Lettings
SortX runs the lettings lifecycle from landlord instruction to tenancy start. Lettings negotiators, administrators and property managers work from one tenancy file with AI agents handling the routine chasing, referencing follow-ups and drafting under approval.
Connected to the rest of the operating stack
The workflow follows the property, landlord, applicant, tenancy and compliance record behind the work.
Captures new landlord instructions and builds the letting file from day one.
Publishes to Rightmove, Zoopla and OnTheMarket with photos, floorplans and compliance data.
Registers applicants, matches requirements to available properties and books viewings.
Presents offers to landlords, records approval decisions and moves accepted applicants to referencing.
Triggers referencing, chases outstanding documents and records Right to Rent checks with evidence.
Generates tenancy agreements, protects deposits, schedules inventories and hands keys to tenants.
Short status markers for scanning the lettings pipeline without opening every record.
lettings workflow
reporting included
built in
Each item shows enough context for staff to act, approve, or leave the agent to continue.
Workflow view
Branch policy applied
Instruction
Landlord instructs, property file created with compliance requirements.
letting file
Marketing
Property listed on portals, applicants matched and viewings booked.
viewing schedule
Offer
Offers presented to landlord, approval recorded, applicant moves to referencing.
accepted offer
Tenancy setup
References complete, agreement signed, deposit protected, keys handed over.
live tenancy
SortX keeps routine lettings progress visible while protecting the decisions that need a person.
Lettings in a UK estate agency crosses every desk: negotiators find tenants, administrators chase references, compliance checks Right to Rent, accounts handle deposits, and property managers take over at move-in. SortX keeps the work on the tenancy record instead of spreading it across inboxes and spreadsheets.
The lettings operating layer does the repeatable work first: matching applicants, chasing referencing providers, drafting tenancy agreements, requesting landlord approvals and opening the next task. Anything that changes a tenancy term, confirms a tenant or sends a sensitive communication is held for approval.
Managers set approval limits, SLA clocks, escalation rules and compliance gates around each stage of the lettings journey. Staff can take over manually when a case needs judgement, and the record shows what the agent did before the handover.
That matters when the risk is lettings work split between portal extranets, personal email, referencing logins and legacy systems. SortX gives the team one place to see pipeline status, compliance position and outstanding actions without hunting through tabs or exported reports.
Practical details for lettings directors, branch managers and operations teams.
Yes. The manual path stays available at every stage. Staff can take over, edit drafts, change owners, add context and approve or reject agent work at any point.
SortX triggers referencing requests, chases applicants and guarantors for outstanding documents, and records outcomes on the tenancy file. The referencing provider does the checks — SortX manages the workflow around them.
SortX records Right to Rent check dates, document types, follow-up dates for time-limited permissions, and attaches evidence to the tenancy record. Expiry alerts are automatic.
Yes. Branches can run different approval limits, SLA clocks and agent permissions. Individual landlord preferences — such as pet policies, minimum income multiples or guarantor requirements — are stored on the landlord record and applied automatically.
SortX records the source record, timestamps, owner, approval decision and final output for every step. Evidence stays attached to the property, tenancy, applicant or landlord record.
SortX records the deposit amount, protection scheme, certificate reference and prescribed information service date. It alerts when protection deadlines approach and stores the certificate on the tenancy file.
SortX gives the lettings pipeline a clear owner, a live status and a controlled approval path from instruction to move-in.