Managing multiple applicants and keeping landlords updated can be one of the most stressful and time-consuming parts of the lettings process. Without the right tools, estate agents risk delays and dissatisfied clients.
That’s why the best estate agent CRM systems now include pre-tenancy applications, helping you stay organised, deliver an excellent tenant experience, and respond quickly to enquiries.
If your agency is still relying on spreadsheets, emails and phone calls, here are five reasons why a CRM with pre-tenancy functionalities is a must-have in 2025:
1. 24/7 Self-Service for Applicants
According to Zoopla (March 2025), the average rental property receives 12 applicants. With this level of demand, your application forms and payment systems can’t stop when the office closes.
A self-service estate agent CRM allows applicants to:
Complete referencing online
Upload ID and supporting documents
Pay holding deposits or initial monies securely
This keeps the momentum after viewings and reduces delays. Rightmove’s Rental Trends Tracker (Q2 2025) even shows it takes around 25 days to secure a tenant, so keeping the process moving helps minimise void periods and strengthens landlord trust.
2. Automation of Admin Tasks
The Property Ombudsman (TPO) reported 1,885 lettings disputes in 2024, with over half upheld in tenants’ favour, often due to poor management and record-keeping.
With the Renters Rights Bill taking effect, compliance is non-negotiable. A CRM with pre-tenancy automation can:
Generate tenancy agreements
Send digital signing requests
Automate referencing checks
Schedule reminders and tasks
This not only reduces human error but also provides a clear audit trail, ensuring your agency runs efficiently and within the law.
3. Real-Time Status Updates
One of the top causes of complaints to TPO (13,516 in 2024) is poor visibility during the lettings process.
With an estate agency CRM, clients and applicants can access real-time updates via portals or mobile apps. Everyone can instantly see:
This transparency avoids misunderstandings, reduces follow-up calls, and ensures a smooth pre-tenancy journey for tenants and landlords.
4. Streamlined Communication
Lost emails, missed calls, and vague instructions can easily derail the lettings process. That’s why clear, centralised communication is important when looking for the best estate agent CRM.
An estate agent CRM with built-in messaging keeps all conversations in one place, ensuring:
Professional, trackable communication
Notifications for applicants
Reduced stress for landlords and tenants
For example, Veco Plus includes a secure messaging service to keep communication professional and contained within the app.
5. Reduced Errors
Manual data entry is risky as mistakes in referencing and tenancy agreements can lead to disputes and even penalties.
A CRM with a double-entry bookkeeping system and automated compliance workflows help maintain accuracy across the pre-tenancy process. This keeps your estate agency compliant and reassures landlords and tenants that everything is handled properly.
Why Estate Agents Should Upgrade to a CRM with Pre-Tenancy Applications
Using an estate agent CRM with pre-tenancy applications makes the lettings process smoother, faster, and safer for everyone involved. It reduces administrative pressure, improves compliance, and helps agencies deliver a five-star tenant and landlord experience.
Veco Plus takes this even further, offering a fully integrated solution that makes managing letting effortless. Book a demo today to see how Veco Plus can transform your agency’s lettings process.
