Zoho for estate agents, letting agents and property managers
Every enquiry answered. Every viewing booked. Every deal moving.
Zoho CRM set up for UK agents and property managers. Portal leads land in seconds, applicants book their own viewings, offers and sales chains are tracked step by step and tenancies are signed online.
- Zoho Premium Partner
- ISO 27001 and ISO 9001
- Cyber Essentials certified
- UK team in Northampton
In one sentence
What is Zoho for estate and letting agents?
It is Zoho CRM with Email Parser, Blueprint, Bookings, Sign, Desk, Creator portals and Analytics configured around property. Portal enquiries become applicants automatically, viewings and valuations book themselves, offers and tenancies follow a set process and maintenance requests are tracked to completion.
- 01Who it is for
- Estate and lettings agents, residential and block property managers, new homes sales teams and commercial agents
- 02Core Zoho apps
- CRM, Bookings, Sign, Desk, Creator, Analytics, WorkDrive
- 03Typically replaces
- Shared portal inboxes, applicant spreadsheets, paper diaries, separate e-sign tools
- 04Your partner
- Thoughtlogik, Zoho Premium Partner with UK consultants in Northampton and a delivery centre in Coimbatore
The bigger picture
A big rental market with new rules.
Agents manage more of the market than ever, under rules that are changing fast.
Sound familiar?
What we hear from agents and property managers.
More enquiries, more regulation, and the same number of hours in the day.
Every slow reply, missed viewing or stalled chain is a fee at risk.
- 01
Portal leads go cold
Rightmove, Zoopla and website enquiries land in a shared inbox, and slow or missed replies hand applicants and vendors to the agent down the road.
- 02
Viewings by phone tag
Negotiators spend hours arranging, confirming and rearranging viewings and valuations, with no automatic reminders and frequent no-shows.
- 03
Sales chains stall
Progression from offer to completion lives in negotiators' heads and email threads, so stalled conveyancing and missing searches are spotted too late.
- 04
Renters' Rights rework
Since 1 May 2026, tenancy processes, rent increase steps and advertising practices have changed, and legacy templates and spreadsheets have not kept pace.
- 05
AML evidence scattered
ID checks, source of funds notes and risk assessments sit in folders and inboxes, making HMRC supervision visits stressful.
- 06
Maintenance chaos
Tenant repair requests arrive by phone, text and email with no ticket number, SLA or audit trail for landlords.
Follow one applicant
Follow one lettings applicant from enquiry to managed tenancy.
Pick a stage and switch between how it runs today and how it runs in Zoho.
Enquiry captured
Portal emails sit unread in a shared inbox over the weekend.
Pick a stage, or switch between Today and With Zoho.
2-minute readiness check
Is your agency outgrowing its systems?
Five quick questions for an honest view of whether Zoho would pay back.
- Do portal enquiries wait in a shared inbox?
- Are viewings arranged by phone and email back and forth?
- Is sales progression tracked in a spreadsheet or someone's head?
- Is AML evidence spread across email and folders?
- Do maintenance requests arrive by email with no tracking?
One system
One system from enquiry to tenancy.
Negotiators, property managers and accounts working from the same records.
Zoho, set up for agents and property managers
Capture, qualify, view, offer, sign and manage from one property CRM.
The solution
Everything an agency needs.
Standard Zoho apps, configured by Thoughtlogik around your sales and lettings process.
Portal leads captured automatically
Templated enquiry emails, such as portal leads, become CRM records automatically, so every enquiry is logged and followed up.
Website enquiry forms
Valuation requests and applicant registrations from your website flow straight into CRM with source tracking.
Offers and progression on rails
Lettings progression and sales progression follow an enforced, visual process so files cannot skip compliance steps.
WhatsApp conversations logged
Negotiators message applicants and vendors on WhatsApp with every conversation saved to the CRM record.
Self-service viewing booking
Applicants and vendors book viewings and valuations online, with two-way calendar sync and automated reminders cutting no-shows.
Tenancies signed online
Tenancy agreements, terms of business and instructions are signed electronically, with OTP authentication and witness signing options aligned to HM Land Registry requirements.
Maintenance tracked to completion
Tenant maintenance requests from every channel are tracked to resolution with deadlines landlords can see.
Landlord and tenant portals
Landlords, tenants or buyers get a secure portal to view their documents, statements and requests, built around your processes.
Branch dashboards
Live reporting on pipeline, agent performance, top properties and commissions across branches.
Compliance
New rules, handled in the workflow.
Zoho does not give legal advice, but it makes compliant steps routine and keeps the evidence.
From 1 May 2026, section 21 no-fault evictions ended, rental bidding and rent in advance were curbed, written tenancy information became mandatory, and rent increase processes changed, with the PRS Database and Ombudsman following in later phases.
CRM Blueprint, templates and workflows can embed the new steps, such as information sheets and rent increase timelines, so your team follows one consistent, auditable process.
Estate agency businesses, and letting agents handling rents of 10,000 euros or more a month, must register with HMRC for anti-money laundering supervision and carry out customer due diligence and record keeping.
