AI staff for letting agents, referencing to the rent run
Every tenancy brings the same trail: references to chase, a deposit to protect within 30 days, certificates that expire on different dates, repairs that arrive at all hours. AI staff can chase the references, log the repairs and send the certificate reminders, in the systems you already run. Your people keep the decisions and the conversations.
Where a letting agency's week goes
Referencing and move-in paperwork
A lettings administrator starts each referencing application, then watches it for days: an applicant who has not finished the form, a guarantor yet to start, an employer yet to answer the provider. In England every adult needs a right to rent check before the tenancy starts, and the deposit must be protected within 30 days.
Repairs and maintenance
Tenants report repairs by phone, by email and through Fixflo, at any hour. A property manager works out how urgent each one is, asks the landlord, books a contractor, then chases all three until the job is closed and invoiced. Most of that time goes on updates.
Certificates and renewal dates
In England: a gas safety check every year, an electrical report at least every five, an EPC that lasts ten, and since 1 May 2026 a rent that can rise only once a year, by notice. Every property has its dates, in Reapit, Alto or a spreadsheet. The missed one is found when someone asks.
Rent, arrears and landlord queries
Client accounts staff reconcile rent in PayProp or the accounts side of the lettings software, chase late payers, send landlord statements and answer landlords asking where their money is. It is client money, held under a client money protection scheme, so every figure has to reconcile.
Roles for Letting agents and property managers
Tenant referencing
Starts each application, watches its progress with your referencing provider, and chases applicants and guarantors until every reference completes. Right to rent checks and the decision to let stay with your team and the landlord.
Maintenance request coordination
Logs each repair report, asks what a contractor would ask, seeks the landlord's approval and keeps the tenant updated. Emergencies follow your own procedure, and anything over the landlord's limit goes to a property manager.
Renewals and expiry tracking
Watches every property's gas, electrical and EPC dates, asks the contractor for a visit in good time and chases the certificate. A person approves the cost and decides what happens when access is refused.
Invoice and payment chasing
Sends rent reminders at the intervals you choose and logs every reply. Payment plans, disputes and anything formal go to a person.
It drafts.
You approve.
We manage.
You don’t need a complex new platform. Your AI worker operates inside your existing tools under human supervision.
Human-in-the-loop
High-impact actions (sending emails, updating compliance records) wait for explicit human approval before execution.
A full audit trail
Every action is logged with who approved it, and we go through it with you each month.
Nothing to maintain
If a workflow breaks or a system changes, we fix it. Keeping it running is our job.
UK-hosted and kept separate
Your data is stored in the UK, and is never used to train AI models.
Questions owners ask
Can an AI agent do a right to rent check?
No. In England the check is the landlord's duty, or yours where you have taken it on in writing, and a person carries it out. An agent can ask each adult for a share code or tell them which original documents to bring, book the check with your team and diarise the follow-up dates.
Will it work with Reapit, Alto or Fixflo?
Each of them publishes a way for other software to connect, and the agent uses it. Before anything is set up, we check with you what your agency's licence for each system, and its maker, permit. If a system has no way in, we will tell you before you commit to anything.
Will tenants and landlords know they are dealing with an AI?
Yes. Our agents say they are AI in everything they send. Messages go out in your agency's name, and anything that commits you, such as a payment plan, a notice or a decision on an applicant, waits for one of your people.
What happens when a tenant reports an emergency?
Your own emergency procedure applies, not the queue. An AI worker does not decide what is urgent on its own judgement. It follows the rules you set, such as no heating, a leak or a security risk, and passes those straight to the person or contractor you name.