestate.com.au and Domain via their respective Data Exchange APIs (Australia); plus custom RETS/IDX feed integration for MLS syndication where applicable. Each portal receives the listing data in its required format, field mapping, and photo specifications automatically -- the same listing that went live in the source system is live on all portals within 5-10 minutes with no portal-specific formatting work. Status changes syndicated immediately: when a property goes under offer, the status update reaches all portals before the first competing inquiries can arrive on an "available" listing. Price reductions, new photos, open home dates, and description changes all propagate in the same automatic pipeline. Photo optimisation applied at syndication: images resized and compressed to each portal's maximum resolution requirements (Rightmove: 4000x3000px max, Zoopla: 3000x2000px max) and format specifications before upload, preventing the oversized upload rejections that stall manual listing management. Listing performance data pulled back from portal APIs daily: inquiry count, favourites, impressions, and click-through rate per listing, consolidated into a single analytics view so agents can see which listings are generating interest and which need price or marketing adjustments without logging into each portal separately.

Leases, tenancy agreements, offer letters, vendor disclosure statements, and commission statements generated from pre-approved templates populated with deal data already in your CRM or property management system -- eliminating the error-prone manual process of copying names, addresses, rental amounts, and terms into a Word document. Template engine handles the full range of document types: Assured Shorthold Tenancy (AST) agreements (UK), Standard Residential Tenancy Agreement (AU), CAR residential purchase agreement or equivalent state form (US) -- with jurisdiction-specific clause libraries that the legal team has pre-approved so agents never modify standard terms. Variable fields populated automatically: tenant names, property address, weekly/monthly rent, deposit amount, tenancy start and end dates, break clause terms, pet and parking addenda -- all drawn from the record in the CRM rather than re-typed. E-signature workflow integrated with DocuSign, Adobe Sign, or HelloSign depending on your existing tooling: the generated document is sent to all required signatories in the correct signing sequence (landlord signs first where required by your workflow), with individual signing deadlines. Unsigned party reminders sent automatically at 24 hours and 48 hours after send if the document remains unsigned -- without a property manager having to check a signing dashboard and manually send chase emails. Signed documents stored automatically and linked to the property record in your system: version-controlled, named consistently, and accessible by reference to the tenancy, property, or transaction record. Audit trail maintained per document: who was sent the document, when they opened it, when each party signed, and from which device and IP address -- the record required if a signature is ever disputed.

When a tenancy is agreed and the deal is marked as completed in the CRM, a multi-step onboarding sequence runs automatically without the property manager coordinating each step. Steps executed in the configured sequence: tenancy agreement generated from template and sent for e-signature via the document workflow; once signed, a welcome message dispatched to the tenant with move-in instructions, parking arrangements, key collection or smart lock access code, and emergency contact details specific to the property. Tenant account created automatically in the property management platform (Arthur Online, Re-Leased, PropertyMe, Buildium, AppFolio, or a custom system) with the tenancy start date, rent amount, payment method setup link, and maintenance request portal access. Referencing and Right to Rent verification workflow (UK): automated referencing application sent to the tenant via a referencing platform (Homelet, Rentguarantor, OpenRent Referencing) with progress tracked in the CRM; Right to Rent document upload request sent to non-UK nationals with document review workflow for the property manager. Utility switch notifications: on tenancy start date, automated notifications sent to configured utility providers (or the tenant is sent pre-filled change-of-occupancy notification letters for each utility). Direct debit or recurring payment setup: automated payment setup link sent to tenant before move-in so the first rent payment is configured before the due date arrives. Deposit registration: deposit details automatically submitted to the chosen deposit protection scheme (TDS, DPS, or mydeposits in the UK) with the prescribed information pack generated and sent to the tenant. Property manager receives a completed onboarding checklist showing each step's status -- completed, pending, or failed -- rather than tracking 12 individual tasks manually across email, phone, and multiple system logins.

Rent due reminder sequence sent automatically at configurable intervals before the payment due date: 7 days before (payment reminder with bank details or payment portal link), 3 days before (final reminder with due date highlighted), and 1 day before (last reminder) -- all sent without any action required from the property manager. The reminder sequence is personalised to the tenant's preferred communication channel (email via SendGrid, SMS via Twilio) and includes the property address, rent amount, and payment reference to eliminate the "I forgot which account to pay" call to the office. Payment tracking: bank feed integration (via Open Banking API -- TrueLayer or Plaid where available, or manual bank statement reconciliation for markets without Open Banking) compares incoming payments against expected rent amounts per tenant reference. Payments matched automatically; unmatched payments queued for property manager review. On confirmed payment receipt, the tenant ledger is updated automatically and a payment confirmation sent to the tenant with the receipt reference. Arrears escalation workflow: if rent is not received by 5pm on the due date, a graded escalation sequence begins -- Day 1 overdue: SMS reminder; Day 3: formal overdue notice (email and SMS) with payment link; Day 7: property manager task created for a direct call; Day 14: formal arrears notice generated from the arrears notice template with the tenant's cumulative debt figure; Day 21: escalation to debt recovery process as configured. Each escalation step documented in the tenant record so the full arrears history is available if legal action becomes necessary. Arrears report generated automatically every Monday morning showing all tenants with outstanding balances, days overdue, and last contact date -- the view the property manager needs to start the week without pulling data from three systems.

Maintenance request workflow: tenants submit requests through a branded web form or tenant portal accessible on mobile, with a required description, urgency level (emergency, urgent, routine), and optional photo upload. The submission creates a maintenance ticket in the system and sends an acknowledgement to the tenant with a reference number within 2 minutes. Request categorisation: the system classifies the request by trade category (electrical, plumbing, HVAC, structural, pest, appliance) using keyword matching plus an optional AI classification layer for natural language descriptions. Categorised requests are routed to the preferred contractor for each trade type and property, notified via email and SMS with the job details, tenant contact, and access instructions. Contractor acceptance or decline tracked: if the assigned contractor does not respond within a configurable window (typically 2 hours for urgent, 24 hours for routine), the request is automatically re-assigned to the fallback contractor for that trade. Job progress tracked with status updates sent to tenant and landlord at each stage: contractor assigned, job confirmed, contractor on site, job completed. Job completion confirmed by contractor via a mobile-friendly completion form (accessible via a link in the SMS notification) with required completion notes and optionally a photo of the resolved issue. On completion, the maintenance record is linked to the property record, the tenant receives a satisfaction survey, and if a contractor invoice is attached, it is queued for property manager approval before payment. Commission calculation for sales agencies: when a sale completes in the CRM (deal status changed to "exchanged" or "completed"), the commission calculation runs automatically using the recorded sale price, the applicable commission rate for the property type and agent, and the configured agent split. The commission statement is generated as a PDF and sent to the agent, the landlord/vendor, and the finance team with a copy stored against the transaction record. Split commission scenarios (referral agent, joint agency) handled by the configured split rules per deal. Payroll export generated for the pay period showing commission earned per agent, processed payments, and outstanding balances -- ready for upload to your payroll system without manual calculation.