CogentIntelligence
AI agents for estate and letting agents
Portal leads go cold in an hour, viewings need constant rearranging, and every tenancy creates a stack of paperwork. Cogent responds, books and prepares, while your negotiators stay on the phone to people who are ready to move.
01Where the week goes
We work with independent estate agents, lettings agencies and hybrid agents. The details differ from firm to firm, but the same few jobs come up on almost every discovery call:
- Slow lead response. Rightmove and Zoopla enquiries arrive evenings and weekends. Answer the next morning and they've viewed elsewhere.
- Viewing ping-pong. Booking, confirming and rearranging viewings between applicants, vendors and tenants eats the day.
- Vendor updates. Vendors want feedback after every viewing. Writing it up is the first job to slip.
- Tenancy admin. Referencing chasers, right-to-rent checks, renewals and deposit paperwork all follow the same steps every time.
None of these need your expertise. They need doing quickly, the same way every time, and that's exactly the kind of work AI agents do well, with your Business Map telling them how your business runs.
Key idea
An applicant who gets a useful reply in five minutes books the viewing. One who waits until tomorrow books with someone else.
02Agents built for estate and letting agents
These are the agents we most often switch on first in this sector. Each one reads your second brain, works around the clock and asks you before anything that matters.
- Trigger
- A portal, website or social enquiry
- Does
- Replies in minutes, qualifies (budget, position, mortgage in principle) and offers viewing slots
- Asks you
- Before it sends, and on any price discussion
- Trigger
- A viewing is booked, moved or cancelled
- Does
- Confirms with applicant and vendor or tenant, sends reminders and collects feedback afterwards
- Asks you
- When a slot clashes with access rules
- Trigger
- A let is agreed or a renewal is due
- Does
- Chases references, documents and signatures, and keeps a checklist for every tenancy
- Asks you
- Before anything is sent to a landlord or tenant
Your first agent is the one with the highest score on your discovery call, not the one on the top of this list. Most firms add a second and third over the following months.
03Ask your business anything
Because every agent writes to the same memory, you can ask questions in plain English that used to mean an afternoon in spreadsheets and inboxes.
YouWhich applicants viewed 3-beds under £300k last month and haven't offered?
CogentSeven. Two are chain-free with a mortgage in principle. Want me to send them the new Kingshurst listing?
YouWhat did the vendor at Elm Close say about price last time?
CogentThey'll consider offers over £285k but want a 10-week completion. That was noted on 2 October.
04Your Monday briefing
At 7am every Monday you get a short briefing built from your own tools: what came in, what's stuck and what changed.
05Find your peak
On the call we score every repeating job by hours a week × how easy it is to hand off (1 hard, 2 medium, 3 easy). The highest score gets built first. Here's how a typical list might look.
| Job | Hours a week | Ease | Score |
|---|---|---|---|
| Responding to portal leads | 8 | 3 | 24 |
| Booking and confirming viewings | 6 | 3 | 18 |
| Writing vendor feedback | 3 | 3 | 9 |
| Chasing references and documents | 4 | 2 | 8 |
| Renewal reminders | 2 | 3 | 6 |
Example · dummy data. Score = hours a week × ease.
In this example, responding to portal leads is the peak. Run your own numbers with the calculator on our home page, or bring them to the call.
06Where approvals sit
Every agent starts on a short lead. Here's a typical starting point for this sector. Yours is written into your Business Map.
Does alone
- Labelling and routing leads
- Drafting replies and feedback
- Updating the CRM and checklists
Asks first
- Anything sent to an applicant, vendor or landlord
- Price, offer or fee discussions
- Deposit or rent-related messages
Never
- Accepting or rejecting an offer
- Giving legal advice on a tenancy
Material information, right-to-rent and deposit protection rules stay under your control. Agents can draft, prepare and remind, but compliance documents always wait for a person.
07Works with the tools you already use
We connect to what you have rather than asking you to move. Common tools in this sector include Reapit, Alto, Jupix, Street, Expert Agent, Rightmove and Zoopla lead emails, Goodlord, Outlook or Gmail, and calendars. If a system has no integration, a Portal Operator agent can work it the way a person would.
08Questions
Can AI respond to Rightmove leads automatically?
Yes. A Lead Responder reads portal enquiries as they arrive, replies in minutes with useful details and viewing slots, and logs everything in your CRM. Approvals stay on until you trust it.
Does it work with Reapit or Alto?
Most estate agency CRMs can be connected. Where there's no integration, an agent can work the system the way a negotiator would.
Can AI book property viewings?
Yes. It offers slots from your diary, confirms with both sides, sends reminders and collects feedback after the viewing.
Is it suitable for a small independent agency?
Yes. Independents often gain the most because the same few people handle sales, lettings and admin.