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Letting Agent Software – Working with your Website

Written on July 14, 2011 at 2:04 pm

Getting your letting agent software to work with your website can be achieved through bespoke integration to any of the marketing leading software providers. Deciding on your in-house letting agent software can be an immediate response to operational demands or post sales opportunity. Your decision of which in-house letting agent software to purchase has significant implications on the ongoing operational costs for your business and deserves careful consideration.

OnKitz looks into some of the marketing leading software options including CFP Software, Domus Software and Rentman Software to help you understand important key questions and compare their respective feature benefits. If you have any questions on our new website packages and integration with your property management software please get in touch using the more info form below or our live chat assistant.

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Is the software available through an online browser?
Web based software enables you to manage your tenants, landlords and property administration from any computer with Internet access without downloading or installing any complicated programs. According to Apartment Internet Marketing, 46% of apartment prospects inquire about a property after normal 9 AM to 5 PM office hours. Being web-based gives you the ability to handle customer enquiries with the benefits of being able to access your property management software. Storing your data remotely on the providers servers means that your data will be securely stored and backed up online and software upgrades are handled for you. The reduced overheads from not requiring to support on-site maintenance also means that web based solutions are often cheaper and based on a monthly subscription keeping upfront costs down, and basic fees spread out over time.

Is it installed on an in-office server?
On site software is installed on to your computer of your businesses server. You are then able to access, save and backup files on your server. Locally hosted software may be a better option for you if you have little to no access to the Internet, or if you simply don’t see any benefits in working remotely. Some businesses may also prefer this option if they already have an in-office server with robust technical support as some on-site systems give you the ability to customise your advanced property management software to your specific needs. With on-site solutions you are paying large amounts up-front, but you may be able to save on the monthly fees normally associated with a web based solution in the long-term but look out for the providers own technical support fees.

Does it handle block management?
Not all property management software will have specific features for block management so it’s important to ask about this aspect if you require your software to group maintenance issues, meetings and financial arrears under individual blocks.

Will it integrate with my website?
Most property management software solutions can also allow you to display a property search facility on your own website using one of two main integration methods:

1. Hosted property search
A hosted property search or “IFraming” is usually the lowest cost method to display property listings on your website. Using this method of integration your software company will provide you you with a web page that is than framed within your website displays the search directly from their server to your website. Because the data is formatted by the software provider, this method offers no amount of formatting capabilities other than usually colours or sometimes font use. Depending on the software provider the search can contain mapping and image properties on a per property basis.

2. Feed integration
A feed of properties is a very raw list of properties and their attributes (price, location etc) which is then formatted into a search input and display of results through coding bespoke to your requirements. This is a very flexible method of creating a property search facility on your website as the data can be manipulated to better suit the appearance of your website and can allow for more advanced mapping, lead capturing and image galleries.

It is always a good idea to ask your website team to get in touch with a potential software provider first in order to discuss options for integration with your website to find out options and any development costs. Depending on the provider a website integration can also offer the ability to receive requests from your users directly into the software , such as registering interest in a property, viewing, callback and brochure requests.

Will it upload to several property portals in one go?
There are a rapidly growing number of property portals including Find a Property, Fish4Homes, Homeflow , Homes Alone, Lettingsearch, London2Let, Look4aProperty, Move with us, Mayfair Office, Mouseprice, Nethouseprices, Primelocation, Property Junction, PropertyIndex, PropertyLive, Rentin Online, Rentright, Rightmove, Rovster, Southern Property Finder and Zoopla. In today’s market it is a necessary service provisal to list the properties you represent. Uploading or even adding properties individually can quickly become an exhausting process so it is now a standard requirement for your letting agent software to do this for you. Importantly you should be ultimately seeking a solution that will upload your properties to all the major property portals in a single process.

Is support available over the phone or by email?
Technical support is usually provided by either chat, forums, tickets or telephone. The methods that best suites you will depend how independent you are as a communicator. Some people still prefer the one-to-one relationship of using the telephone. Software available tend to vary in the methods of technical support so investigate them thoroughly and check it is responsive enough to suite your needs.

CFP Software Features
Focussing heavily on accounting standards CFP Winman are the market leaders and the largest supplier of Lettings and Property Management Software with over 2500 clients and tens of thousands of users throughout the UK. Running CFP will requires installation on your office computers but is available as a pay as you go service.

An Organiser
Helps you keep track of every part of your business
Full Double Entry Client Accounting
Compliant with all the industry rule makers – RICS, NAEA, NALS and ARLA, and accredited by the ICAEW, means there is simply no better system available
Calculation and Returns Module
For accounting for tax on Non Resident Landlords – programmed to the precise Inland Revenue guidelines
Fully Integrated Diary
Features a link to History Logs and Accelerated Letter Writing facilities. Sync with Google Calendar for access online as well as from BlackBerry, iPhone and other smart phones
Fast Access to Landlord, Property, Tenant and Contractor (ledger) Information
Open multiple screens simultaneously, so you never lose track of what needs doing
One-click Automated Letter Printing
The fast and efficient way to produce the required paperwork. Produce as many letters as you wish with just 1 click!
Full Suite of Marketing Tools
Window cards, brochures, property lists, newspaper adverts all completed in seconds
SMS, MMS and e-mail Facility
Direct from the program – links with Microsoft Outlook
Custom Report Generator
Powerful, built in report generator to produce virtually any report you require

