For UK letting agents and property managers
Automate property management.Protect every property.Give your team their time back.
Agents HQ handles tenant enquiries, works out what each repair needs, books and chases contractors, and keeps a record of every step. Your team keeps the decisions.
Tenant, via WhatsApp
Hi there is water coming through the kitchen ceiling, it's been dripping since this morning
Thanks Amira. Is water still coming through now, or has it stopped?
Still dripping, faster than before
Understood. Is the flat above occupied, and can you safely reach the stopcock under the kitchen sink?
Sorted out automatically
- Issue
- Active water ingress through ceiling
- Property
- Flat 12, Prospect House, LS1
- Likely source
- Flat 16 above, unoccupied today
- Trade
- Emergency plumber
- Access
- Tenant home until 18:00, key safe 4417
Safety rule applied
Water near a ceiling light fitting. Electrical advice withheld and a property manager notified immediately.
An illustration of the product interface. Sample data.
What comes off your desk
The work that stops landing on your team
Repairs eat more time than anything else in managing a let, and almost none of it needs your judgement. Agents HQ takes the repetitive part and leaves your team the decisions.
The questions, asked for you
A blocked sink and a boiler with no heat both need the same details before anyone can book the job. Agents HQ asks for them the moment the tenant gets in touch, at any hour, so the job arrives ready to act on.
The chasing, done for you
Did you get my email. Can you attend Tuesday. Where is the invoice. Agents HQ sends the reminders, collects the documents and keeps tenants and landlords updated without anyone writing a message.
Certificates renewed on time
A gas safety certificate that lapses is a legal problem, not an admin one. Agents HQ tracks every expiry date, books the renewal in time and files the certificate against the property.
What Agents HQ does
More properties per manager, fewer calls, no missed certificates
Reporting, repairs, contractors and compliance are one workflow in practice, so they are one system here. Every part of it is built to give your team back time.
AI tenant and repairs assistant
Tenants report at any hour through the channel they already use. The assistant asks the questions a good property manager would. It gathers photos and appliance details, then applies your safety rules, all before anyone at the agency reads it.
Repairs and contractor management
Every repair from first report to signed off invoice. Quotes compared, landlord limits applied, work orders issued, contractors chased, and the certificate filed against the property when it is done.
Compliance and planned maintenance
Gas safety, EICRs, EPCs, alarm checks and fire risk assessments on a schedule per property. Reminders before expiry, approved contractors booked automatically, and one view showing where every property stands.
What changes
What your agency gets back
Automation is only worth buying for what it returns. These are the things that change, and the reporting shows you by how much.
Fewer tenant calls
The same questions about the same problems stop reaching your team. Tenants report, get updates and check progress without ringing the office.
Less chasing
Contractors, landlords and missing documents are chased on a schedule, not by a person who remembered.
Faster repairs, fixed first time
The right trade gets the photos, the appliance details and the access arrangements before they set off, so fewer visits end in a second appointment.
Fewer callouts
Low-risk problems get the self-help guidance you approved before a job is raised. A plumber is not sent to a blocked sink the tenant can clear.
Lower cost per repair
Every hour not spent scoping, booking and chasing comes off the cost of each job. The reporting shows callouts avoided and admin time saved.
A record that settles disputes
Every message, quote, approval and photograph sits on the property, time-stamped. A complaint is answered from the record, not from memory.
More properties per manager
The same team carries more doors. The portfolio grows without the payroll growing to match it.
Staff who stay
Repetitive, stressful admin is what good property managers leave over. Take it away and the job is the judgement calls they were hired for.
What needs you, not another inbox
You should see the decisions, not the traffic
Most property management software gives you another screen to check. That is not a saving, it is a second inbox with the same work in it.
Agents HQ moves the routine work along on its own. It brings you what really needs a person: an emergency, a quote over a landlord's limit, a contractor who has gone quiet, a certificate about to run out, an appointment that has fallen through twice.
- Jobs that are progressing normally stay out of your way
- Late jobs and missing paperwork are flagged, not buried
- Bulk progress, reassign and filter by branch, manager, landlord or contractor
- Every automated action records the rule, the time, the input and the outcome
Quote over limit
Boiler replacement, £1,840
34 Ashfield Road · landlord approval needed
No contractor response
Roof leak, 2 declines
Prospect House · offered 14 hours ago
Certificate expiring
Gas safety, 11 days
6 properties · renewal not yet booked
No access, twice
EICR follow-up work
Flat 3, Camberwell Court · tenant not responding
61 other repairs progressed on their own today
End to end
One repair, from the first message to the filed certificate
The same path every time, with your rules deciding where a person is needed. Six of these eight stages cost the agency no time at all.
- 01Hands off
Tenant
Reports the problem
Web, WhatsApp, SMS or email, at any hour. Nothing to install and no portal password to recover first.
- 02Hands off
Agents HQ
Gets the details
Guided questions, photographs, appliance make and model, access details. Out comes a structured job with a recommended priority.
- 03Hands off
Agents HQ
Applies your rules
Safety checks first, then the right trade and the preferred contractor for that property or landlord.
- 04Needs a decision
Property manager
Handles what needs a person
Only where a rule says a person should look: emergencies, spending over a limit, anything that does not fit.
- 05Hands off
Contractor
Accepts from a link
Opens the work order on their phone, accepts or declines with a reason, and proposes a time with the tenant.
- 06Needs a decision
Landlord
Approves the spend
Only when the quote is over their limit. Under it, the job goes ahead without anyone being asked.
- 07Hands off
Agents HQ
Chases and updates
Tenants and landlords are told what is happening. Contractors who go quiet get reminders without you writing them.
- 08Hands off
Agents HQ
Closes with the evidence
Invoice, certificate and photographs checked in, compliance records updated, and the tenant asked to confirm it is fixed.
Compliance
Certificates renewed before they expire, not after
Every property gets a compliance schedule covering the certificates you are legally responsible for and the planned maintenance you have agreed with the landlord.
Agents HQ watches the expiry dates, books an approved contractor in time, coordinates access with the tenant, and records every visit, including when nobody was in. The certificate lands back on the property record and goes to the landlord and tenant.
- Gas safety, EICR, EPC, alarms, fire risk, legionella and PAT
- A property-by-property view showing in date, running out, expired and at risk
- New jobs raised straight from an inspection or report
- A full record for every property, with times
| Property | Gas | EICR | EPC | Alarms | Legionella |
|---|---|---|---|---|---|
| Prospect House, LS1 | ✓ | ✓ | ✓ | ✓ | ! |
| 34 Ashfield Road | !✓ | ✓ | ✓ | ✓ | / |
| Camberwell Court | ✓ | ✕ | ✓ | ! | ✓ |
| 12 Bishops Way | ✓ | ✓ | ! | ✓ | / |
| Hollis Mill, S11 | ✓ | ✓ | ✓ | ✓ | ✓ |
Contractors
Your contractors will actually use this
Your contractors get each job as a link on their phone. No app to install, no password to remember, nothing standing between them and the work.
Agents HQ sends a secure link by WhatsApp, SMS or email. The contractor opens the job on their phone, accepts, proposes a time, uploads photographs and the invoice, and marks it done. An account is offered later, once the thing has proved useful to them.
- Import the contractors you already use, or invite them in a message
- Insurance, qualifications and accreditations tracked with expiry warnings
- Agreed rates and spending rules held per contractor
- Quotes, additional work requests and completion evidence in one thread
- Contractors you introduce stay private to your agency, always
See it run on your own properties
A 30 minute walkthrough using the repairs and compliance you are dealing with this week. No slides.