Estate agent CRM

The estate agent CRM that runs the whole agency, not just the contacts

Most estate agency CRMs stop at contacts and a pipeline, and the rest of the business lives in a lettings package, a compliance spreadsheet and a signing tool. Propily is a property CRM built for UK estate and letting agents: enquiries, viewings, sales, lettings, compliance and contracts share the same property, tenancy and contact records, and its AI receptionist answers WhatsApp and phone enquiries while you are out on a viewing.

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Every enquiry caught, qualified and scored

Propily's AI receptionist answers WhatsApp messages and phone calls as they arrive, asks the questions your negotiators would ask, and books the viewing into the right diary. Rightmove, Zoopla and OnTheMarket enquiries become leads and are followed up on WhatsApp. Every lead carries its conversation and a fit score, so nobody re-types it and the best enquiries are called first.

WhatsApp and calls answered at any hour, not just office hours
Portal enquiries turned into leads and followed up automatically
A 0 to 100 fit score from budget, timeline, finance readiness and intent

A sales pipeline from offer to completion

Deals move through the stages a UK sale goes through: offer made, offer accepted, memorandum of sale, conveyancing, exchanged and completed, with a conveyancing checklist on each deal and a nudge when one stalls. Offers, viewings, tasks and notes hang off the same contact and property, so the history is there when a buyer calls back.

Offers, memorandum of sale and conveyancing tracked on the deal
Viewing reminders, no-show follow-up and feedback requests
Two-way diary sync with Google and Outlook calendars

Lettings and compliance in the same system

Tenancies, rent, deposits, renewals and landlord statements sit beside the sales side instead of in a separate lettings package. Gas safety, EICR, EPC and the other certificates are kept on the property with their expiry dates, and Propily reminds your team before each one is due.

Rent due and arrears worked out from the tenancy and your bank feed
Certificate reminders before expiry, and alerts when one lapses
Landlord and tenant portals for statements, repairs and renewals

Listings, contracts and branches

Agreements are generated from your own templates, filled in from the record and sent for e-signature. Listing feeds for Rightmove, Zoopla and SpareRoom run from the property record once your portal credentials are connected. Several offices run as branches with their own opening hours, and roles decide what each person can see and change.

Your own .docx templates, filled from the CRM and e-signed
Branches, with performance reporting filtered by branch
Roles for agency admins, managers, agents and read-only viewers

Why one record matters in an estate agency CRM

When the CRM, the lettings package and the compliance tracker are separate products, the same property gets keyed in three times and the three copies drift. Propily was built as one system so that a change in one place is true everywhere, and so its AI can act on the whole agency rather than one corner of it.

Questions agencies ask

What is an estate agent CRM?

An estate agent CRM is the system an estate or letting agency uses to manage enquiries, applicants, vendors, landlords, properties, viewings and deals. Propily goes further than a contact database: lettings, compliance, contracts and portal leads live on the same records, and an AI receptionist answers enquiries for you.

Is Propily built for UK estate agents?

Yes. Propily is built for UK estate and letting agencies. It turns Rightmove, Zoopla and OnTheMarket enquiries into leads, tracks UK certificates such as gas safety, EICR and EPC, runs Right to Rent checks, records deposits against the 30-day protection deadline and prepares Section 8 notices.

Can we move our existing contacts and properties across?

Yes. Properties are imported from a CSV or Excel file and contacts from a CSV file, and your data comes across in bulk when your agency is set up.

Does it work for an agency with several branches?

Yes. Each branch is set up as an office with its own team and opening hours, portal enquiries are routed to the branch that lists the property, and performance reporting can be viewed across the agency or filtered to one branch. Roles control what each person can see and change.

How do we get started?

Book a demo. It is forty minutes on your own data, and then your agency, branches and admins are set up for you and your data comes across in bulk. Most agencies go live on enquiries and viewings first.

How it works, step by step

Guides from the Propily help centre.

Guides for agencies

The rules and checklists behind this, with their sources.

See it on your own agency's data

Forty minutes with someone who will set it up with you: what you run today, where the time goes, and which parts to switch on first.

Book a demo