This month, across the managed book
Every pound below traces to a named unit, a named landlord, and a named person who can fix it today.
Needs attention now
Each row carries the next action, who does it, and the messages ready to go — tenant, landlord and contractor drafted together.
The system watches itself
Four pillars — Win, Price, Ready, Run — with the Executive above them checking every feed on a heartbeat. If a feed goes quiet or a clock stalls, a person is told before anything is missed. No "it broke silently in March".
| Pillar | Watching | Last check | State |
|---|
Out right now
Who is where, what they're on, and how long is left on the clock. Nobody rings the office to ask, and the office doesn't ring the engineer to find out.
Where these actually came from
This is the bit that normally hurts. The same morning's work arrives in six different places, and no one of them holds the whole picture.
↓
One board. Same numbering, same clock, same audit trail — whichever door the job came through.
Today's callouts
Every job logged today, in the order it landed, with the source it came in on.
| In | Source | Property | Reported as | Assigned | Target | State |
|---|
The agent floor — every enquiry, call and incident handled the moment it lands, by a named agent, with a person approving anything that matters. Nothing waits. Simulated feed, fictional data — the live version shows your real traffic.
On shift now
Today so far
0
events handled
0
calls answered
0
awaiting one-tap approval
0
left waiting
Live feed
streamingTwo minutes of questions. Then everything runs on your rules.
This is the same onboarding the live system uses — answer in plain English and watch the demo become yours: your name on it, your gate lists, your repair mandate, your software staying put. Saved on this device only; nothing is uploaded anywhere.
Live repairs — triaged from the tenant's own words
Every report graded on arrival, contractor assigned, response clock running. The clock column is what stops "we'll get to it" becoming a lost landlord.
| Reported | Tenant said | Unit | Urgency | Contractor | Clock |
|---|
Works-order pipeline
Every job gets a minted number the second it's triaged and moves through the same stages — nobody asks "where's that job up to" twice. Off-process work (a repair agreed on the phone, never logged) gets flagged, not lost.
Compliance board — 480 units, counted down
Gas safety, EICR, EPC, smoke & CO, deposit protection. The clocks never switch off; the overdue ones sit at the top because a director should never have to hunt for them.
| Unit | Landlord | Requirement | Due | Status | Owner |
|---|
Contractor vault — their paperwork, chased like yours
A managing agent is only as compliant as the contractors it sends into tenants' homes. Every contractor's insurance and registrations sit in the vault with the same countdown clocks — expiring documents are chased automatically, and a contractor with lapsed cover simply can't be assigned a job until it's renewed.
| Contractor | Document | Expires | Status |
|---|
Tenants, landlords and contractors — WhatsApp, email, phone and portal, one thread per person. The timer shows how long they've been waiting on you.
Paste any tenant message. Watch the triage.
The system reads the message, grades the urgency, assigns the right contractor, and drafts three messages at once — tenant, works order, landlord. Under a second.
Results appear here — extraction, urgency grade with reasons, contractor assignment, and the three drafted messages.
The tenant's side of the triage — a WhatsApp conversation, not a form. Photo required before a ticket exists, missing details asked for by text, and the call-out gate decides whether a contractor rolls at all. Press play.
Watch it handle a real one
The call-out gate
Every rule below is set to the firm's own criteria on day one — these are the placeholders the demo runs on.
✓Photo required, always. No photo, no ticket — the system asks, the tenant sends, the LLM reads it.
✓Complete before anyone is bothered. Unit, issue, access confirmed by chat — missing detail = one question back, never a guess.
!Emergency list () — contractor moves first, questions after.
!Tenant-responsibility list () — explained politely by text, logged, no call-out charged to the landlord.
✓A person is alerted only when a decision is needed — cost above mandate, tenant disputes the gate, or the same fault reported twice.
What the landlord sees — no login to learn, a link that works on any phone. Statement, compliance, repairs: the three things every landlord actually rings about, answered before they ring. Deliberately nothing like the office side.
Your Firm · Your properties
This month's statement — 3 properties
Rent collected£4,350
Management fee−£435
Repairs (1 job, invoice attached)−£186
Paid to you £3,729
Every deduction carries its invoice. The arithmetic always adds up — check it.
Compliance — all three properties
✓ Gas safety — all in date (next due )
✓ EICR — all in date
! EPC at 14 Elderbrook Road — renewal booked
✓ Deposits — all protected, certificates on file
Live repair — 14 Elderbrook Road
✓ Reported — window handle loose
✓ Contractor booked — M. Feltway Property Repairs
→ Visit , est. £45–£70 — within your repair mandate
You only hear about repairs twice: when they start and when they're done — unless a cost needs your say-so, and then it's one tap.
Every person, one next action
Tenants, landlords and contractors — nobody sits in the system without a named owner and a dated next step. Sorted by most overdue.
| Who | Type | Next action | Owner | Overdue |
|---|
Tenancy end dates, counted backwards
Renewal conversations open at day 90. The right-hand column is what an average 18-day void costs the landlord — the number that keeps them managed with you.
| Unit | Tenant | Ends | Days left | Status | Void cost if it slips |
|---|
Landlord retention — the quiet number
Landlords rarely leave over fees. They leave over slow repairs, surprise compliance lapses and silence. Every risk signal on this book gets a named owner before it becomes a notice letter.
| Landlord | Units | Risk signal | Action | Owner |
|---|
The arrears ladder — polite, early, relentless
Most arrears are a nudge, not a battle. Every step below runs on time, every message drafted for approval, and nothing escalates towards legal without a human deciding it should.
Day 1
Friendly nudge
"Rent didn't land — usually a bank hiccup. All OK?"
