Estate and letting agents · Fit Ventures AI · Nottingham
AI set up for Nottingham estate and letting agents who want landlords kept informed, enquiries answered and fewer evenings catching up.
I teach you to set up small fixes, each one drafting a repeat job, following written rules, agreed by you and me, on which client details can go into AI. The fixes fit your branch's own jobs and tone, and I teach your team to run them. A person in your business checks every message the AI drafts before it goes out.
A fit call is a free 30 minute call to see whether this suits your business. To book one, use any Book my free fit call button to pick a time in my booking calendar. Nothing is sold straight from this page.
New enquiry · 21:16
Is the two bed on Mansfield Road still available? Could I view it this week?
Draft reply, in your wordsReady
Hi James, thanks for your message. Yes, it's still available. I can show you round on Thursday at 5.30pm or Saturday at 10am. Which suits you better?
- The team you've gottrained to run the fixes, before you take on another hire
- Written planwithin 7 days of your start session
- Every messagechecked by a person before it goes out
01The problem
The same jobs, every week.
Wages and employer National Insurance have gone up, so another hire costs more than it used to. Landlords expect more for their fee, the lettings paperwork keeps growing, and enquiries wait for a reply while you're out on a valuation.
Your agency is personal, and that is why people choose it. Keeping it that way shouldn't depend on everyone working flat out.
Sound familiar?
“We can't afford another person, but we can't keep going like this either.”
“Landlords ring up asking what's happening, and the honest answer is we haven't had time to tell them.”
- “We chase viewing feedback three or four times and still don't hear back.”
- “Since the Renters' Rights Act came in, the lettings paperwork has gone up again, and the maintenance requests never stop.”
- “Everyone keeps saying AI. I had a go, it was alright, but I haven't got time to work it all out and I don't know what's safe.”
- “I don't know where to start, and I don't want to get it wrong with my landlords.”
These are examples of what agency owners describe, not quotes from my clients.
If that is your week, there is a calmer way to run it, and you learn only what you need to run the agreed fixes.
02What I set up
The fixes that suit an agency.
Each fix is one repeat job that AI drafts for you, such as a reply to an enquiry. Fixes for the same area, such as finance, sit together in one helper. We pick the first one or two together in the start session. Nothing goes out without a person in your business reading it first.
Marketing
Landlords and vendors hear from you
- A monthly newsletter, drafted from your inboxYour helper drafts a monthly newsletter for you to check and send, only to contacts you may lawfully email. You check consent (their permission to be emailed) and your opt out list (people who asked you to stop); I show you how.
Finance
Invoices wait
- Overdue invoice remindersPolite reminders drafted in your voice, for you to check and send.
Operations and delivery
The phones and the inbox never stop
- Enquiry and portal replies draftedThe Monday pile of "is it still available?" waiting with a draft reply for each, in your tone.
- Viewing feedback chasers and landlord updatesDrafted for your team to check and send.
- A daily team briefA short note, drafted each morning, of the day's key actions and decisions, from.
- A phone answering service, not offered yetWhen it is offered, it would take messages, sort the urgent from the routine and pass them to you to deal with.
Compliance
Certificates and licences slip
- A weekly deadline listEach week, your helper drafts a short list of the certificate and licence dates coming up, from your own compliance register, each with the name of the person in your team who will act on it.
Before any client details are used, I check with you which tools will see them, who can log in, and how each tool stores data.
03Your numbers
What the repeat jobs cost your branch
Move the sliders to match a normal week. They start at five people doing four hours each, plus four hours of your own evenings; set them to your own branch and your own rates.
At your hourly cost, your team’s repeat jobs are worth about £14,400 a year. On top of that, your evenings are worth about £5,760, a cost that rarely shows in your accounts. In your start session, you and I count where those hours go and agree which jobs are worth fixing first.
These are your own numbers, worked out over 48 working weeks. Nothing here is a promise of time saved; your start session looks at your real week properly.
Thinking of hiring instead? A new person usually costs more than their salary: employer National Insurance at 15% on pay above £5,000 a year (some employers can claim the Employment Allowance against it), a workplace pension for most staff, and sick pay from the first day off sick.
04What changes
Jobs are bundles of tasks. AI can help with some of them.
