Best Tools for Letting Agents in the UK – 2025 Guide

The UK lettings market is moving faster than ever. Whether you’re a solo letting agent managing a growing portfolio or part of a larger team, the right tools can save hours of admin, improve your service, and help you grow. But with so many apps out there, which ones are truly helpful?

In this guide, we highlight the most effective and practical tools for UK letting agents in 2025—from scheduling and communication to CRMs, compliance, marketing, and more.

What Makes a Great Letting Agent Tool?

A good tool should:

• Meet UK legislation (GDPR, AML, etc.)
• Fit easily into your existing workflows
• Reduce manual work
• Be simple to use
• Offer solid UK-based support

The right tools save you time and increase your return on investment by cutting costs, improving communication, or helping you grow your portfolio.

Top Tools for Letting Agents in 2025

1. Scheduling and Communication: Calendly + Zapier

Tools like Calendly take the hassle out of back-and-forth emails by letting applicants book viewings directly into your calendar. Add Zapier to automatically log appointments into your CRM or send SMS reminders.

• Calendly: Easy online scheduling
• Zapier: Automates tasks between apps

2. CRMs for Letting Agents

Every successful letting agent needs a reliable CRM. These platforms help you manage viewings, offers, tenancies, renewals, and communications in one place.

• Reapit: Best for large agencies
• Alto: Strong compliance tools, cloud-based
• AgentPro: Ideal for agencies managing sales and lettings

See a full guide: Best CRM for Letting Agents in the UK

3. Virtual Viewings and Inventory Tools

With more renters moving remotely, virtual tools are essential. Use EyeSpy360 to create 360° tours. InventoryBase simplifies property reports, inspections, and check-ins.

• EyeSpy360: Easy-to-use virtual tours
• InventoryBase: Digital inventories and inspection reports

4. e-Signatures and Document Storage

Digital signature tools help you send and sign documents quickly and securely. Great for tenancy agreements, deposit forms, and renewals.

• DocuSign: Full audit trails, trusted by many agents
• SignEasy: Simple and affordable for smaller teams

Combine with Dropbox or Google Drive to store files securely.

5. Tenant Referencing and Rent Collection

Automated referencing and rent systems save time and reduce errors. These tools streamline background checks and handle payments on your behalf.

• Goodlord: End-to-end referencing and compliance
• Canopy: Tenant-driven reference checks
• PayProp: Automates payments and reconciliation

6. Marketing and Productivity Tools

Even in lettings, marketing counts. These tools help you look professional, reach more prospects, and stay consistent across channels.

• Canva: Design branded brochures and social media posts
• Mailchimp: Send email campaigns to applicants
• Buffer: Schedule property posts across social media

Compliance and Legal Tools

Staying compliant is essential. Many top CRMs offer built-in tools, but you can also use standalone services:

• Credas or SmartSearch: AML and ID verification
• TDS or DepositGuard: Handle deposit compliance
• Document logs and audit trails for NALS or Ombudsman checks

These tools help reduce risk and show landlords you take compliance seriously.

Optional AI Tools

For agents looking to work smarter, AI tools are now more accessible:

• ChatGPT: Write listing descriptions or email replies
• MagicDoor.ai: Answers property queries instantly
• Vendoroo: Scores applicant quality and interest levels

These aren’t essential—but can give you an edge if used wisely.

Build the Right Toolkit for Your Agency

For solo agents:

• Calendly
• Alto CRM
• EyeSpy360
• Canva and Mailchimp
• SignEasy

For growing or multi-office teams:

• Reapit CRM
• InventoryBase
• PayProp
• DocuSign
• Zapier for workflow automation

Most tools cost £50–£200/month depending on usage. Many offer free trials.

Final Thoughts

Letting agents don’t need dozens of tools. You just need a few that save time, reduce risk, and improve service.

Start with one or two. Track what works. Then build out your full tech stack over time.

By choosing smart tools, you’ll improve your service, reduce admin, and grow with confidence in today’s competitive lettings market.