For estate agencies
Agents should be selling, not chasing paperwork.
For independent and boutique agencies in Johannesburg: the FICA documents, viewing feedback, mandate paperwork and "where is my transfer?" calls that eat an agent's week. Count the hours your team spends on them and you have the business case. We fix the process, then automate the parts that repeat.
Book a free 20-minute callor WhatsApp +27 68 901 8305
Sound familiar
Six places the week leaks.
- FICA documents chased one by oneID, proof of address and source of funds requested by WhatsApp, received as blurry photos, and checked by hand. A missing page stalls the deal at the attorney.
- Sellers asking how the viewings wentFeedback lives in agents' heads and phones. Sellers hear nothing and assume nothing is happening.
- "Where is my transfer?" callsBuyers and sellers phone the agent for updates the attorney holds. Every call is time not spent on the next listing.
- Mandates and listings retypedThe same property details typed into the mandate, the portal listing, the brochure and the CRM.
- Enquiries that never get a second touchThe first reply goes out. The follow-up a week later, when the buyer is still looking, does not.
- Client documents in personal phonesIDs and bank statements sitting in agents' WhatsApp chats, with nobody sure what FICA or POPIA expects of the agency.
What gets built
Handled in the background. Visible to you.
- FICA packs that assemble themselves
- A secure link collects the documents, checks that each one is there and readable, and files the pack for a person to review. Reminders go out until it is complete.
- Viewing feedback to sellers, every week
- Agents capture feedback in a minute after a viewing. Sellers get a short weekly summary in wording the agency approved.
- Transfer updates without the phone calls
- A plain message to buyer and seller at each milestone the attorney confirms, so they stop calling the agent to ask.
- Enter the listing once
- Property details captured once and reused for the mandate, the portal and the brochure, with a person checking before anything is published.
- Follow-ups that actually happen
- Buyers who enquired get a second and third touch on a schedule you set, with new listings that match what they asked for.
- POPIA and FICA designed in
- Where documents are stored, who can see them and how long they are kept, agreed in writing before anything goes live. Nothing left sitting in personal phones.
How it is kept safe
The agency stays in control.
A human gateAnything that reaches a buyer or seller is approved by an agent, or follows wording the agency approved.
An off-switchEvery automation stops in one place, and the deal carries on by hand.
Proved by hand firstOne process, run manually with the new steps on real listings. Only then does it run on its own.
First step
Where it starts.
A free 20-minute call. You tell us which task eats the most agent hours; you leave with a rough count of what it costs you and an honest answer about whether automation will pay for itself. If it will, the first pilot is one process, at a fixed price, with a clear way to measure the hours saved.
- We already have a CRM and the portals. Is this another tool?
- No. The work is built around the CRM, portals and WhatsApp numbers you already use. Agents should not have to log into anything new.
- Does this make us FICA compliant?
- No. Compliance stays with the agency and your compliance officer. This organises how documents are collected, checked and stored, so the process your compliance officer designed actually happens on every deal.
- What does a pilot cost?
- A fixed price quoted after the call, for one process. If it does not do what we agreed, you do not continue.
Ready when you are
Book a free callStart with the task that costs the most time.
Twenty minutes, free. You name the task that eats agent hours; you leave knowing what it costs and a next step either way.