Domus Software
Web based, low cost estate agent and letting software.
Diary and Tasks
Keep up to date with our multi-view diary and tasks
– Day and Week view for each user
– Follow ups for viewings and valuations
– Link tasks to properties, customers and offers
– Mobile version to see your diary on your phone
– Branch diary
– Store applicant feedback for a viewing
– Printable list of daily appointments
Applicants
Manage your sales & letting applicants quickly and efficiently
– Buying and renting applicants in one place
– Record detailed applicant profile and requirements
– Powerful applicant matching facilities
– Email matching properties to applicants
– Record detailed notes on each applicant
– Advanced filtering for call-lists
– Generate letters for your applicants
– Create targeted e-mail campaigns to send out to applicants
Property Marketing
Impress all your customers using our comprehensive property marketing tools
– Integrated website with many features
– Automatically upload property details to property websites
– Powerful property matching facilities
– Email property details to matching applicants
– Access property and vendor details from your phone
– Powerful property matching facilities
– Print brochures such as Particulars and Window Cards
– Show buyers a photo gallery in the office
– Add photos, floor plans and EPC graphs
Sales
Utilise our highly effective sales features to streamline your business
– Track your valuations and instructions
– All your vendor and buyer details in one place
– Track the progress of sales from offer to completion
– Produce all standard documents
– Store and re-use solicitors details
– Report on sales pipeline per branch
– Create e-mail campaigns for Vendors and Applicants

Letting
Utilise our highly effective letting features to streamline your business
– Track your valuations and instructions
– All your landlord and tenant details in one place
– Set up and manage tenancies
– Produce all standard documents (AST Agreement etc)
– Generate invoices and statements
– Create e-mail campaigns for Landlords and Tenants
Admin and Setup
Simple configuration makes administration easy
– Web-based template editor
– Create Email Campaigns
– Customise areas, property types, filters and sources
– Configure portals
– Manage your users
– View sign in history
– View your Domus invoices and billing history

Rentman
Rentman is a fully integrated, residential lettings and property management software package. It comes as an install on your own in-office servers or as a “Windows over web” service enabling any PC or Mac to connect using Remote Desktop to a Rentman database hosted by us on a secure, fully managed and backed up remote server.

Marketing
– Instant marketing of available properties
– Applicant and property matching with print, email or SMS options
– Built in EPC graph generator for inclusion in marketing literature
– Up-to date lists of available properties with photos
– Full colour Window cards, property details and brochures
– Your company branding on all documents
– One click upload to all the major property portals
– Automatic landlord canvassing letters
– Floor plan import facility
– Google map, satellite and street view embedded
– Bulk mail merging of letters and emails
– View and print appointment log for each property
– Applicant activity history
– Screen Carousel for shop window
– Press advertising at the touch of a button

Management
– Automatic, intelligent Things To Do reminders
– Pint tenancy agreements with one click
– Automatically produce legal notices
– Rent reminders by letter, fax, email or SMS
– Maintenance events with recurring facility for inspections
– Networkable diary that can synchronise with MS Outlook
– Property Inventory
– Gas/electricity/water check-in/out records
– Letters or emails to utility companies
– Key tracking module with prompts and history
– Board tracking module with prompts
– References printed and tracked automatically
– Automatic expiry letters with prompts
– Easy renewal or termination of tenancies
– Gas, portable appliance, fire, electrical, oil certificate reminders
– EPC expiry reminders
– Insurance reminders
– Bulk mail merge letters and emails
– Envelope and label printing
Accounts
– Accounts summery screen giving an overview of all receipts, payments and fees for any period
– Prompts to produce management statements
– Let only option
– Automatic generation of commission Invoices
– Batch printing of management statements
– Batch fee transfer from client to office accounts
– Overseas landlords tax retention
– Cheque printing option
– Automatic reminders for unpaid invoices
– Contractor’s accounts, works order tracking and remittance advice printing
– Trial Balance
– Refund calculation if tenants move out early
– Section 19 and Non Resident IR Returns
– Negotiators commissions
– Client/Deposit/Office/Cash account ledgers
– Unlimited bank account creation
– Accounts summery with ledgers and period options
– Import transactions from internet banking websites
– Bank reconciliation
– Export facility in standard formats including Excel
– Standing Orders with reminders and auto process option
– Deposit records compliant with Tenancy Deposit Schemes
– Comprehensive report catalogue
Reports
– Client Account Ledger with period option
– Cash Book with period option
– Rent Overdue
– Rent Overdue (aged debtors)
– Deposits Held
– Managed Properties
– Management History
– Rent Due Dates
– Appointment Log
– Maintenance Events with period planned or archived
– Options
– Property Details
– Available Properties with layout options
– Properties to be Canvassed
– Tenancies Due to Move In
– Tenancies Due to Expire
– Current Tenancies
– All Tenancies
– Outstanding Statements and Invoices
– Statements and Invoices Yet to be Sent
– All Statement and Invoices
– All invoices by type
– Invoices raised before but paid after a cut off date
– Payments to Landlords with All Payments or Bank Transfer only options
– Landlords Rent (breakdown by property)
– Landlords Ledger/Statement with period option
– Tenants Deposit Statement
– Applicants Details
– Outstanding Applicant
– Key List
Security
– 4 levels of security access
– Integrated backup
– User Passwords

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