PropertyPortal for estate agencies
The all-in-one platform for modern estate agencies — CRM, email, matching, marketing and document generation, with an AI assistant woven throughout. This guide explains what it does, what you need before you start, and how it compares to the tools you may already use.
What PropertyPortal does
Everything an agency needs to win instructions, match buyers and close deals — in one place.
Christopher, your AI assistant
An AI teammate built into every screen. Drafts emails and adverts in your tone of voice, summarises threads, answers questions about your data and takes actions on your behalf.
Outlook email & calendar, built in
Connect Microsoft 365 so each agent sends and receives from their own mailbox. Threads, bookings and viewings live alongside the applicant and vendor records they belong to.
Applicant & vendor CRM
Track buyers, sellers and landlords through fully customisable pipelines, with viewings, offers, valuations and progression all in one place.
Smart matching
Instantly see every applicant that suits a property, ranked strong to weak, with the reasons behind each score — then turn a match into a mailing list in one click.
Marketing & campaigns
Build saved audiences, send personalised Outlook drafts for small sends or broadcast at scale through your own email provider — with consent and compliance handled for you.
Brochures & contracts
Generate branded brochures and contracts from templates using your logo, colours and letterhead, then export polished PDFs.
Dashboards & analytics
Role, branch and regional dashboards give owners, managers and agents the view that matters to them, backed by live performance analytics.
Multi-branch & roles
Structure the business into branches and regions, invite your team, and control exactly what each role can see and do.
How we compare
Most agency tools do one thing. PropertyPortal brings them together and adds AI on top.
AI assistant across the whole workflow
Agent's own Outlook mailbox & calendar integrated
Applicant-to-property matching with ranked reasons
Built-in marketing + bring-your-own bulk email
Most tools charge per contact or lock you into their sender.
Branded brochures & contracts from templates
Multi-branch, regions & granular roles
One platform (CRM + email + marketing + docs)
Competitors often need 3–4 separate subscriptions.
Prerequisites
What you need in place to use PropertyPortal.
A license key
Issued by our team for an agreed number of users and branches. You enter it once during onboarding to activate your workspace.
Microsoft 365 / Outlook
Recommended for every agent so email and calendar work end to end. You can start without it and connect later from Settings › Integrations.
A bulk email provider (for broadcasts)
To send large marketing campaigns, add your own Resend API key and a verified from-address. Small personalised sends work through Outlook without this.
Portal feed credentials (optional)
If you list on Rightmove, Zoopla or similar, have your feed details ready to connect your listings.
A modern browser
PropertyPortal runs in the browser — no installs. Use an up-to-date Chrome, Edge, Safari or Firefox.
What to prepare before setting up
Have these ready and setup takes minutes, not hours.
Agency details
Your trading name, primary contact and phone number.
Branding assets
A logo (PNG or JPEG) and your brand colours for brochures, contracts and emails.
Branch & region structure
The list of offices and any regions you group them into.
Your team list
Names and email addresses of the people you'll invite, plus the access role and branch for each.
Legal templates
Any standard terms, contract wording or letters you want available from day one.
Tone of voice
How you like emails and adverts to sound, so the AI writes the way your agency speaks.
Getting started
From first conversation to a live agency workspace.
Get your license
Contact us to agree user and branch limits. We'll issue a license key tailored to your agency.
Prepare your checklist
Gather branding, branch structure, team emails and legal templates so setup is quick.
Complete onboarding
Enter your license key, set up your organisation, invite your team and configure branches.
Connect integrations
Link Outlook for email & calendar, and add a bulk email provider if you'll run large campaigns.
Need a hand?
Our team can help with licensing, onboarding and anything you get stuck on.
Contact us