CRM can enforce AML checklists before an offer progresses, store ID evidence securely against the contact, and our Companies House Verification and Creditsafe extensions speed up checks on company buyers and tenants.
Applicant, tenant, landlord and vendor data must be processed lawfully, kept secure and retained no longer than necessary.
Zoho CRM provides role-based access, audit logs and data protection tools, and Zoho hosts EU customers in Amsterdam and Dublin data centres; your policies and lawful bases remain your responsibility.
Integrations
Connected to portals, email and payments.
Enquiries, documents and payments linked to every property and applicant.
Why Thoughtlogik
A solution partner, not just a software reseller.
Zoho is powerful, but the value comes from how it is set up for your agency. We start with your problems, design the process and only then configure the software.
UK consultants who know your sector
Your project is led from Northampton by consultants who map your real processes on site, not from a template.
Phased, fixed-scope delivery
We agree scope, milestones and price up front, then go live in phases so you keep trading while you switch.
Certified and secure
ISO 27001 for information security, ISO 9001 for quality and Cyber Essentials certified. Your data is handled properly.
UK and India delivery team
UK functional consultants backed by our technical team in Coimbatore keeps quality high and cost sensible.
Migration without the drama
We move your customers, contacts, deals, open items and history from spreadsheets, Outlook and ageing property software and test them before you switch.
Support after go-live
Training, a named contact and ongoing improvements, so Zoho keeps up as your agency grows.
How we work
A phased roadmap that keeps you trading while you switch.
- 1
Discover
A free review of how a new applicant moves through your business today.
- 2
Design
A clear solution blueprint, scope, milestones and price.
- 3
Build and migrate
Zoho configured for your processes, with your data moved and checked.
- 4
Train and go live
Hands-on training for each team, then a planned switch-over.
- 5
Support and grow
UK support, health checks and new apps as you need them.
The outcome
What agents gain.
The results our clients look for when they move to Zoho.
Faster responses
Portal leads captured and answered automatically.
Fuller diaries
Applicants book their own viewings and valuations.
Deals that complete
Progression steps tracked so chains keep moving.
Compliance in hand
AML checks, documents and consents on the record.
Try Zoho free
Start your free Zoho trial
Explore Zoho's apps in a free trial. Signing up through Thoughtlogik links your account to us as your partner, so help is on hand from day one.
FAQs
Questions agents ask us
Straight answers to the questions agents and property managers ask us most. Something else on your mind? Ask a consultant.
Can Zoho CRM capture Rightmove and Zoopla leads automatically?
Yes, in most cases. Portal enquiries arrive as templated emails, and Zoho CRM's Email Parser can turn those emails into lead records automatically. We configure and test the parsing rules for each portal and branch so no enquiry is missed.
Is Zoho a replacement for our property management software?
It depends on how you work. Zoho CRM, Desk, Sign and Creator cover applicants, vendors, landlords, viewings, progression and maintenance very well, but client accounting and rent processing may stay in a specialist system. We map your processes first and recommend the right split.
How does Zoho help with the Renters' Rights Act?
Zoho does not make you compliant, but it helps your team apply new processes consistently. We build Blueprint stages, templates and reminders for steps such as written tenancy information and rent increase timelines, so every file follows the same auditable path.
Can we use Zoho Sign for tenancy agreements and property documents?
Yes. Electronic signatures are recognised in UK law under the Electronic Communications Act 2000 and UK eIDAS, and Zoho Sign supports OTP authentication and witness signing aligned to HM Land Registry requirements. Scotland has its own rules, which we factor in for Scottish branches.
How can Zoho support our AML checks?
We build AML checklists into your CRM so an offer cannot progress until due diligence is recorded, with documents stored securely on the contact. Our own Companies House Verification and Creditsafe extensions for Zoho CRM speed up checks on company buyers, landlords and commercial tenants.
Does Zoho work for new homes and commercial property teams?
Yes. Zoho CRM can be tailored with custom modules for developments, plots, units and leases, with Blueprint for reservation to completion and Zoho Analytics for sales and availability reporting. We design the data model around how your team sells or lets.
How much does Zoho cost in the UK?
Zoho is priced per user, ex VAT. At October 2026, Zoho One costs £37 per employee per month on annual billing with All Employee pricing, or £80 per user per month with Flexible User pricing. Zoho CRM on its own runs from £12 (Standard) to £42 (Ultimate) per user per month on annual billing. Implementation is scoped separately after a free process review, so you know the full cost before you commit.
Where is our Zoho data hosted?
UK customers are normally set up on Zoho's EU data centres, with Amsterdam as primary and Dublin as secondary, on the zoho.eu domain. Zoho does not sell or advertise on customer data, and we configure roles, profiles, field-level security and two-factor authentication as part of every implementation.
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Start your project
Ready to answer every enquiry first?
Tell us about your branches, portals and current software. A certified Zoho consultant will get back to you within one working day with practical next steps.
- Free, no-obligation consultation
- Review of your enquiry-to-tenancy process
- Clear plan, milestones and pricing
Portal leads waiting in a shared inbox?Talk to a UK Zoho property specialist.
Book a free call