Letting agent CRM that keeps itself up to date
Bricky Bot is a letting agent CRM with an AI lettings team working from it. Every landlord, property, room, tenancy, person, contractor and certificate has one record, and the team keeps those records current as the work happens. Your people approve anything that goes out.
The short answer
A lettings CRM is the agency’s system of record: who the landlords and tenants are, what’s in each property, which tenancies are live, which certificates are due and what happened when. Most go stale because someone has to type everything in. In Bricky Bot, the AI staff that answer enquiries, chase repairs and file signed documents update the same records, and every message waits for one of your people to ✅ it.
Built on a working letting agency’s records
Luke Ashton, founder of Bricky Bot and Based Lettings. Five years in property, responsible for 150+ HMO rooms across his own portfolio and clients’. Based Lettings moved its whole portfolio into Bricky Bot’s CRM. Here’s what it holds today:
From Based Lettings’ own Bricky Bot records on 5 October 2026.
What a letting agent CRM needs to hold
The records are linked: landlord › property › room › tenancy › people, with contractors, certificates, documents and photos on each. Here’s what each record holds, and what keeps it current.
| The record | What it holds | What keeps it current |
|---|---|---|
| Landlords | Contacts, bank details (hidden until revealed), the management fee, their WhatsApp groups | Statements and payouts are matched to the landlord; every change is logged on their timeline. |
| Properties and rooms | Layout, access and codes, meters, WiFi, bins, parking, house rules, photos and videos per room, common faults and fixes | Fixes that worked go back on the record, so the next repair starts from what’s known. |
| Tenancies and people | Dates, rent, deposit and its scheme, signed documents, right to rent per adult, referencing, guarantors, notice | Signatures, referencing results and deposit registration land on the tenancy as they happen. |
| Certificates and documents | Gas, electrical, EPC, alarms, the HMO licence and more, one row per certificate per cycle | Expired certificates count as missing; each renewal opens inside its lead time. |
| Contractors | Trades, coverage, insurance and expiry, past jobs, which properties and landlords they work for, warranties | Jobs and costs from repairs are added to the contractor’s record. |
| Applicants | Every SpareRoom and OpenRent enquiry, from the first message to a signed tenancy | The lead’s stage is worked out from what happened, never typed in. |
Every record has a completeness meter: each missing detail links straight to where it’s filled in, and “not applicable” counts as an answer. An overview shows what needs attention across the portfolio: urgent repairs, deposits to register, right to rent follow-ups, certificates due and empty rooms. Licence records for shared houses are covered in our HMO licence guide; to check a specific address, Bricksmart’s HMO report (our sister product) covers licensing and Article 4.
The CRM is the record; the work around it is on our lettings agent software page. Letting rooms? See HMO management software and coliving software, or for guaranteed rent operators our rent to rent software page; for repairs, landlord maintenance software. What’s expired, due or missing, house by house, is on our landlord compliance reporting app page. For a landlord without an agreement of their own, our free tenancy agreement template builds one for England.
For your landlords and tenants
- Landlords get answers from the record, not a call back: certificates, rent, repairs and their monthly statement, in their own WhatsApp group.
- Tenants message the WhatsApp group they already use. Each group is linked to their tenancy, so the team answers from the facts on file, such as the bin day or where the stopcock is. More on our landlord tenant communication app page.
What your records have to show
A CRM is also your evidence. In England, these rules decide what a letting agent’s records must hold, and Bricky Bot tracks each one on the tenancy (the landlord’s full list is on our property management software UK page).
| Rule | What it asks of you | Source |
|---|---|---|
| Right to rent copies | Keep a copy of each tenant’s right to rent documents for the whole tenancy and for one year after it ends. | GOV.UK: making copies of the documents |
| Deposit protection | Put the tenant’s deposit in a government-approved scheme within 30 days of getting it. | GOV.UK: deposit protection schemes |
| Personal data | Keep personal data accurate and up to date, and secure against unauthorised access or loss. | UK GDPR, art. 5(1)(d) and (f) |
Wales, Scotland and Northern Ireland have their own rules. Tenancies in England are changing under the Renters’ Rights Act: see our guide to tenant notice periods.
How it works
- A team on top of the CRM. Specialist AI staff for enquiries, listings, move-ins and move-outs, maintenance, landlord reporting, records and inbox triage, with Bricky in charge. They read the records and never guess. What an AI lettings team is.
- Your people approve everything that goes out, in the app or straight from WhatsApp, and every edit is logged with who made it.
- Your accounts, your data. Bricky signs in to your own SpareRoom, OpenRent and WhatsApp accounts; it isn’t affiliated with or endorsed by them. It runs on your own Mac or Mac mini, or on Bricky Cloud.
- Your AI plan. It uses the AI plan you already have, such as a ChatGPT plan, so you pay your provider directly.
- Switching is included. We move your records and documents across from Arthur, COHO or spreadsheets.
- What it isn’t. No sales pipeline, no client accounting (it never holds or moves money) and no landlord or tenant portal logins: they’re kept up to date on WhatsApp and email.
What it costs
One price per tenant, everything included, with the AI plan you already have. See the pricing calculator for your portfolio. Advising a landlord on a purchase? Try our rental yield calculator.
Is Bricky Bot right for you?
Compare lettings CRMs
- Bricky Bot vs Arthur Online, the property management system with apps for everyone involved
- Bricky Bot vs COHO
- Bricky Bot vs Goodlord, the referencing, contracts and rent platform many agents use for move-ins
- Bricky Bot vs Fixflo, the repairs and maintenance software with a contractor marketplace
- Bricky Bot vs Latch
- Bricky Bot vs Autoprop, the AI lettings platform that answers agencies’ enquiries and calls
- Bricky Bot vs spreadsheets and WhatsApp
- Best AI lettings software in the UK (2026)
Questions about letting agent CRMs
What is a letting agent CRM?
The system of record a letting agency runs on: every landlord, property, room, tenancy, tenant, contractor, certificate and document, and the history of what happened to each. A lettings CRM is where your team looks things up and where the work gets logged.
How is Bricky Bot different from other lettings CRMs?
Most lettings CRMs are only as good as what your team types in. Bricky Bot’s AI staff work from the same records: they file signed documents, log repairs from WhatsApp, register deposit details and follow certificates, so the CRM stays current. Anything that goes out to a tenant or landlord waits for a person’s approval.
Is it a property management CRM as well?
Yes. The same records run the management side: rent, management fees, landlord statements, repairs and compliance. It doesn’t do sales, and it isn’t a client accounting system: it never holds or moves money.
Can we see who changed what?
Yes. Every edit is logged with who made it, whether a person, one of the AI staff or the import, and shows on the record’s timeline. Door codes and bank details stay hidden until someone reveals them, and each reveal is logged too.
Can we move our records across from another CRM?
Yes. We move your landlords, properties, rooms, tenancies, people, certificates and documents across from Arthur, COHO or spreadsheets. Imported records are checked and scored for completeness like ones typed in.
Does it post adverts to Rightmove and Zoopla?
Not directly. Bricky manages your adverts on your own SpareRoom and OpenRent accounts and keeps the listing on the room’s record.
See the CRM with the team working in it
A short demo on real UK lets: the records, the completeness meter, the timeline, and the AI staff updating them with your approval.
Book a demo