Custom-built estate agent and letting agent software for London and UK agencies that have outgrown Reapit, Alto and Jupix. Reapit and Alto integrations, AML/Right-to-Rent automation, mobile-first negotiator tools. Fixed price from £8,000. Live in 4-8 weeks. Part of our broader UK PropTech software practice.
Estate & Letting Software
01. Why bespoke beats off-the-shelf for UK agencies
Reapit, Alto and Jupix work for agencies that fit their default workflow. They become a constraint for agencies that have built a specific competitive process around prime London stock, niche landlord communities, commercial portfolios or unusual fee structures. The default workflow flattens what makes your agency different.
UK estate and letting agencies that approach Softomate typically share three patterns. First, they have a defined competitive advantage that the off-the-shelf platform forces them to dilute (a 24-hour response promise the vendor's queue model cannot support, a viewing-allocation logic the vendor does not allow them to configure, or a fee structure that requires accounting workarounds every month). Second, they have grown to a scale where the per-user licence cost of the off-the-shelf platform is now a material monthly expense. Third, they have specific compliance requirements (AML risk-scoring tied to their internal categorisation, audit trails for a specific lender panel, or landlord client reporting templates) that the off-the-shelf system does not satisfy without manual workarounds.
A custom build preserves the competitive process, removes per-user licence drag, and bakes the compliance requirements into the workflow so audits become trivial rather than panicked. The trade-off is the upfront build investment. For most growing agencies, that investment is recovered within 12 to 18 months of go-live through avoided licence cost, recovered negotiator time and reduced compliance overhead.
02. What we build for UK estate and letting agencies
Softomate-built estate and letting agent systems cover the full operational workflow. Each module integrates cleanly with the others through a single underlying data model, eliminating the cross-system reconciliation that consumes negotiator and back-office time on multi-vendor stacks.
Lead capture from website, portals and direct enquiries with intent classification, automated qualification flow, viewing booking and full conversation history per prospect. Mobile-first so negotiators work from phones on viewings.
Full property record management with photos, floorplans, EPC, key details. One-click dispatch to Rightmove, Zoopla, OnTheMarket via ADF. Portal feedback collected and routed back to the relevant negotiator.
Built-in AML risk scoring with Credas, Yoti or Onfido integration. Right-to-Rent check workflow with 5-year audit retention. NTSELAT inspection-ready evidence available in under 5 minutes per case.
Per-branch viewing calendars with automated booking via prospect-facing portal. Offer pipeline with chain visibility, vendor negotiation tracking, and audit-friendly negotiator notes per offer.
Tenant referencing integration, deposit protection workflow (TDS, MyDeposits, DPS), tenancy renewal automation, rent collection tracking and the full landlord communication cycle in one place.
Branded landlord and vendor portals showing live property performance, viewing feedback, offer status and statement of account. Reduces inbound calls to negotiators by 40-60% in typical deployments.
If you want to keep Reapit, Alto or Jupix for accounting and statutory reporting, Softomate builds a one- or two-way integration layer so your custom front-end works alongside the existing system. Many clients use this to phase the migration over 12 months.
Optional AI layer for enquiry triage, viewing booking, tenant FAQ handling and after-hours emergency triage. Built on GPT-4o with retrieval-augmented access to your property database. See our AI chatbot case study below for live results.
03. Pricing
Softomate quotes fixed prices after a discovery session. Three typical engagement bands:
Starter (£8,000-£18,000): Single-branch estate or letting agency. Core CRM, property database, AML compliance, portal dispatch, mobile-first negotiator tools. Live in 4-6 weeks.
Multi-branch (£20,000-£35,000): 2-6 branches with shared property database, per-branch viewing calendars, full lettings lifecycle, landlord portal, Reapit/Alto integration. Live in 8-12 weeks.
Enterprise / franchise (£35,000-£75,000): 6+ branches or franchise operator with multiple business units, per-branch branding, white-label landlord portal, AI assistant, full compliance audit infrastructure, custom reporting. Live in 12-20 weeks.
All bands include 90-day post-launch hyper-care, structured handover documentation and the option of an ongoing support retainer. Hosting and third-party integration costs (ID verification, telephony, Rightmove portal) are quoted separately based on volume.
04. How we work
1. Discovery (1 week, fixed price £950). We spend a day onsite with your team mapping the current workflow, identifying the bottlenecks, and documenting the specific competitive process worth preserving. Output: a written discovery document, fixed-price scoping for the build, and a recommended phasing plan.
2. Design (week 2). We produce wireframes for the negotiator-facing UI, a data model diagram, and the integration architecture. You sign off before any build work begins.
3. Build (weeks 3-N, depending on scope). Two-week sprints with a working demo at the end of each sprint. You see actual functionality, not a status report. We do not move to the next sprint until the previous one is signed off.
4. Pilot (1-2 weeks). One branch goes live, others stay on the existing system. We monitor every interaction and refine before full rollout. This eliminates the operational risk of a big-bang cutover.
5. Full rollout + hyper-care (4 weeks). All branches migrate over a weekend. Softomate provides on-call support during the first month with same-day response on any operational issue.
05. Why Softomate
Softomate has delivered AI chatbot and software automation for UK estate and letting agencies as a core service line. See the case study below for a London letting agency that cut average lead response time from 4 hours 18 minutes to 60 seconds and captured 38% more after-hours enquiries within the first 90 days of go-live.
Our delivery team is based in Stanmore, London. All client data stays in UK AWS regions. We sign UK GDPR-compliant DPAs, provide written privacy impact assessments and operate under the Companies House registered identity of Softomate Solutions Limited (No. 14030684). Named senior contact throughout every engagement. No outsourced delivery.
Work with us
Book a 30-minute discovery call. We will scope your workflow, share comparable past engagements, and produce a fixed-price scoping document within 48 hours. No commitment.
Softomate Solutions Limited
Deen Dayal Yadav
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