Full CRM Platform
Conceived, architected, and built in-house from the ground up.
Case Study
Propday CRM
A Property Management System Built From the Ground Up
The Challenge
Property operations were running across spreadsheets, email threads, and disconnected tools. Lettings progression, tenant records, compliance deadlines, and landlord reporting each lived in a different system, or in nobody’s system at all. Nothing was auditable. Nothing scaled. And every new property added to the portfolio multiplied the manual load on the team managing it.
Off-the-shelf property management software existed, but none of it was built around how a real lettings operation actually works. Most platforms cover standard features but break down at the edges of real workflow, the compliance triggers, the landlord communication structure, the financial reconciliation, the maintenance escalation paths. The business needed a system built around its actual operations, not a system it had to reshape its operations to fit.
The Strategy
Rather than force the business into generic software, we conceptualised Propday from first principles, starting with the real lettings lifecycle and working backwards into the architecture. Every module was designed around an actual operational need: how an enquiry becomes a qualified tenant, how a compliance deadline is tracked and evidenced, how a landlord sees the performance of their portfolio in real time.
Compliance and reporting were designed in from the first line of architecture, not bolted on later. The result is a platform where the system does the work that was previously done manually, and where adding new properties adds no meaningful load to the team running them.
What We Delivered
Lead & Enquiry Handling
Capture to qualified pipeline with ownership at every stage.
Lettings Workflow
Staged progression with accountability and full audit trail.
Tenant & Landlord Records
Single source of truth, fully searchable and auditable.
Compliance Workflow Engine
Deadlines, regulatory triggers, and evidence logging.
Real-Time Dashboards
Operational reporting for the team, portfolio views for landlords.
Internal Communication
Task routing and escalation built into the platform.
Integration Layer
Connected to existing PropTech stack and third-party tools.
The Outcome
Work that lived in spreadsheets became a governed, auditable process. Compliance moved from reactive to deadline-driven. Reporting that previously took hours to compile became a live dashboard. Adding properties no longer multiplied headcount or manual workload. The platform now runs the operation, rather than the team running the platform.
E2E
Enquiry to renewal in one system
Live
Real-time landlord & ops reporting
Audit
Every action logged & traceable
Scale
New properties add zero manual load
Key Learning
Software should be built around how a business actually operates, not how a software vendor assumes it does. Build for the real operation and the platform compounds in value over time.