Real Estate · Lettings

Landlord Renewal & Retention

Retain managed properties by starting the renewal before the landlord shops around.

Apps this needs

CRM Salesforce, HubSpot or your local CRM for leads & contacts. Connect during setup
WhatsApp Business Send confirmations and let customers reply on WhatsApp. Connect during setup
Inbound Email Let the agent read and answer email enquiries. Connect during setup
SIP Trunk Route inbound & outbound calls through your phone system. Connect during setup

How it works

  1. Agent picks up agreements entering the renewal window at the appropriate lead time before expiry, per jurisdiction notice requirements, from the property management software (AppFolio, Yardi, Buildium).
  2. Opens on the landlord's channel — WhatsApp, email, or voice (Twilio, 3CX, RingCentral, or a carrier-direct SIP trunk) — with the performance of their property.
  3. Answers the fee, term and notice questions from your agreed rules; negotiation beyond standard authority is escalated to the property manager.
  4. The signed renewal is processed and the lease record updated via API. For non-renewals, move-out and re-listing timeline are coordinated immediately.
  5. Flags any landlord signalling exit for a same-day human call and logs the outcome to the CRM.

Data sources

Management agreements Rent & arrears history Fee schedule CRM

What it targets

  • Renewals opened in window Target 98%
  • Landlords retained Target 13%
  • At-risk landlords flagged Target 100%