CYBEX Property & Real Estate
Estate & Lettings Agency CRM for Property & Real Estate
For property teams in the UK, USA, EU and Australia.
CYBEX helps estate agencies, letting agencies, property managers, landlords and surveying businesses manage enquiries, applicants, vendors, landlords, properties, follow-up and transactions.
A connected workflow for property teams
Estate & Lettings Agency CRM for Property & Real Estate brings authorised property, applicant, tenant, landlord, document and service information into a controlled process. It can reduce repeated administration and give operational teams clearer ownership from enquiry through occupancy and aftercare.
A focused deployment can begin with one branch, portfolio or workflow before controlled expansion.
What your team gains
Clear next actions
Keep applicant pipeline visible to the people responsible for the next step.
Connected records
Link the relevant property, person and supporting information so staff can work from the same context.
Accountable decisions
Keep review, correction and approval steps visible before important changes are released.
Problems it helps address
Property organisations often use separate systems for listings, communications, documents, maintenance and finance. Inconsistent identifiers, delayed updates and unclear handoffs can affect customer service, reporting and compliance evidence.
The platform creates an accountable record of status, communication and decisions.
Core features
- Contact and relationship records: Link applicants, vendors and landlords to properties without duplicating contact history.
- Property and requirement matching: Compare location, budget and property requirements against current availability.
- Sales and lettings pipelines: Track enquiry, viewing, offer and completion stages with named owners.
- Viewing follow-up: Assign a follow-up date and record feedback after each viewing.
- Communication history: Keep authorised email and call notes in a shared relationship timeline.
- Task reminders: Surface overdue calls, viewings and offer actions in an assigned work queue.
- Branch dashboards: Review branch workloads and pipeline stages through role-based views.
- Source and conversion reports: Compare enquiry sources with viewings and completed transactions.
Inside your Estate & Lettings Agency CRM workspace
Illustrative interface concept — final screens and integrations are agreed during discovery.
Applicant pipeline
Match requirements to available properties and keep the next follow-up visible.
Branch activity
Review enquiries, viewings and offers by owner and branch.
Communication history
Keep messages, consent and agreed actions attached to the right relationship.
How the workflow operates
- Capture authorised property, person, document or service information.
- Validate required fields, permissions and business rules.
- Route information through the configured Estate & Lettings Agency CRM process.
- Notify responsible staff and surface exceptions.
- Require approval for legal, financial, valuation or high-impact decisions.
- Record outcomes for service review and reporting.
Integrations
Potential integrations include property portals, CRM, PMS, accounting, payment, e-signature, document management, email, messaging, mapping and business-intelligence platforms. Feasibility depends on APIs, feeds, licences and data quality.
Migration uses field mapping, validation, test loads and reconciliation to reduce missing or incorrectly linked records.
Security, privacy and responsible AI
Recommended controls include least-privilege access, strong authentication, encryption, backups, audit logs and retention rules. Identity, financial, tenancy and property-access information requires careful handling.
Software can support controls and evidence, while the organisation retains legal, professional and contractual responsibility.
Implementation approach
- Workflow and portfolio discovery
- Role, data and integration mapping
- Representative prototype
- Configuration and controlled migration
- Permission, communication and recovery testing
- Training and phased launch
- Outcome and adoption review
A focused implementation may take four to ten weeks; multi-branch or integration-heavy programmes may require several months.
Indicative USD pricing
- Focused pilot: $4,000–$12,000.
- Integrated implementation: $12,000–$35,000.
- Multi-branch programme: $35,000–$90,000+.
- Managed support: $400–$3,500+ per month.
Final pricing depends on properties, branches, users, integrations, migration and support.
Frequently asked questions
Can it connect to our existing property software?
Potentially, subject to APIs, feeds and permissions.
Can we start with one branch?
Yes. A focused pilot can validate the workflow.
Can tenants and landlords have separate access?
Yes, where the solution includes permission-based portal functions.
Can existing records be migrated?
Yes, after mapping, cleansing and test migration.
How long does implementation take?
A focused project may take four to ten weeks.
Does software guarantee compliance?
No. It can support controls and evidence; the organisation retains responsibility.
Is the dashboard a live product screenshot?
The interface shown is an illustrative concept. Final screens, integrations and acceptance criteria are agreed during discovery.
Can we use this in different countries?
CYBEX can scope delivery for the UK, USA, EU and Australia, taking account of hosting, language, local workflows and support hours.
Are third-party charges included?
Final proposals identify licences, cloud usage, portal access and other third-party costs separately where applicable.
How do we request a quotation?
Use the email or WhatsApp option below with your portfolio size, branches, current software and priority workflow. The email option opens a draft for you to send.
Delivery across the UK, USA, EU and Australia
Plan remote discovery, implementation and support around your branches, portfolio, hosting requirements and time zones. Regional requirements and any on-site work are confirmed in the proposal.
Plan your Estate & Lettings Agency CRM project
Tell us your portfolio size, branches, current systems, priority workflow and intended launch date.
The email button opens a draft in your email app for you to review and send.