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Case study #3: Letting agency

Reducing Operational Costs

The problem

This client is an independent, let only business, with offices in North West London. Recent regulatory changes, particularly the tenant fee ban, has had a huge impact on the businesses bottom line. The owner reached out to Roby.ai seeking ways to reduce operating costs and thus offsetting the reduction in revenue with the ultimate goal of refocusing the company on winning new instructions.

Our Solution

  • Automation of deposit lodgings with the Tenancy Deposit Scheme (TDS)
  • Automated referencing with their chosen supplier
  • Automated payment reconciliation
  • Automated chasing and escalation of rent arrears
  • Automated property uploads to Rightmove and OnTheMarket
  • Automated scheduling of viewings, confirmations and reminders

The Outcome

Within four months of implementing Roby.ai the agent reduced regulatory errors by 84%. Management was initially apprehensive of the automation fearing further or new errors, therefore, the Roby system was implemented slowly, starting with just the DPS automation for eight new properties. Once the client witnessed the accuracy of the system and its ease of use, the business moved 75% of the properties over to Roby.ai across multiple business processes. By the end of October 2019, Roby.ai will manage multiple compliance processes for the entire lettings book and reduce process errors by 98%.

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