How much does a letting agent CRM cost?

Systems start from £999 to build, plus £79 a month for hosting, security, daily backups and small improvements. A full agency CRM with finance, contracts and landlord and tenant logins is bigger than a first step, so we give you a fixed price after a short call. Many agents start with the part that causes the most work and add the rest later.

Can you bring in my data from my current software or spreadsheets?

Usually, yes. Most lettings software can export landlords, tenants and properties as a spreadsheet, and we import that. Documents sometimes have to be moved in batches. We check what your current system can export before we quote, so there are no surprises.

Does the CRM keep me compliant?

It keeps the records and sends the reminders: gas safety, EICR, EPC, licences, deposit protection and right to rent dates. It does not give legal advice and cannot guarantee compliance; you still decide what each date and check needs. When the rules change, for example under the Renters' Rights Act, we update the fields and reminders with you.

Can it send listings to the property portals?

Portals take listings through their own approved feeds, which you arrange with them as a member. Where your portal account allows a feed, we can send listings from the CRM. Where it does not, your listings still show on your own website and you carry on posting to the portals as you do now.

You do. Everything in the system is your business's data. You can export it as a spreadsheet whenever you like, and if you ever leave, you take a full export with you.

Would off-the-shelf lettings software suit me better?

Sometimes, and we will say so. If you want portal feeds, client accounting and lots of ready-made reports on day one, and you are happy to work the way the software works, an established lettings package can be the better buy. A custom CRM makes sense when the packages fight the way you work, or you pay for a long list of features you never use.

Custom CRM · Letting agents

A CRM for letting agents that knows how lettings work

Landlords, tenants, properties, repairs, rent and every renewal date in one place, on your own website behind a private login. Built from a CRM that runs a real independent letting agency every day.

Talk about your systemFrom £999 + £79 a month

Free first call, no obligation
A fixed price for each step
Built around how you work

Sound familiar?

Where the week goes.

Renewal dates in too many placesGas safety records, EICRs, EPCs, licences and tenancy end dates sit across a spreadsheet, a calendar and someone's memory. Nobody notices one is missing until a landlord or tenant asks.
Repairs that turn into phone tagA tenant sends a photo of a leak on WhatsApp. You call a contractor, the landlord wants to approve the cost, and the tenant wants to know when someone is coming. Nobody can see where the job is up to without ringing round.
Working out arrears from the bank statementEvery month someone ticks rent payments off against a statement, works out who is late, and then tries to remember who has already been chased and what was said.
Landlords asking for an updateCalls and emails asking for a statement, a copy of the gas certificate or news on a repair. Each one is quick on its own, but together they eat the day.
Move-ins run from a paper checklistRight to rent check, deposit protected, the paperwork served, inventory done, meter readings taken. If one step is missed it usually only shows up months later, when it is harder to fix.

What we build

The parts of your system.

Every system is built around how you already work, so you only get the parts you need. These are the ones most letting agents ask for.

Properties and landlords

Every property with its landlord, its documents and its full history, so anyone in the office can answer a question without digging.

Property records with address, type, rooms, keys and photos
Landlord details, with bank details visible only to the people you choose
Service level per property: let only, rent collection or fully managed
Documents filed against the property: certificates, licences, inventories, agreements
A timeline of every tenancy, repair, inspection and note

Tenants and tenancies

From applicant to tenant to moving out, with the dates and references that matter kept on each tenancy.

Applicants, tenants, guarantors and everyone living in the property
Tenancy start date, rent, payment day and renewal or review date
Deposit amount, protection scheme and reference
Right to rent check date, and a reminder for any follow-up check you need to make
A move-in and move-out checklist that ticks off each step and shows what is left

Certificate and licence reminders

The system keeps the dates and does the remembering. It reminds you; it does not replace knowing the rules.

Gas safety records, EICRs, EPCs, alarm checks and any HMO or selective licence
Reminders to you ahead of each expiry, and an optional message to the landlord
One list of everything due soon or overdue, across every property
Upload the new certificate and the next due date is set from it

Maintenance

Repairs reported, assigned, approved and closed in one place, with everyone kept in the loop.

Tenants report repairs with photos through a form or their own login
Assign a contractor and send them the job details and access notes
Landlord approval when a quote is above the limit they have set
Status messages to the tenant as the job moves along
The contractor's invoice attached to the job and carried onto the landlord statement

Rent, arrears and landlord statements

Know who has paid, who has not and what each landlord is owed, without rebuilding it every month.

A rent schedule for every tenancy
Payments marked as received, with an arrears list that updates itself
Polite reminder messages that step up in tone, with every one logged
Landlord statements with your fees and repair costs taken off
Exports for your accountant, or a link to your accounting software where it allows one

Contracts, invoices and tasks

The routine paperwork and follow-ups that keep an agency running, set up to happen on their own where they can.

