Inbox & first response
61%less manual inbox sorting
Routine messages are sorted, drafted, and routed before they reach your team.
For UK Letting AgentsStop drowning in
Stop drowning in
tenant emailscallschasing
We build and run AI that handles your inbox, calls, maintenance, and compliance chasing. You stay in control. The busywork disappears.
Works with Reapit, Fixflo, Goodlord, Microsoft 365, and more.
Services
What we automate
Pick where the pain is worst. We connect it to the tools you already use.
Inbox Triage
Tenant, landlord, and contractor messages get read, sorted, and routed with a suggested reply.
Maintenance
Repairs get logged, matched to the right contractor, and tracked until done. Landlords get updates automatically.
Compliance Chasing
EPC, gas, and EICR certificates get tracked, with reminders sent so nothing expires without warning.
AI Phone Agent
Answers calls, handles enquiries, books viewings, and logs repairs, 24/7 with a natural voice.
How It Works
We build it, run it, and improve it
You approve the decisions that matter. We handle everything else.
We audit your workflows
We look at how work comes in and where your team loses time to repetitive tasks.
We build your system
AI workflows connect to your tools and triage emails, calls, and forms automatically.
You stay in control
The big decisions still come to your team. The AI handles the sorting and chasing.
We keep improving it
Monthly reviews to refine responses and add new workflows as you need them.
Integrations
Works with the tools you already run
No rip-and-replace. Your records stay in your PMS. We do the work and write the outcome back.
ReapitPMS source of truth
FixfloRepairs workflow
GoodlordLettings progression
Microsoft 365Shared inboxes
WhatsApp BusinessTenant messaging
Twilio VoiceAI phone agent
XeroFinance records
Street.co.ukModern agency CRM
PayPropClient accounting
AltoAgency CRM / PMS
Logos show systems LatchFlow can connect with. Third-party marks belong to their respective owners.
Renters' Rights
The law changed. Your records need to keep up.
Stage 1 of the Renters' Rights Act applies in England from 1 May 2026. The hard part is proving the right process reached every tenancy.
Proof of information sent
Show who received the required information, when, and how, and flag anyone still missing it.
Tenancy changes tracked
Catch mismatches between your tools and your PMS before they cause the wrong tenancy status.
Rent-review checks
Check timing, notice, and approval before any rent-review message is allowed to go out.
Clear ownership
Turn missing terms and uncertain cases into named tasks with a next action and an exportable record.
Workflow support only, not legal advice. Your approved policies remain authoritative.
Read the GOV.UK roadmapTrust & Control
Built for real branches, not a fragile AI demo
Every workflow ships with clear approval limits, rollback, an audit history, and a monthly review.
Human approval gates
Emergency, spend, legal, and low-confidence cases are held for a person to review.
Clean write-back
Actions are logged against the right property and tenancy, so your records stay current.
Monthly reviews
We review response time, triage rate, and edge cases every month. The system stays managed.
UK data governance
Clear data boundaries, least-privilege access, audit logs, and a rollback path.
Packages
Start with one workflow, then expand
A managed service, not an hourly project. We scope and price each engagement to your branch.
One workflow live
300-800 managed units
£4k-£6ksetup, then £1k-£1.8k/mo
- Inbox or maintenance triage
- 2-4 live integrations
- Weekly tuning
- Branch reporting
Front desk + maintenance
800-2,000 managed units
£6k-£10ksetup, then £1.8k-£3.5k/mo
- Inbox and maintenance operations
- Approval rules and landlord thresholds
- Monthly review
- Exception tuning
Multi-branch
2,000+ units or multiple offices
£10k-£18ksetup, then £3.5k-£6k/mo
- Maintenance, compliance and knowledge
- Branch workload visibility
- Role-based controls
- Quarterly roadmap
Every engagement is fixed-scope before we build. The monthly fee covers monitoring, tuning, reporting, and support.
Book a Scoping CallROI Model
Translate your queue into a real package fit
This is a working estimate, not a promise. It helps you see how much manual pressure sits inside the inbox, maintenance queue, and follow-up work before we audit the live process.
Capacity model
Run the numbers your operations lead already feels.
Change the inputs below and the model will estimate monthly admin pressure, likely package fit, and the best first workflow to audit.
Estimated monthly pressure
Pro package fit
Multi-branch operating layer. The current queue looks busy, with the biggest relief coming from the two highest-volume workflows.
Across inbox triage, maintenance coordination, and portfolio admin friction.
Illustrative hours a managed rollout can take back if the workflow is scoped well.
What that queue is likely costing before overtime, rework, and interruption effects.
Conservative estimate of labour pressure released by the recommended package.
Queue load76% of one full-time role
At this level, the queue absorbs about 0.73 FTE and roughly 26.6 hours per ops person each month.
Audit firstStart with shared inbox triage. That is the quickest win for response time and backlog relief.
Recommended packagePro
£10k-£18k setupthen £3.5k-£6k/mo
69 ticketsrough monthly maintenance volume
1,020 messagesrough monthly inbound volume
Book the audit for this workflow
We’ll validate the baseline, then scope the first workflow with approvals, rollback, and write-back rules.
FAQ
Common questions
The boundaries and choices that matter, in plain terms.
Does LatchFlow replace our CRM or property software?
No. LatchFlow sits on top of the tools you already use. Your PMS stays the source of truth while we triage work, apply your rules, and write outcomes back.
What would you automate first?
Usually one busy queue: shared-inbox triage or maintenance. We start with a person approving the work, then expand once it is stable.
Will AI make legal, emergency, or spending decisions on its own?
No. Legal, emergency, vulnerable-occupant, and spend cases always go to a named person. We remove the repetitive handling, not the accountability.
Will tenants know when they are speaking to AI?
Yes. AI calls and messages are clearly disclosed, with an easy route to a person. No one who needs human help gets stuck with a bot.
How long does the first rollout take?
A first workflow usually reaches a supervised live pilot in about three to four weeks, depending on system access and a contact on your side.
How is our data handled?
Before we connect live data, we agree the sources, access, retention, and approval rules. The public dashboard uses sample data only.
See what we could automate for you
Book a free 30-minute audit. We'll look at your workflows and show you where AI can save your team time.
Book Your Free Audit