Vertex Systems
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Automation for Real Estate Agencies

Speed to lead wins deals. We automate the admin behind enquiries, listings, viewings, and follow-ups so your agents spend their time selling and letting — not typing.

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30 minutes · no pitch · no obligation

Common bottlenecks

In a busy agency, enquiries pile up and listings wait while agents are out on viewings. This is where the hours — and the deals — quietly leak away.

  • Slow responses to portal and website enquiries
  • Re-keying listings across portals and your site
  • Scheduling and reminding viewings
  • Chasing ID, AML and compliance documents
  • Updating the CRM after every call
  • Keeping vendors and landlords informed

Example solutions

A few of the workflows we build most often for sales and lettings teams. Each is mapped to how your agency actually works before anything is automated.

  • Lead Intake & Routing

    Enquiries from the portals, your website and email are captured, qualified, and routed to the right agent in your CRM — with an instant, personal auto-response so no lead ever goes cold.

  • Listing Syndication

    Enter a property once and publish it everywhere. Details, photos and price changes update across the portals and your website automatically, with no double-keying.

  • Viewing Scheduling

    Viewings are booked and confirmed automatically, with reminders to applicants and vendors that cut no-shows and keep agents’ diaries full.

  • Document & Compliance Collection

    ID, AML/KYC checks, references and signed paperwork are requested and chased automatically until every file is complete — without an agent lifting a finger.

Example workflow

  1. Portal Enquiry
  2. AI Qualification
  3. CRM & Auto-Reply
  4. Agent Notified
What you can expect

What changes for your agents

The point isn’t fancy technology — it’s faster responses, fuller diaries, and more time to sell.

  • Every enquiry answered in seconds, not hours
  • Listings live across every portal, faster
  • More viewings booked, with fewer no-shows
  • Compliance files completed without chasing
  • Vendors and landlords kept updated automatically

Frequently asked questions

Do you replace agents or negotiators?

No. We automate the administrative work around the deal — capturing leads, booking viewings, chasing documents — so your agents spend more time on viewings, valuations and negotiation, where they win business.

Which CRMs and portals can you connect?

We work with the major agency CRMs — such as Reapit, Alto, Dezrez and Jupix — and portal feeds like Rightmove, Zoopla and OnTheMarket, plus any system with an API or data feed. French portals and CRMs connect the same way.

Sales, lettings, or both?

Both. Sales pipelines, lettings, and property-management workflows like maintenance requests and renewals can all be automated.

Is applicant and client data handled securely?

Yes. Data is processed through your existing systems wherever possible, with least-privilege access and retention limited to what each workflow needs. Your team keeps full control of compliance sign-off — nothing is submitted without review.

Do we need to switch software?

Usually not. Most engagements build on the CRM and portals you already use. If a change would genuinely help, we’ll explain why before recommending it.

Show us your lead flow.

A short call usually surfaces three concrete automations — starting with the ones that win you more instructions and viewings.

Schedule a Call

30 minutes · no pitch · no obligation