Hitting 15+ move-ins a month is a great milestone. But as any senior property manager or branch manager knows, more move-ins also mean more admin.
As your portfolio grows, the processes that worked perfectly well with a smaller team can start to feel like they’re slowing everyone down. If your team is constantly playing catch-up, the answer may not be more software or more staff. It could simply be about getting more from the CRM and tools you already have.
The good news? A few small changes can make a big difference.
Here are five common CRM habits that could be taking up valuable time, what you can do instead, and how smarter processes can give your team hours back every week.
Jump to
At a Glance: Five Simple CRM Improvements
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Instead of… |
Try… |
The payoff |
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Using multiple unconnected spreadsheets |
Custom CRM dashboards and reports |
Less duplicated work and fewer missed dates |
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Relying on handover meetings |
Mandatory CRM fields and automated notifications |
Less meeting time and smoother handovers |
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Typing individual update emails |
Automated email and text alerts |
Keep landlords informed with minimal effort |
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Chasing tenant documents |
Self-serve upload links |
Get tenancies set up faster |
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Re-entering data across different tools |
CRM integrations with specialist admin services |
Automate utility and move-in processes |
1. Make Your CRM Your Single Source of Truth
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The habit
Your team uses an Excel or Google Sheet alongside your CRM, such as Reapit, to keep track of move-ins because it feels quicker or easier to view.
Why it can slow you down
The more places your team has to check, the greater the chance of information being missed or becoming out of date.
A date might be changed in the spreadsheet but not the CRM. A team member might update one system but forget the other. Before long, you’re spending time checking information rather than acting on it.
A better approach
Bring the information your team needs into the CRM itself.
A clear dashboard or saved report can give everyone a shared view of upcoming move-ins, important dates and outstanding actions. That means your team is working from the same information, without having to maintain another spreadsheet.
The result: less duplication, better visibility and more confidence that nothing is being missed.
2. Make Handover Part of the Process
The habit
Lettings and Property Management teams have a quick meeting or phone call whenever a new property or tenancy needs to be handed over.
Why it can slow you down
A quick 10-minute conversation might not sound like much. But when you’re managing dozens of move-ins, those conversations quickly add up.
And often, the same information is being repeated that could have been captured once in the CRM.
A better approach
Build the handover into your CRM workflow.
For example, make key fields mandatory before a tenancy can be marked as “Agreed”. This could include the holding deposit, agreed terms, clauses and any important notes for Property Management.
Once everything is completed, an automated notification can alert the Property Management team that the tenancy is ready to progress.
Everyone gets the information they need, exactly when they need it, without another meeting being required.
The result: faster handovers, fewer gaps in information and more time for your team to focus on managing properties.
3. Keep Landlords Updated Automatically
The habit
Property managers manually email landlords with updates such as “references have passed” or “the agreement has been signed.”
Why it can slow you down
Regular communication is an important part of delivering a great landlord service. But when every update has to be written and sent individually, it can take up a surprising amount of the day.
A better approach
Let your CRM handle the routine updates.
When a status changes, such as “References Approved” or “Agreement Signed”, an automated email or text can be triggered using a branded, pre-approved template.
CRMs such as Reapit offer features including automated responses and message templates, helping your team keep landlords informed without having to write every message from scratch.
The result: landlords receive timely, consistent updates while your property managers get more time back in their day.
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4. Make Tenant Document Collection Easier
The habit
Your team spends time calling and emailing tenants to collect IDs, proof of address, guarantor details and other documents.
Why it can slow you down
Document collection can become one of those small admin jobs that takes up a lot of time.
There can be several emails back and forth, uncertainty over what’s still outstanding and the occasional document that gets buried in an inbox. If something is missing, it can also hold up the wider move-in process.
A better approach
Give tenants a simple, secure way to provide their own information.
A digital portal or upload link connected to your CRM can allow tenants to submit documents themselves. Depending on the system, information can then be checked and passed into your workflow automatically.
The result: fewer follow-up emails, clearer visibility of what’s outstanding and faster tenancy setup.
5. Connect Your CRM to the Tools That Handle the Admin
The habit
Your team manually copies council tax notifications, meter readings or utility information from the CRM into separate systems during the move-in process.
Why it can slow you down
Every time your team switches between systems and re-enters information, there is another opportunity for duplication or human error.
When you’re processing a high volume of move-ins, these small tasks can quickly become a significant admin bottleneck.
A better approach
Connect your CRM with specialist lettings tools and services that can take care of these processes automatically.
For example, Notify by One Utility Bill can automate key parts of the utility registration process, including meter readings, council notifications and tenant switch details.
Rather than your team manually transferring information between systems, the process can happen in the background when a tenancy is agreed.
That means less data entry for your team and a smoother process from agreed tenancy to move-in.
The result: less repetitive admin, fewer opportunities for errors and more time for your team to focus on the work that really needs their expertise.
Check out our blog post:
"How PropTech Integrations Make Utility Registration Easier for Letting Agents"
Grow Your Agency, Not Your Admin
Growing your portfolio shouldn’t have to mean growing your workload at the same rate.
The most effective agencies aren’t necessarily the ones with the biggest teams or the most software. They’re often the ones that look closely at their existing processes and find ways to make technology handle the repetitive work.
Your CRM already holds much of the information your team needs. By connecting it to the right tools and automating the tasks that don’t need manual input, you can create a faster, more consistent process across every tenancy.
Simplify Utility Registrations with Notify
Utility registrations are an essential part of every tenancy change, but they don’t need to become another administrative task for your team.
Notify by One Utility Bill helps letting agencies automate the utility notification process, reducing administration and giving teams better visibility across their tenancies.
It can help agencies:
- Reduce manual utility administration
- Minimise errors and billing disputes
- Improve visibility across tenancy changes
- Create a smoother experience for landlords and tenants
- Generate additional commission opportunities
The result is a more efficient move-in process, with less time spent on repetitive administration and more time available to grow your agency and deliver great service.
Ready to make your CRM work harder for you?
Book a free demo and discover how Notify by One Utility Bill can help transform your tenancy notification process and give your team more time back.
