Operational Efficiencies and White Labelled Service

Letting agent with portfolio size of over 300 properties
Residential Lettings
Business challenge

A well-established estate agency with multiple branches struggled to find an outsourcing partner who could work with them to introduce operational efficiencies and enable business growth. The agency was looking for:

  • a white labelled service
  • knowledge of lettings, property management and client accounting
  • operational experience in handling day to day processes
  • experience in working beyond geographical boundaries.
  • experience in lettings software


When an estate agency chain wanted to outsource their back-office functions, they struggled to find the right outsourcing partner for their needs.


  • Kaypio, whose team members have an average experience of a decade in the industry, ticked all the client’s boxes.
  • Mapping ongoing processes was a key part of the implementation that demanded the skills of one of our operations experts.
  • A detailed analysis was carried out of:
    • Renewals
    • Safety audits
    • Rent collection.
  • Best practice steps were agreed on and processes documented.
  • These Standard Operating Procedure documents were the source for the team to start work on these critical areas.
  • Regular updates and reporting ensured that the client was always kept in the loop.

Business Value

  • The client’s team can focus on revenue generation and front of house, while the outsourced team manages the day to day back-office functions.
  • Seamless ability to scale as the business grew, without needing to hire and train new staff.
  • Reduced operational business overhead.
  • Leveraged tech and automation expertise from the
  • Reduced downtime due to staff holidays or sickness

Lettings Outsourcing UK

A virtual extension of your lettings business servicing the Pre-Tenancy Administration, Lettings & Property Management and Client Accounting Services to UK based Letting Agents.

Experience at scale

We have experience working with start-up agents, established agents with over 500 properties and multi-branch agents with a maximum portfolio of 25,000 properties.