The 2025 Estate Agent Toolkit

These are some of the digital tools that will continue to transform estate agencies in 2025:

1. CRM/Transaction management software

With the advent cloud-based CRM and transaction management software, all estate agency tasks and processes can be automated. The accessibility of these tools on both laptops and mobile devices is a time-saver for estate agents on the go – especially when needing to coordinate transaction activities across multiple deals and between several remote team members.

One commonly used example is Alto, which provides a comprehensive, cloud-based platform for Estate Agents, Lettings Administrators and Property Managers. One of Alto’s major benefits lies in the stress-free coordination of sales progressions. It provides user-definable checklists to monitor milestones and streamline overseeing the sales chain. It has the versatility to consolidate project management of sales, lettings, property management, marketing and client accounts into a single platform.

2. Electronic signature software

Signing documents with an electronic signature is way faster and more efficient than doing so physically. This is especially true when the process involves property buyers and sellers who aren’t located close to each other. It also decreases the potential for signature fraud – a significant risk for conveyancing firms.

For Estate Agents, Docusign is one of the widely used software options that streamlines the eSignature process. This platform is known for providing extensive customisation options. It has over 350 established integrations, making it easy to embed Docusign into other digital platforms already in use.

When it comes to the validity of electronic signatures in the UK, as it stands today, the HM Land Registry accepts qualified electronic signatures that have been witnessed. Changes are underway that indicate that the UK is moving towards individuals being permitted to sign documents using a very secure digital signature without the need for witnessing.

3. Big data analytics

For Estate Agents, data analytics refers to the process of collecting and analysing data (or information) related to specific properties and the property market. Traditionally, brokers mainly relied on retrospective data, their own experience and intuition to inform their decisions. Today, using AI-enhanced software that can analyse and interpret a massive amount of data, Estate Agents have access to comparative data, literally at their fingertips.

Designed for Estate Agents, PropertyData is software that has research tools that can analyse a local area in great detail, from demographics to property pricing and rental values (and more). It also has a plotting tool for confirming property boundaries and building footprints among other things.

This functionality allows Estate Agents to:

• Provide accurate property valuations: These can be branded and used to guide potential clients toward expecting a realistic, market-related listing price.
• Track market trends: through accessing up-to-date information on property pricing, rental values, property stock analysis, local demographics and more.
• Spot business opportunities: through keeping an eye on all property market fundamentals in a particular area – finding comparable properties, assessing competitor listings and prices, and anticipating property development potential.

4. AI enhanced predictive property maintenance software

Already, software designed for agency Property Managers makes maintenance easier to handle by allowing tenants to report maintenance issues online with pictures and notes. This software helps to keep track of each maintenance issue’s progress. In the near future, through IoT (The Internet of Things), a combination of onsite digital infrastructure and integrated software will make the upcoming need for property maintenance predictable.

Right now, predictive maintenance software is used more in larger commercial and industrial property settings. However, while upfront infrastructure, like motion sensors and other smart building technology, is required for truly predictive property maintenance, Property Managers in estate agencies can use aspects of predictive maintenance software to be proactive in their property management by forecasting upcoming maintenance tasks.

This proactive approach will enable Property Managers to plan and execute maintenance activities in advance, resulting in fewer crises, less downtime and more structured maintenance strategies.

5. Tech savvy Virtual Assistants who manage routine tasks

The term Digital Competence speaks to the confident and capable use of digital technologies for information, communication and basic problem-solving in the workplace or in private life. This holds true in estate agencies, where digital technology is only as competent as the people who wield it. Using online solutions to full advantage takes time and know-how, plus great attention to detail.

Talking of resources for the future, this is where taking on a tech savvy Virtual Assistant has incredible benefits:

• First of all, digital communication technology makes it possible to take on a VA who works remotely.
• Secondly, digital tools that automate workflow and make information accessible to the whole team mean that your VA is only a laptop screen away from working in the office with you, during office hours.
• And last, but not least, experienced VAs are skilled at wielding digital technology and passionate about using online tools to their full potential.

The upshot of handing over your tiresome admin workload to be managed by your VA is that not only is your valuable time freed up, your business runs more efficiently with enhanced capacity to take on more clients and venture into new revenue streams.