Back-office automation for letting agencies and managing agents.
Eight years inside UK lettings operations, now building AI systems that do the chasing. Compliance renewals, repair coordination, rent reviews and landlord updates, wired into the software your agency already runs.
UNIT 01 · We've done your job
Before WiseSolutions, our founder spent eight years inside UK lettings operations. Maintenance coordination. Compliance deadlines. The Section 21 paperwork nobody misses. The 5pm landlord call about a boiler. The tenant who has messaged three times about the same leak. The portfolio handover where half the certificates were out of date and nobody had noticed.
So this page is not written from a product deck. The real work in property management is not the deal. It is the hundred small obligations that sit between deals: the certificate that expires in six weeks, the works order waiting on a quote, the arrears that need a letter before they need a solicitor, the landlord who wants a straight answer today.
That is what we automate. Not the judgement, the chasing. The parts of the job a good property manager does well and hates doing, because they are repetitive, deadline-driven and easy to drop when the phone will not stop ringing.
UNIT 02 · The new rulebook
The Renters' Rights Act 2025 received Royal Assent on 27 October 2025, and the first phase came into force on 1 May 2026. Section 21 no-fault evictions are gone. Possession now runs on evidence-based Section 8 grounds, which means the paperwork behind a claim has to be complete and in order before you file. A Section 21 notice served before 1 May 2026 only holds if you applied to court by 31 July 2026. Section 13 rent reviews changed too: two months notice instead of one, the new prescribed Form 4A, one increase per twelve months, no backdating, and a First-tier Tribunal that cannot set the rent higher than the figure you proposed. A national landlord database is expected to begin its regional rollout later in 2026. Every one of those changes turns a filing task into an evidence task.
The full text sits on legislation.gov.uk. We walk through the operational side in our note on building an evidence trail for letting agents, and our overview of AI in UK property management covers the ground-level examples.
UNIT 03 · What we automate
incoming certificate → expiry logged → works order raised
The system reads incoming certificates, extracts the expiry dates, files them against the property and raises a works order and a reminder before the deadline. EICR every five years, the annual gas safety certificate, the EPC, and smoke and carbon monoxide checks. Nothing sits in an inbox until it lapses.
Human gate: you approve the works order before anything is booked.
tenant message + photo → urgency graded → contractor briefed
A repair report comes in from a tenant with a photo. The system grades urgency, drafts the brief for the contractor, chases the completion evidence and closes the loop with the landlord once the job is signed off. Our note on automating maintenance triage shows how that first build tends to go.
Human gate: a person confirms priority on anything that reads as a safety risk.
review due → Form 4A drafted with comparables → sent for approval
For a rent review, the system prepares the Form 4A with local comparables attached, ready for you to check. For arrears, it runs the letter sequence with the right timing and escalation points, and stops for a human at each stage that carries legal weight.
Human gate: you sign every notice and every escalation before it leaves the office.
month end → statement narrative + works summary → drafted
At month end the system drafts the landlord statement narrative and a plain summary of the works completed, the certificates renewed and anything still outstanding, so the report writes itself and you read it back rather than assemble it.
Human gate: the numbers come from your accounts. We draft the words around them.
new let → references + deposit + renewal → tracked
References, deposit protection inside the thirty-day window, Right to Rent checks, renewals and check-out. The system tracks each step of the tenancy, prompts the next action and keeps the paper trail a claim or a deposit dispute will later need.
Human gate: every document is filed for a person to review, not sent blind.
new email → classified → filed against property → reply drafted
Every message into the shared mailbox is classified, filed against the right property and tenancy, and drafted for reply. The urgent ones surface. The routine ones are answered in one click. Nobody has to ask which inbox holds the truth.
Human gate: replies wait for a person to send them.
UNIT 04 · Your stack, not ours
Most proptech AI arrives as one more subscription platform with one more dashboard for your team to check. We work the other way. We build the automation into the tools you already run: your property management software, your shared inbox, your portal listings, your phones. The system reads and writes where your data already lives.
You own it. Your data stays in your accounts, under your permissions, with a log of every action the system takes. If you ever stop working with us, the workflows are yours and the audit trail comes with them. We are not a platform you rent access to. We are the people who wired your existing stack together and left you the keys.