Day 7
Call + payment link
Named property manager rings; plan offered if needed
Day 14
Formal letter
Position stated in writing; landlord informed
Day 21
Landlord options
Human decision — never automatic
Live arrears cases
| Unit | Tenant | Owed | Days | Ladder stage | Owner |
|---|
Tell it what should happen. In plain English.
Type the rule the way you'd say it to a new member of staff. The system turns it into a running workflow — no menus, no flowchart builder.
Already running
Set up in plain English exactly like the box above. They have been quietly doing the boring work ever since.
Guardrails — every rule runs inside these
This is the difference between an assistant and a liability. The switches are yours to set; the statutory one isn't a switch.
Draft-firstNothing reaches a tenant, landlord or contractor without one-tap approval — unless you deliberately set a specific rule to send on its own.
Never inventsA blank or unreadable field is asked about, never guessed. “To confirm” means exactly that.
Repair mandates respectedCosts inside the landlord's mandate proceed; anything above it goes to the landlord for one-tap approval, with the estimate shown.
Statutory clocks always on — cannot be switched offGas safety, EICR, EPC, smoke & CO, deposit protection (30 days). These run whether anyone remembers them or not.
Arrears never auto-escalateThe ladder drafts and reminds; the step towards notices and legal is a human decision, logged with a name.
Full audit trailWhat was read, what was drafted, who approved it, when it went — line by line, exportable.
Monday morning, one page: what ran last week, what it found out, and what it deliberately did not do. Nobody has to ask anybody for an update.
The week in four numbers
412Actions ran without anyone asking
38Came to you for approval
6Things it found out that nobody had recorded
0Sent without someone pressing send
What each workflow actually did
Not "conversations handled" — the specific thing, and what came of it.
Repair triage147 repairs read as they landed. Each one drafted a tenant reply, a works order and a landlord note. 142 approved in one tap, 5 you rewrote.
RANResponse clockWatched 147 jobs against your client's targets. 3 were going to breach — all three flagged before they did.
RANCompliance watchChecked 480 units against gas, EICR, EPC and FRA dates. 9 renewals booked, 2 escalated to you.
RANRecharge catcherRead 147 closed repairs for anything rechargeable. 11 found, £3,840 — 9 approved, 2 you decided to absorb.
RANNothing goes cold34 jobs had a clock running. 4 went quiet and got picked back up automatically.
RANArrears nudgeDrafted 6 chases. All 6 waiting for you — none sent. Two tenants have already paid since.
WAITING ON YOURenewal approach11 tenancies inside 90 days. Approaches drafted, 3 approved and sent by you, 8 still queued.
WAITING ON YOUKey information it picked up this week
Things nobody typed into a system on purpose — it noticed them and wrote them down.
LEARNED
Flat 6 Wren Court — key safe code changed. The tenant mentioned it in passing on a WhatsApp about the leak. Now on the property record, so the next engineer isn't stood outside.
LEARNED
22 Chalkpit Way — tenant works nights. Said "please don't call before 2pm" in an email in March. Every appointment offered since has been afternoon.
PATTERN
Three separate leaks at Station Approach in five weeks — flats 2, 5 and 9, all the same riser. Individually they looked like three jobs. Together they look like one problem worth quoting for properly.
FLAGGED
A landlord emailed new bank details from a different address to the one on file. Nothing was changed and nothing was paid. It is sitting here for you to ring them and check — that is the only safe thing to do with it.
NOTICED
Voltbridge Electrical's public liability expires in 26 days. Picked up off their last certificate, not off a diary note anyone made.
NOTICED
Two landlords have not been sent a statement in over 60 days. Not overdue by law. Still worth knowing before they ask.
What it refused to do
The half of the report nobody else shows you.
HELD
14 drafts are waiting for you — arrears chases and renewal approaches. None of them went out. They will sit there until you press send or bin them.
HELD
Two repairs had no cost on them, so it left them blank. It marked them "to confirm" rather than estimating a number that would have gone to a landlord as fact.
HELD
It did not touch the bank details. See above. A change of payment details is always a phone call, never an update.
This sits on top of what the firm already pays for — nothing is replaced, nothing is migrated. Your management software stays the system of record; this layer makes sure nothing entering any of these feeds goes unanswered or expires quietly.
Three questions for anyone selling you AI for property management
Including me.
1. Does it make you leave, or re-key into, your management software?
This doesn't. Alto, Reapit, Jupix or Street stays exactly where it is.
2. Will it ever speak to a tenant or landlord unsupervised?
Here, everything is a draft behind a one-tap approval until you decide a specific rule has earned the right to send alone.
3. Can it show you what it protected last month, in pounds?
That's the dashboard — management fees, landlord money and fine exposure. Not “conversations handled”.
1. Does it make you leave, or re-key into, your management software?
This doesn't. Alto, Reapit, Jupix or Street stays exactly where it is.
2. Will it ever speak to a tenant or landlord unsupervised?
Here, everything is a draft behind a one-tap approval until you decide a specific rule has earned the right to send alone.
3. Can it show you what it protected last month, in pounds?
That's the dashboard — management fees, landlord money and fine exposure. Not “conversations handled”.
Gatehouse — nothing gets past it
What you've just walked through is a Gatehouse for a managing agent: every tenant message triaged in minutes, every certificate in date, every landlord informed before they ring, arrears chased politely and on time — on top of the software you already pay for, checked by a person you can ring.
Free management health check
Send me last month's repairs log and your compliance register export and I'll show you what's overdue, what's about to be, and what it risks — in pounds. Five minutes of your time; costs you nothing.
james@echoandelevate.co.uk · 07737 199 985