Lead automation for UK estate and letting agents
Portal enquiries arrive all day and evening, and the agent who replies first usually books the viewing. We route every Rightmove, Zoopla and OnTheMarket lead to the right negotiator instantly and make the first contact within minutes.
Every portal lead answered while it's still warm
Most UK agencies receive leads from Rightmove, Zoopla, OnTheMarket and their own website. Enquiries arrive as emails or inside each portal, often in the evening, and negotiators are out on viewings during the day. Leads wait, and applicants book with whoever called first.
We bring every enquiry into your CRM as it arrives, whether that's Reapit, Alto, Street or another system, and route it by branch, property, buyer or tenant, or negotiator. The applicant gets an instant reply, by text, email or WhatsApp, offering viewing times, and the negotiator gets the lead with everything the applicant said.
Portals are also sending richer data. Rightmove now offers enhanced lettings leads, with details like affordability, move-in date and who the tenant will live with, inside several agency CRMs. We use those details to prioritize follow-up, so the best-qualified applicants are called first.
From portal enquiry to booked viewing
What happens when an applicant enquires about one of your listings at 8.45 pm.
- 0 sec
Enquiry arrives
The Rightmove, Zoopla or OnTheMarket enquiry lands in your CRM with the listing attached.
- Under 1 min
Routed to a negotiator
Assigned by branch, sales or lettings, or listing, with a fallback so it's never unowned.
- Under 2 min
Applicant gets a reply
A text or email offers viewing slots from the negotiator's diary.
- Evening
Viewing booked
The applicant picks a slot; it's confirmed and added to the diary.
- Next morning
Negotiator calls
They call already knowing the applicant's budget, timing and position.
Where agencies lose applicants
- 01Evening and weekend enquiries wait until the office opens.
- 02Leads land in a shared inbox and nobody owns them.
- 03Negotiators re-type portal enquiries into the CRM.
- 04Unsuitable applicants take up viewing slots.
What the lead automation does
- 01
Captures every enquiry
Rightmove, Zoopla, OnTheMarket and website leads brought into your CRM automatically.
- 02
Routes instantly
Assigned by branch, property, sales or lettings, or negotiator, with a fallback so none go unowned.
- 03
Replies in minutes
An instant text, email or WhatsApp reply with viewing slots, day or night.
- 04
Qualifies applicants
Asks your questions, such as budget, timing, chain position or move-in date, before the viewing.
- 05
Books viewings
Viewings booked into the negotiator's diary, with confirmations and reminders.
- 06
Reports by source
Response times and viewings by portal and branch, so you know what's working.
How leads arrive from each portal
| Source | How leads usually arrive | How we capture them |
|---|---|---|
| Rightmove | Enquiry emails, Rightmove Plus, and enhanced lettings leads in supported CRMs | CRM integration where available, otherwise email parsing |
| Zoopla | Enquiry emails and lead delivery to connected CRMs | CRM integration where available, otherwise email parsing |
| OnTheMarket | Enquiry emails and CRM feeds | Email parsing or CRM feed |
| Your website | Contact and valuation forms | Direct webhook into the workflow |
Exact options depend on your portal packages and CRM. We check your setup before building.
Tools it works with
- Rightmove
- Zoopla
- OnTheMarket
- Reapit
- Alto
- Street
- Microsoft 365
- Twilio
- n8n
What changes
- Every applicant hears back within minutes, even out of hours.
- Negotiators start each call already knowing what the applicant wants.
- You can see which portal and which branch produce viewings.
Estate agent lead automation: FAQs
Does it work with Reapit, Alto and Street?
Yes. We connect through each CRM's integrations or API where available, or through the portal lead emails if not. We check your setup before we start.
Can it call applicants?
It can, using an AI voice agent to return enquiries and book viewings. Returning someone's own enquiry is different from cold marketing calls, which PECR restricts; we keep calls to applicants who contacted you.
Will it replace our negotiators?
No. It handles the first reply, routing and booking. Negotiators still run the viewings, build relationships and agree the deals.
How long does it take to go live?
A single, well-defined workflow is usually live in one to three weeks. Larger systems are delivered in phases, so you see something working early instead of waiting months.
Guides
- Guide
AI automation pricing
2026 build and running costs in USD, GBP, CAD and AED, with a payback example.
What should your business stop doing manually?
Tell us what slows your team down. We'll show you what can be automated.