Software package

Estate agency package

A register for sales and lettings with a public search, enquiry routing to the right negotiator, a viewing diary that captures feedback, applicant matching and portal feed output, ready to configure around your branches.

Custom build Concept demo

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Who it is for

Built for

A good fit

Independent estate and letting agents from a single high-street branch with three or four negotiators up to a small group of branches that want one register and one applicant list. Daily users are the negotiator who lists, books viewings and chases offers from a phone between appointments, the lettings administrator who processes applications and keeps the tenancy records straight, the branch manager who watches enquiry response and time on market, and the vendor or landlord who logs in to see what is happening with their property.

Also worth knowing

It is less suited to agencies that mainly need client accounting for rent and deposit money, to auction houses, and to new-homes sales teams marketing plots on a development, which has its own package. Commercial agencies with lease-event tracking usually need custom work.

The operational problem it solves

How it runs, step by step

The negotiator opens the register at half past eight.

The branch view shows every live instruction with its status, days on market, the number of viewings and whether feedback is outstanding.
Overnight enquiries from the website and the portals have already been matched to applicants or created as new ones, and each sits in the queue of the negotiator who owns the property.
He opens the first: a couple asking about a two-bedroom terrace.
Their record shows a saved requirement, so the system suggests two other instructions in range and he offers a viewing of all three in one visit.

The viewing is booked into Saturday against his diary and the key log, which shows the keys are in the branch safe rather than with the vendor.

A confirmation goes to the applicants and the vendor sees the viewing appear in her portal.
Monday morning the feedback prompt is answered on his phone and the vendor reads it the same day, so a price conversation happens on evidence rather than on a feeling.
Meanwhile the lettings administrator marks a flat as let agreed, which pulls it from the public search and sends the status change to the portals in the next feed run, with the feed log showing what was sent and what each portal acknowledged.
At six the branch manager sees three enquiries that have waited more than a working day and reassigns them before leaving.

Features

What the package does

The package ships as modules that follow the life of an instruction: the register and public search, the enquiry and applicant layer that turns interest into viewings and offers, and the feed and portal layer that keeps the portals and the vendor informed. Each module below lists what it does; the comparison table shows which package variant includes it.

Listings and search

Property register with status lifecycleOne register for sales and lettings with a status lifecycle you configure for each instruction.
Public property searchVisitors search by price, bedrooms, type and radius, and each instruction has its own page.

Forms and requests

Valuation and appraisal request formOwners ask for a valuation or market appraisal through a form that lands with your team.
Enquiry capture into applicant recordsEnquiries from the website, email and portal imports become one applicant record routed to the owning negotiator.
Applicant requirements, matching and alertsRecord what each applicant wants, match new instructions to them and send alert emails.

Workflow and tasks

Agent and branch assignmentAssign properties to agents and branches, with the history of every reassignment kept.
Tenancy records and renewal remindersKeep tenancy records with deposit details and document dates, with reminders ahead of renewals.

Scheduling

Viewing diary, key log and feedbackBook viewings against negotiator availability, track keys and capture viewing feedback.
Online viewing bookingApplicants book a viewing themselves against slots you publish.

Integrations

Portal feed output with send logSend properties to listing portals in standard feed formats and see a log of what went to each one.
Multi-branch registerRun several branches on one register, with applicants shared across branch areas.

Portal and access

Vendor and landlord portalVendors and landlords see viewings, feedback, offers and shared documents.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Property register with status lifecycle	Included	Included
Public property search	Included	Included
Valuation and appraisal request form	Included	Included
Agent and branch assignment	Not in this variant	Included
Enquiry capture into applicant records	Not in this variant	Included
Viewing diary, key log and feedback	Not in this variant	Included
Applicant requirements, matching and alerts	Not in this variant	Included
Portal feed output with send log	Not in this variant	Included
Vendor and landlord portal	Not in this variant	Optional
Tenancy records and renewal reminders	Not in this variant	Optional
Online viewing booking	Optional	Optional
Multi-branch register	Not in this variant	Optional

