Property work is a queue: enquiries from portals, viewing requests, repair reports, missing documents and owners asking for an update. We build the workflows that answer, sort, book and chase within minutes, while every decision about a person stays with a person.
Workflows
Five workflows we build for property businesses
Each one starts with the input you already receive, runs a bounded set of steps and ends with something a person can act on or approve.
Lead qualification
Viewing booking
Maintenance intake
Document collection
Owner reporting
Where most start
Lead qualification with viewing booking. It is the highest-volume, most time-sensitive process in the business, and the effect on speed-to-lead is visible in the first week.
The systems we connect
Most property businesses run on a property CRM or management platform, a shared mailbox, calendars and a document store. Typical combinations: Reapit, Alto, Street, Arthur, Fixflo or Goodlord in the UK; onOffice, Propstack, FlowFact, immocloud or Domus in Germany and Austria; Rightmove, Zoopla, ImmoScout24 and willhaben enquiry feeds; Microsoft 365 or Google Workspace for email and calendars; SharePoint, Google Drive or a dedicated DMS for documents; WhatsApp Business for tenants who will not use a portal.
Names indicate technical compatibility, not partnership. Systems without an API, or where enquiries only arrive as formatted emails, are handled through parsing and checked in discovery first.
Fair treatment: humans decide
Decisions about tenants, applicants and buyers carry legal and reputational weight, and the EU AI Act treats access to essential services, which includes housing, as an area needing particular care. Our rule is simple and applies to every property workflow we build:
- No automated accept, reject or rank of a person. The workflow collects, checks completeness and presents. A named person decides and records why.
- Standard questions for everyone. Pre-qualification uses the same questions for every enquiry on a property, with no scoring on protected characteristics or proxies for them.
- Drafts, not verdicts. Replies about affordability, references or suitability are drafted for review, never sent unattended.
- Emergencies escape the queue. Words that indicate danger, no heat or water, or a vulnerable tenant route straight to a person.
How data, access and oversight are designed in: security and governance.
What we measure
- Minutes from enquiry to first personal reply, including evenings and weekends
- Share of enquiries with a complete CRM record and no duplicate
- Viewings booked per enquiry and no-show rate
- Days from repair report to contractor instruction
- Days to a complete applicant or instruction file
- Hours per month spent preparing owner statements
Captured before launch and compared at 30, 60 and 90 days. The method is described on how it works.
Which package fits
One Workflow Pilot (from €1,250): enquiry qualification into your CRM with a drafted reply, for one portal or mailbox. Solo (€2,750): qualification plus viewing booking and reminders. Team (€6,900): enquiries, viewings, maintenance intake and document chasing with escalation rules and a monitoring view. Portfolios across several offices or with a bespoke management system are usually Business scope, starting with the audit. Prices excl. VAT and usage; full detail on the pricing page and under lead and CRM automation.
Questions from agents and property managers
Can the workflow reply to portal enquiries outside office hours?
Yes, for the acknowledgement and the standard qualifying questions, which you approve as templates before launch. Anything that touches suitability, affordability or a specific offer is drafted and waits for the negotiator. Enquirers are told they are dealing with an automated assistant and can always ask for a person.
Will it decide which applicants get a viewing or a tenancy?
No. It collects the same information from everyone, checks that files are complete and presents the result. Shortlisting, referencing decisions and offers are made and recorded by a person. We do not build automated scoring or rejection of tenants, applicants or buyers, and we say so in the scope document.
How is tenant and applicant data handled?
It stays in your CRM, mailbox and document store. Only the fields a step needs are sent to the model provider you choose, with the region and contract terms recorded in your subprocessor list. Identity documents are filed, not analysed by a model, unless you have a specific need we review first. Retention follows your existing policy. Details on the security and governance page.
Our CRM already sends auto-replies. What is different?
An auto-reply confirms receipt. This workflow reads the enquiry, matches the property, asks the right questions, updates the record without duplicates, books the viewing and tells the negotiator what to do next. If your CRM’s built-in feature already covers that, we will tell you in the fit call and save you the project.