UNIT 05 · Real property work
A property business · UK · anonymised
We built a programme of work around one letting operation's most repetitive regulatory load. A public question-and-answer assistant, grounded only in approved source text on the Renters' Rights Act, with an email gate and full conversation logging so no answer is ever invented. Alongside it, a Section 13 preparation flow that reads the tenancy agreement, pulls local comparables and drafts the notice with its evidence attached, plus tenancy-transition addendums and landlord briefings written from the same source material.
Names redacted out of respect for our clients. We can share full details on a call.
UNIT 06 · The engagement
First workflow
Two to four weeks
The portfolio system
Scoped to your stack
Managed & monitored
Rolling monthly
One call about your portfolio gets you a fixed quote, itemised, before you commit to anything. And unlike a hire, the system does not hand in its notice.
UNIT 07 · Where the line is
Automation drafts and chases. People decide. We do not put an AI in live, unsupervised conversation with a tenant, because a wrong answer about a deposit or a repair obligation is a real problem for a real person. We do not give a system the final say on possession action. And we do not let anything reach a tribunal, a court or a landlord as fact without a person having read it and signed it off.
The founder background is the reason we are strict about this. When you have sat on the other side of these deadlines, you know which mistakes are recoverable and which follow you into a hearing. So the rule is simple. The system does the reading, the drafting, the filing and the chasing. The judgement stays with your property managers, where the accountability already sits.
UNIT 08 · FAQ
Most of the value sits in the repetitive back-office work: certificate tracking and renewals, maintenance chasing, arrears letters, rent-review preparation, landlord reporting and shared-inbox triage. The system reads what comes in, files it against the right property and drafts the next action, so your managers spend their time on decisions rather than admin. Front-of-house enquiries and viewings are a separate job we cover on our page for letting agents.
A Section 21 notice served before 1 May 2026 is only enforceable if the landlord applied to court by 31 July 2026. After that deadline it cannot be relied on, and possession has to run on Section 8 grounds instead. Serving a fresh Section 21 now is not an option and risks a civil penalty. Our systems flag which of your live notices still sit inside the old rules so nothing is assumed.
From 1 May 2026 the notice period for a Section 13 increase doubled from one month to two, served on the new prescribed Form 4A. You can raise rent once in a twelve-month period and not at all in the first twelve months of a tenancy. Increases cannot be backdated, and the First-tier Tribunal cannot set the rent higher than the figure you proposed. Rent-review clauses written into the tenancy agreement are now void.
Yes. The system reads an incoming certificate, extracts the expiry date and the property it belongs to, and files it with a reminder and a works order raised before the deadline. That covers the EICR, the annual gas safety certificate, the EPC and smoke and carbon monoxide checks. A person still approves any works order before a contractor is booked.
In almost every case, yes. We build around the property management software, shared inbox and portals you already run, rather than asking you to move to another platform. The system reads and writes where your data already lives. If a particular tool has no reliable way in, we tell you before any budget is committed instead of forcing a brittle workaround.
Yes, when it is designed that way from the start. We map what personal data each workflow touches, keep it inside your own accounts under your permissions, minimise what is stored and log every action for review. For higher-risk cases we recommend a data protection impact assessment before anything goes live. The tenant data stays yours.
No. It removes the chasing, filing and drafting, not the judgement. Your property managers still make the decisions, sign the notices and hold the relationships. What changes is that they stop losing evenings to admin a system can do more reliably. We are strict about keeping people in charge of anything with legal or financial weight.
Start with the chore that hurts most and repeats every week. For most agencies that is certificate tracking or maintenance triage, because both are deadline-driven and easy to drop when the phones are busy. We usually build one workflow first, prove it on real data, then expand from there once the value is obvious.
Handling viewings and new enquiries instead of the back office? That job lives on our page for letting agents.
Unit · 04 · Property Management Automation enquiry
30 minutes with someone who has actually run a portfolio. We'll tell you what to automate first.
A 30-minute call.
We'll tell you whether we're the right fit and what it'd look like.