Roles and permissions

Who does what

Branch manager
- See every instruction, enquiry and viewing for the branch with ageing and response indicators
- Reassign properties and enquiries between negotiators
- Approve price changes and withdrawals before they reach the feeds
- Run reports on time on market, viewings per instruction and enquiry response
Negotiator
- Create and edit instructions, photos, floor plans and descriptions
- Work their own enquiry queue and book viewings against their diary and the key log
- Record viewing feedback and offers from a phone
- Match applicants to new instructions and send alerts
Lettings administrator
- Progress applications from let agreed to move-in with a checklist
- Record tenancy dates, deposit details and documents with renewal reminders
- Manage landlord contacts and the properties they own
- Issue standard letters and emails from templates
Vendor or landlord
- See viewings, feedback and offers on their own property
- Read and download documents the branch shares with them
- Message the assigned negotiator
Applicant
- Search and save requirements, and receive alerts when a match is listed
- Request or book a viewing and receive confirmations
- See their upcoming viewings and the properties they have enquired about

Example screen

Concept demo

Concept demo of an estate agency register listing properties with status, days on market, viewing counts, outstanding feedback and portal feed status.

The branch register as the negotiator sees it on Monday morning: live instructions with status, days on market, viewings booked, feedback outstanding and a feed indicator per portal showing the last accepted update.

Scope and options

What is included and what is extra

In the base package

Property register for sales and lettings with a configurable status lifecycle
Agent and branch assignment with reassignment history
Public property search with price, bedroom, type and radius filters and a page per instruction
Enquiry capture from website, email and portal imports into one applicant record, routed to the owning negotiator
Viewing diary against negotiator availability and the key log, with feedback capture
Applicant requirements, matching and alert emails
Valuation and market appraisal request form
Portal feed output in standard property feed formats with a per-portal send log

Common add-ons

Vendor and landlord portal with viewings, feedback, offers and shared documents
Tenancy records with deposit details, document dates and renewal reminders
Online viewing booking by applicants against published slots
Multi-branch register with shared applicants across branch areas

Needs custom work

Bespoke feed formats or enquiry imports for a portal with no standard format
Integration with a specific client accounting or referencing system
Offer progression and sales chain tracking beyond the standard checklist
Reporting beyond the branch manager dashboards

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can change later. In both cases you own the code and your data. Instructions, applicants, viewing history, feedback and documents can be exported at any time in standard formats, portal credentials remain in the agency's name, and nothing in the package stops you moving it to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates to the platform and its dependencies, monitoring of the feed runs and the enquiry imports with alerts when a portal rejects a submission, backups, and a monthly window for small configuration changes such as a new status, a new branch user or an amended email template. Changes to a portal's feed specification are handled inside maintenance where they are minor and quoted as change requests where they are not.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of branches and users, the add-ons selected, the number of portals to configure and test, the volume of instructions and applicants migrated and whether you host it yourself. Your proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Property register for sales and lettings with a configurable status lifecycle
Agent and branch assignment with reassignment history
Public property search with price, bedroom, type and radius filters and a page per instruction
Enquiry capture from website, email and portal imports into one applicant record, routed to the owning negotiator

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Does it send our listings to the property portals?

The package produces feeds in the standard property feed formats and sends them on a schedule, with a log per portal showing what was sent and what came back. Each portal is configured and tested as part of setup. The portals themselves decide when a listing appears, so the package shows you the state of the feed rather than promising a time.

What happens when an enquiry arrives from a portal?

Portal enquiries that arrive by email are read and matched to the property and to an existing applicant where the details agree; otherwise a new applicant is created. The enquiry lands in the queue of the negotiator who owns the property, and the branch manager sees how long it has waited.

How are viewings and keys handled?

A viewing is booked against the negotiator's diary and the property's key record, which shows whether keys are in the branch, with the vendor or signed out. After the viewing the negotiator is prompted for feedback, which is stored against the property and, if the vendor portal is on, shown to the vendor.

Can vendors and landlords log in?

With the portal add-on, yes. They see viewings, feedback and offers on their own property and any documents the branch chooses to share. They never see other properties, applicant contact details or internal notes.

Does it cover tenancy deposits and renewals?

The tenancy add-on records deposit amounts, where they are held, references and dates, plus tenancy documents and renewal dates with reminders to the administrator. It is a record and a reminder, not legal advice; which scheme and process you follow remains the agency's responsibility.

Can we run more than one branch on it?

Yes. The multi-branch add-on gives each instruction a branch owner while applicants are held once across the group, so a match in another branch's area is offered and routed to the right negotiator without duplicating the record.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is currently a custom build assembled from our listings, forms, bookings and integration modules for each agency, and the example screen is a labelled concept demo rather than a live client system. Requirements outside the listed options go through custom estate agency development.

Get a quote for Estate agency package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.