This is a secondary, enquiry-led route for document-chasing workflows outside our main accountancy work. We do not publish a package or tariff for these sectors. Start with the document-chasing overview; a fit call confirms whether a bounded operational workflow is practical.
A controlled document-chasing workflow for letting agents.
A lettings team may have a repeatable admin loop around certificate requests, landlord paperwork or tenancy documents. We can assess whether one defined loop can be supported with approved drafts, tracker updates and clear hand-off to property staff.
Human approval at launchNo assumed platform connectionCompliance decisions stay human
The admin loop worth mapping
A useful starting point is not “manage the portfolio”. It is one request with a known source date, an approved message, a response location and a named exception owner.
For example, an existing property tracker may identify a document that the team intends to request from a landlord or contractor. A bounded workflow could prepare that request and keep the internal status visible as replies arrive.
The source tracker remains authoritative. The workflow does not decide which document is legally required, whether an inspection is valid, or whether a property may be let.
A possible certificate-request cycle
This is an example for scoping, not a pre-approved implementation.
- Read the agreed property, date and document fields from the source selected by the agency.
- Prepare the next message from language and timing approved by the property team.
- Hold every external message for human approval at launch.
- Classify the response, file an attachment where technically feasible and update only the agreed tracker fields.
- Route missing, conflicting, sensitive or urgent information to the named member of staff.
Property judgement stays with the agency.
No legal determination
The workflow does not interpret housing law, decide compliance or certify that a property or document meets a legal standard.
No safety triage
Repairs, hazards, emergencies and safeguarding concerns require the agency's existing human escalation process.
No access assumption
Inbox, tracker and document access is checked during scoping. Direct connection to a property platform is not promised.
Data access, processing terms, supplier use, retention, approval rules, pause controls and the operating record are agreed in writing before access is granted.
Bring one real lettings chase to the call.
- The source list or tracker staff currently trust.
- The document request and follow-up language already in use.
- The point at which a property manager must take over.
- The inbox or folder where responses arrive today.
If those inputs cannot support a controlled workflow, we will say so before proposing a build.
Map one property-document chase.
We will assess the source data, approval route and human boundaries with you.