Anthropic, the company behind Claude, looks at work this way: every job is a bundle of tasks. Here is an example for a small letting agency. Each square is one task; bigger squares take more time. Press After AI to see which tasks stay with people, which AI helps with, which AI drafts for a person to check and send, and the new tasks it creates.
An illustration, not a finding. Square sizes are examples until your start session counts your real week.
What could change: people keep the visits, the judgement calls and the relationships. The repeat writing could arrive as drafts, and checking and sending them would become part of the job.
05How it works
Three steps, and you stay in charge of each one.
I teach you to set it up yourself, so you understand what is running in your business. The work starts with a paid start session, which you can only buy after a call with me, never straight from this page.
It follows the CALMER Method™: Count where your hours go, Agree the fixes and Lock down the rules for your clients' details in the start session; Make each helper in your own words and Equip your team to run it as each helper is set up; then Review what is working and what needs changing at the review call, and each month if you choose monthly support.
What is included
- 1. The start sessionCount, Agree, Lock down. About two hours, then your plan within 7 days
We choose the first fixes together, agree the rules for your clients' details, and you see your first fix working before the session ends. Within 7 days of the session you receive a written plan and ready made instructions.
- 2. Your helpersMake, Equip. One for each area you choose, 90 minutes each
A helper is AI set up for one area of your business, such as finance; a skill is one repeat job it does. We set up each helper together, with its first skill, using examples of your own writing. Between sessions you use it in your real week, and I answer your questions by email.
- 3. The reviewReview. A 30 minute call for each helper, or one 2 hour visit if you buy everything at once (the full package)
We check what is working, improve what is not, and decide what comes next. Add another skill or helper later, only if you want to.
Included, yours to keep
- The Safe to Paste desk card
The worry it answers: "Is it safe with my clients' details?" A one page card showing what can go into AI and what never does, so everyone follows the same rules without asking.
- The Voice Library
The worry it answers: "It'll make us sound robotic." A set of instructions for the AI that I write for your business and tune to your own tone, so drafts sound like you. You check every draft before it goes out.
- Your AI setup board
The worry it answers: "I'll forget how it all works." A board in your own account on Notion, an online notes app (its free plan is enough), that holds your plan, your rules for customer details, each helper and its instructions, and what's next. We fill it in together at each session, and you keep it in your account afterwards.
06Is it for you?
Who this is for, and who it is not for.
This is for you if
- Your agency is independent, around Nottingham, with one or two branches.
- Your team is stretched, and you want to see what AI could draft for them before you hire again.
- You work evenings or weekends to keep up with repeat jobs.
- You want every message checked by a person before it goes out.
- You and your team can give about two hours at the start and two at the review.
This is not for you if
- You want AI to send messages to clients with no one checking.
- You are a large chain or franchise with your own central IT team.
- You want to replace your lettings or accounting software.
- You need a promised number of hours saved before we've started.
07Questions
The honest answers.
The things people worry about before they say yes, in plain words.
Questions agents ask
Is it safe with my clients' details?
Data handling comes first. Before anything is set up, we agree in writing what can go into AI and what never does. You get a one page desk card, and a person checks every message before it goes out. No setup can guarantee security, so I assess each tool and its settings with you.
Will AI send messages to my vendors, landlords or buyers on its own?
No. Everything is drafted for your team, and a person checks every message before it goes out.
Will it work with the software we already use?
The start session looks at the software you already pay for. Where it can do the job, we use it rather than adding something new.
You've never run an agency. What do you know about my business?
That's true, and I won't pretend otherwise. You know your agency; I know how to build systems and how to teach them. I already run my own businesses on an AI setup that drafts for me and never sends without me checking.
What does it cost?
The start session is £350 for up to 10 people and £497 for 11 to 50. Each helper is £350 with its first skill, and each further skill is £250. Everything at once is £1,500, or £1,650 for 11 to 50 people. Monthly support after setup is optional, at £350 a month; a new helper is priced separately. [to confirm]
How long does it take?
The start session is about two hours, and your written plan follows within 7 days. Each helper is then set up with you in a 90 minute session. If you choose everything at once, the review visit is within 3 months of the start session.
Start with a short fit call.
Tell me how your branch runs. If we're a good fit, you can start with the start session, from £350. I take on three new businesses a month.
If your written plan does not give you at least three fixes you would use for the needs we agreed, tell me within 14 days of receiving it and I will refund the start session fee in full within 14 days of hearing from you.