Residential Sales & Lettings software | Agency Pilot Residential Sales & Lettings software | Agency Pilot

Residential Sales & Lettings

Although historically Agency Pilot was developed as a commercial property system, we have developed specific tools and tailored the product and terminology to allow residential sales and lettings teams to use the software.  Now Agency Pilot is used by both commercial and residential agents across the UK.

Unfortunately Agency Pilot does not have any accounting functionality for the management of property information. However we do have facilities to output financial information to accounting products such as Sage.

If your practice deals with both commercial and residential then Agency Pilot provides the ideal platform to share information across different teams. A shared Company Relationship Management (CRM) system allows you to cross-sell and up-sell more effectively across your organisation.

Key features include:

Property Marketing

Agency Pilot allows you to create bespoke property brochures direct to PDF format and upload the details, images and brochures to the UK's leading residential listing portals. A comprehensive search engine allows you to send tailored emails to potential purchaser in a timely manner.

Your own corporate website can be configured to register applicant details and requests for property information. Automated responses can be defined and alerts of property updates can be sent to web site visitors.

Sales Progression

Agency Pilot provides a simple and easy way to access information relating to a property or client. A synopsis of the details are displayed on a single page providing information relating to the current status of a sale.

Standard workflow and task stages can be setup to guide you through the process. Reminders are set to ensure that you have a clear view of work outstanding. A full history of outstanding tasks and completed activity is available in one central location.

Matching and Mailing

Agency Pilot allows you to quickly and accurately match potential clients to properties, based on their specific requirements. Bespoke letters or email shots can be configured to be sent in your own corporate style in a quick and timely manner. All emails sent through Agency Pilot are tracked and interactions such as brochure downloads are alerted to your staff instantly.

Custom mailing lists can be imported using the standard import facility to allow a targeted marketing campaign to be delivered in a co-ordinated manner.

Enquiry Management

Full details of enquirers and their requirements can be stored within Agency Pilot, A number of embedded search routines make it quick and easy to find suitable properties that meet their criteria.

Properties can be put forward in a professional response, and the action is logged for future reference. Reminders can be set to ensure all enquirers are kept up to date with potential properties.

Enquiries can also be downloaded from other sources such as your own website and other listing portals.

Client Management

Agency Pilot ensures that all interactions and workflows are recorded against a client. Phone calls, viewings, offers and other interactions can be recorded allowing you to provide feedback to clients instantly.

Marketing reports can be generated for Vendors to show activity on their properties over any given time period.

Diary Management

Agency Pilot provides full synchronisation with Microsoft Outlook, including shared calendars. These facilities provide users access to their appointments outside of the office environment on their PDA's or smart phones.

The internal diary allows users to filter by day, week or month and if allowed, also view other users' diaries. Reminders setup in the system as part of the day-to-day workflow is automatically recorded in the diary system as a to-do list of tasks.

Workflow and reminders can be set up to ensure the tenancy of a property is managed in an efficient manner. Lease end, break, inspection, inventory check dates can all be setup as reminders on the property and tenant record.


Agency Pilot can hold a mixture of information including comparable information. This may be information sourced from other agents, property data suppliers, or internal deals.

Comparable evidence can be input directly into the system or via the spreadsheet import facility.

The comparable search facilities allows users to quickly report on similar properties and extract the relevant information into bespoke reports.

Job Management

A fully facilitated job management module allows you to keep track of all instructions such as sales, lettings, lease renewals, rent reviews, ratings, and valuations. All interactions and labour (time-spent) are recorded against each job, fees can be calculated and invoices generated. Detailed analysis of jobs allows you to track expenditure and to fee forecast by date, client or job type.

On the lettings side of the business, any interactions and jobs can be recorded to ensure contractors are informed at an early stage and the Landlord and Tenant are kept informed on a regular basis.

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Agency Pilot is Designed, Created and Powered by Alcium Software - a Software Development and Web Design Studio based in Sheffield. The Directors of Alcium have been working together for over 15 years and have over sixty years combined experience, with a proven record of reliability, service and customer satisfaction.

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