We build GoHighLevel systems for estate agents, letting agents, property managers and investors — built around the two things that actually decide outcomes in property: how fast a portal enquiry gets answered, and how well vendors and landlords are kept informed between milestones.
Setup starts at £1,295 and takes two to three weeks, excluding VAT.
When someone enquires through a property portal, they are rarely enquiring about one property. They send three or four enquiries in the same sitting, and the agent who responds first gets the viewing. Everyone else is competing for second place on a property the applicant has already seen.
Most agents know this and still lose on it, because enquiries arrive while negotiators are out on viewings. The enquiry sits in an inbox until someone is back at a desk, by which point the applicant has booked elsewhere.
The second problem is quieter and costs more. Vendors and landlords who hear nothing between milestones assume nothing is happening, and that is where instructions get withdrawn and fees get renegotiated.
This suits sales and lettings agencies where enquiry volume outpaces the number of people free to answer the phone.
Portal enquiries are answered in hours rather than minutes
Viewing coordination involves three phone calls and a lot of waiting
Vendors complain about silence between instruction and offer
Registered applicants are never matched against new instructions
Valuations happen and are not followed up if the vendor does not instruct
Landlord communication about renewals and compliance is reactive
You run two or more negotiators with no shared pipeline
GoHighLevel is a CRM and communication layer, not property software. Tenancy agreements, rent accounting, maintenance ticketing and compliance registers need a dedicated platform. GoHighLevel sits alongside it handling enquiries, viewings, nurture and communication.
Configured around portal lead speed and milestone communication rather than a generic sales pipeline.
Enquiries acknowledged within seconds with the property details and a viewing offer, before the applicant contacts another agent.
Availability offered, confirmed and reminded across applicant and vendor, with reschedule handling that does not need a phone call.
Registered applicants held with their requirements, then contacted automatically when a matching instruction comes to market.
Automatic communication at each milestone — listed, viewed, feedback, offer — so clients are not chasing you for progress.
Structured follow-up after a valuation where the vendor does not instruct immediately, which is where most lost instructions sit.
Renewal reminders, compliance date tracking and maintenance acknowledgement, so landlords hear from you before they chase.
Agencies doing both need both configured, not one adapted. The cycles, the clients and the repeat pattern are different.
| Sales | Lettings | |
|---|---|---|
| Client | Vendor, one transaction | Landlord, ongoing relationship |
| Cycle length | 3–6 months to completion | Renews every 6–12 months |
| Key speed moment | Portal enquiry to viewing | Portal enquiry to viewing |
| Main communication risk | Silence between offer and completion | Silence on maintenance and renewals |
| Repeat revenue | Low, occasional | High, built in |
| Critical dates | Exchange and completion | Renewals, gas safety, EPC, deposit protection |
| Follow-up that matters most | Valuation with no instruction | Renewal approach and landlord retention |
Lettings has the better economics and the worse communication record. Renewal and compliance dates are predictable, which makes them the easiest automation on this page and the most commonly missing.
For most agencies this single area produces the largest measurable change, because it operates on the part of the journey where speed decides everything.
Acknowledge within seconds — an automatic reply naming the property, so the applicant knows they have reached a real agent
Offer viewing times immediately — live calendar availability in the first message rather than a promise to call back
Route by property and negotiator — the right person alerted, with escalation if nobody responds inside your threshold
Capture requirements on first contact — budget, bedrooms, area and timeframe, so the applicant can be matched later
Register for future matching — an applicant who does not take this property is still worth contacting about the next one
Portal enquiry data can be fed into GoHighLevel by email parsing or integration where the portal supports it. We confirm what is possible with your specific portal setup during discovery.
We map how enquiries reach you, how viewings are arranged, what vendors and landlords currently hear, and which dates matter.
We document the sales and lettings pipelines, workflows and integrations, and confirm scope, timeline and fixed price in writing.
Configuration in dependency order, then every journey tested including portal lead routing, viewing changes and renewal reminders.
Recorded walkthrough, written documentation and a live session with your negotiators, plus fourteen days of support.
All prices exclude VAT and your own HighLevel subscription.
Enquiry capture, instant response, one pipeline, viewing calendar and three foundation workflows. Suits single-branch sales or lettings.
Separate sales and lettings pipelines, viewing coordination, vendor and landlord updates, applicant matching and team training. Most chosen.
Everything in Standard plus valuation follow-up, renewal and compliance date tracking, portal integration and reporting configuration.
Answering enquiries while negotiators are out on viewings, qualifying the applicant and booking the viewing immediately.
Applicant matching, valuation follow-up, renewal campaigns and landlord retention sequences across the whole database.
Connecting property software, portal feeds and accounting so records are not maintained in two systems.
For agencies already on GoHighLevel, establishing whether lead response and milestone communication actually work.
Can GoHighLevel replace our property software?
No. Tenancy agreements, rent accounting, maintenance ticketing and compliance registers need dedicated property software. GoHighLevel handles enquiries, viewings, nurture and client communication alongside it.
Can it respond to portal enquiries automatically?
Yes. Enquiries can be fed in by email parsing or integration where the portal supports it, then acknowledged within seconds with property details and live viewing availability.
Yes, and it should. The cycles, clients and repeat patterns are different enough that one adapted pipeline underperforms for both.
Yes. Applicants pick from live availability, vendors are notified, and both sides get confirmations and reminders. Reschedules happen without a negotiator being involved.
Yes, where requirements were captured at registration. New instructions trigger contact with matching applicants automatically rather than waiting for someone to remember.
This is usually the largest untapped opportunity for sales agencies. Structured follow-up after a valuation where the vendor did not instruct immediately recovers instructions that otherwise disappear.
Yes — renewals, gas safety, EPC and deposit protection dates with reminders ahead of each. These are predictable dates, which makes them straightforward to automate.
Yes. Multi-branch setups need separate pipelines and routing per office with consolidated reporting above them, which is more configuration and reflected in the quote.
Automatic acknowledgement on maintenance reports, updates at each stage, and proactive contact ahead of renewals so landlords are not the ones chasing you.
Two to three weeks for a standard build. Portal integration and multi-branch configuration add to that depending on complexity.
You do. The account is in your name and on full payment the configuration is yours. We remove our access on completion unless you take ongoing support.
Tell us how portal enquiries reach you, who answers them, and what vendors and landlords currently hear between milestones. We will recommend the practical starting point.
From £1,295 • Built for portal lead speed • UK-based specialists • No obligation
