Automate Maintenance Requests for Your Letting Agency
Letting agents spend 4-6 hours a week on maintenance requests. A tenant reports a dripping tap. Your team logs it, works out if it is urgent, finds the right contractor, sends them the details, updates the tenant, updates the landlord, then follows up a week later. Multiply that by 20-30 requests a month and you have a full-time admin job. We automate the triage, routing, and follow-up so your team only handles genuine emergencies.
The problem
The real cost of doing this manually
The average letting agency managing 200+ properties receives 20-40 maintenance requests per month. Each one takes 15-30 minutes to triage, log, assign, and follow up. That is 5-20 hours a month, and most of it is predictable: dripping taps go to plumbers, electrical faults go to electricians, locks go to locksmiths. The triage decision is not complex. The admin around it is what costs you time.
4-6 hrs/week
spent on this task
£10,400-£15,600
in lost productivity per year
How we fix it
Three steps to automation
Every solution starts with understanding your specific workflow — not a generic template.
We map your maintenance workflow
How do tenants report issues today? Email, phone, portal? What categories do you use? Which contractors handle what? We document the decision tree your team already follows.
We build an AI triage system
Tenant submits a request via a form or email. The AI categorises it (plumbing, electrical, structural, cosmetic), assesses urgency (emergency, urgent, routine), and routes it to the right contractor with the property details attached.
We automate updates and follow-ups
Tenant gets an instant acknowledgement. Contractor gets the job details. Landlord gets notified if the cost exceeds a threshold. A follow-up goes to the tenant 7 days later to confirm the issue is resolved.
The difference
Before vs after automation
Before
- ✕4-6 hrs/week spent manually every week
- ✕Same repetitive workflow, every time
- ✕Things fall through the cracks when you are busy
- ✕£10,400-£15,600 in lost productivity per year
After
- ✓Runs automatically in the background
- ✓Nothing falls through the cracks
- ✓You are notified only when action is needed
- ✓4-6 hrs/week reclaimed for revenue-generating work
Tools we work with
Built around software you already use
The offer
5+ Hours Saved Per Week.
Or Your Money Back.
The AI Assessment is a 45-minute discovery call, a custom report built around your specific workflows, and a 30-minute review walkthrough. Delivered in 5 business days. If we can't find 5 hours of weekly savings, you get a full refund.
- ✓45-min discovery call
- ✓Custom 5–7 recommendation report
- ✓30-min review walkthrough
- ✓4-day quick wins plan
- ✓Money-back guarantee
Questions
Common Questions
What about genuine emergencies like gas leaks?+
Emergency keywords (gas leak, flood, no heating in winter) trigger an immediate alert to your on-call team and the tenant gets emergency contact details. No delay, no waiting for triage.
Can tenants still call in?+
Yes. Phone calls can be transcribed and fed into the same triage system. But we find that offering a simple online form reduces call volume by 40-60%, which frees up your team further.
How does it know which contractor to assign?+
We set up a contractor database with their trade, coverage area, availability, and your preferred order. The system matches the job to the right contractor automatically.
Does this work with Fixflo?+
Yes. If you already use Fixflo, we extend its automation capabilities. If you do not, we can build a similar triage workflow using your existing tools.
Industries this applies to
Ready to Stop Doing This Manually?
The call is 45 minutes. Your report arrives in 5 business days. Most clients have their first automation live within a week of the review call.
Book Your AI Assessment — £4995+ hours/week guaranteed or full refund · Custom report in 5 days