We are a UK-based property & estate agency upgrading our internal operations.
This project is about control, follow-ups, and reliability — not building a SaaS product, dashboard, or customer-facing app.
We want a quiet automation layer that makes sure leads, calls, and follow-ups never slip, without changing how our team already works.
What we need built (Phase 1 only)
A background automation system that handles lettings leads only and:
Monitors our Microsoft 365 shared inbox for lettings enquiries
Treats missed incoming calls as leads
Automatically creates a task with:
Owner (auto-assigned)
Response timing
Re-checks task status after the response window
Flags and escalates missed actions
Sends a simple daily summary (what was done vs missed)
This phase runs in shadow mode (no behavioural changes yet).
The system must work around our existing tools, not replace them.
What is explicitly out of scope for Phase 1
Sales, valuations, renewals, or other departments
Dashboards or reporting UIs
CRM replacement or restructuring
WhatsApp message parsing beyond basic notifications
AI agents talking to customers
These may come later, but not in this phase.
Tools & skills we’re looking for
Automation platforms: n8n / Make / Zapier
Microsoft 365 / Outlook automation
API integrations
Experience building internal ops / enforcement systems
Failure-first mindset (monitoring, retries, escalation)
How we like to work
Clear scope, clear rules
Simple, boring solutions that don’t break
No over-engineering
Short feedback loops
Focus on proving fundamentals before expanding
We’re hands-on with requirements but don’t want micromanagement.
Project structure
Phase 1: Small, clearly defined build (lettings only)
Open to fixed price for Phase 1
Short timeline focused on proving the core logic
Further phases scoped only after Phase 1 works in practice
When applying, please include
Examples of similar internal automation or ops systems
How you handle missed actions and failures
How you prefer to structure phase-based builds
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