Agreements filled in from templates with the tenant, landlord and property details
Sent for e-signature through an e-signature service, with the signed copy filed
Invoices to landlords created and sent on a schedule
Inspection, rent review and tenancy review reminders
Task lists per person and a daily summary of what is due

Landlord and tenant logins

Optional private logins, so landlords and tenants can help themselves instead of calling.

Landlords see their properties, statements, certificates and open repairs
Tenants report repairs and see their own documents
Each login sees only what belongs to that person

A day with it

What changes on a normal day.

An example of how the system fits into the day. Yours is built around your own routine.

8:30You open the dashboard on your phone. Today's list shows a gas safety record due next month on one flat, a rent payment that has not arrived, and an inspection booked for the afternoon.
9:15A tenant reports a dripping tap through the repair form, with a photo. You assign your usual plumber, and the tenant gets a message saying it is in hand.
11:00The plumber's quote for a bigger job comes in above the landlord's limit. The system sends it to the landlord to approve, and the job waits in one place until they do.
14:00At the inspection you fill in the checklist on your phone and add photos. It is saved to the property before you are back in the car.
16:30The first arrears reminder went out on its own this morning. You can see who has reached the next stage, call them, and log the call in a few words.
Month endLandlord statements are put together from the rent received and the repair invoices on each job, ready for you to check and send.

Built before

Our letting agent CRM began at Horizon Lettings, an independent letting agent. Highkept's founder built its website and the custom CRM it runs on every day, covering landlords, tenants, properties, maintenance, tasks, finance and reminders, and also helped run the agency. Its contracts and invoices run on automated workflows.

See our work

Always included

Lives on your own website behind a private login, and works on your phone
Login protected with a one-time code; encrypted connection and automatic backups
Your data stays yours: export it any time, and we hand it over if you leave
Hosting, security updates and small improvements in the £79 a month
A fixed price for each step, agreed before we start

Not sure what you need?

Tell us how your business runs today. We will suggest the smallest system that saves you the most time, and whether an off-the-shelf app would do the job instead.

Get a free quote

Our promises

Our promises to you.

No surprises on price, no locking you in, and no going quiet once the site is live.

The price on your quote is the priceFixed and agreed in writing before we start. Anything extra only happens if you approve its price first.
Pay the rest when you are happyHalf to start. The other half only when you have approved the site and it goes live.
Two rounds of changes includedBefore launch, you get two full rounds of changes to the design and words at no extra cost.
30 days of free fixes after launchIf anything we built does not work as it should in the first 30 days, we fix it free.
A reply the same working daySend a message Monday to Friday and you hear back the same day, from someone who knows your project.
Leave when you like and keep everythingNo minimum term on monthly plans, just 30 days' notice. Your site, files and domain stay yours, and we help you move.

The full details are in our terms.

Letting agents: questions about a custom system

How much does a letting agent CRM cost?: Systems start from £999 to build, plus £79 a month for hosting, security, daily backups and small improvements. A full agency CRM with finance, contracts and landlord and tenant logins is bigger than a first step, so we give you a fixed price after a short call. Many agents start with the part that causes the most work and add the rest later.
Can you bring in my data from my current software or spreadsheets?: Usually, yes. Most lettings software can export landlords, tenants and properties as a spreadsheet, and we import that. Documents sometimes have to be moved in batches. We check what your current system can export before we quote, so there are no surprises.
Does the CRM keep me compliant?: It keeps the records and sends the reminders: gas safety, EICR, EPC, licences, deposit protection and right to rent dates. It does not give legal advice and cannot guarantee compliance; you still decide what each date and check needs. When the rules change, for example under the Renters' Rights Act, we update the fields and reminders with you.
Can it send listings to the property portals?: Portals take listings through their own approved feeds, which you arrange with them as a member. Where your portal account allows a feed, we can send listings from the CRM. Where it does not, your listings still show on your own website and you carry on posting to the portals as you do now.
Who owns the data?: You do. Everything in the system is your business's data. You can export it as a spreadsheet whenever you like, and if you ever leave, you take a full export with you.
Would off-the-shelf lettings software suit me better?: Sometimes, and we will say so. If you want portal feeds, client accounting and lots of ready-made reports on day one, and you are happy to work the way the software works, an established lettings package can be the better buy. A custom CRM makes sense when the packages fight the way you work, or you pay for a long list of features you never use.

Tell us how your letting agents business runs. We'll show you what can run itself.

Two minutes to fill in. You'll see a first look at your website straight away, and we reply the same working day.

Get a free quote See prices

Free and no obligation
A fixed price, not an estimate
Half up front, the rest when you are happy
You own everything we build