Built to survive the eighth chase. Every call, email and WhatsApp logged against the applicant, in the order you actually make them. A returning enquirer flagged before you pick up the phone. And a straight answer to the question your CRM has never once addressed: how long are you actually allowed to keep chasing this person?
£5 per property per month, £50 minimum. No card to start. Tenants free, always.
Dani Okafor
Five stages, and an enquiry only ever sits in one of them. This is the whole board. There is no second screen you have to learn.
Example figures. Anyone who has said no, or asked not to be contacted, moves to Rejected and stops appearing in the chase list.
Somebody who enquires on three properties is one contact with three enquiries against them, matched on phone or email. So you can see they have been round the houses before you ring them for the fourth time.
The diary groups by day with the address, the time and a tap-to-call number. Record the outcome or reschedule from the same row, and the applicant moves stage on its own.
Book a viewing and the confirmation goes out under your agency's name with the negotiator who booked it as the reply-to, not ours. No DNS to set up, nothing to configure.
Not a workflow designer. Three buttons on the row, in the sequence every negotiator already uses, each one recording what it really was.
Tap it and the number dials from your own phone. The row records a call, a call, not "contacted", with the time it happened.
Opens your mail with the applicant already in the To field. If the enquiry arrived without an email, add one on the row in a couple of seconds.
Opens the chat with your follow-up ready to send, from your own number, so there is no per-message SMS charge to anyone.
Every one of these came out of watching a working agency, not a feature list.
Every attempt and every reply, with the channel and the time. Nobody re-chases someone a colleague already spoke to yesterday, and "where did I get to with this one?" is answered on the row instead of in somebody's head.
One amber line under the name: enquired before, which property, how long ago, what happened. Matched on phone or email and never on name, because two people can share a name and they are still two people.
Mark someone do-not-contact and the call, email and WhatsApp shortcuts disappear from their row and stay gone. Their number is still readable, a record you cannot see is not a record, but nobody chases them by accident.
The chase list is the sharp end. The rest of the week is the properties you already manage, and that runs in the same account, on the same bill, with nothing to keep in step between two systems. This half is live today. See the six screens a let actually goes through, from the advert to the fee.
Turn a property into a clean advert with its own page and its own link, published to the public Property Hub and shareable anywhere you like. Enquiries come back into the same list your negotiators already work from, so nothing gets retyped and nothing sits in somebody's inbox.
Every payment recorded against the tenancy and the arrears counted for you. Export a statement from your own bank as CSV and drop it in: ProPixa reads it and proposes which lines are rent and which are costs. You confirm each one, because a machine guessing at your client account is not a feature.
The tenant reports it from their own free app with a picture. It lands in one inbox with the property, the tenant and the history already attached. Every repair keeps who reported it, when, and what was done, which is exactly the record you want when a landlord asks about it six months later.
Gas safety, EICR, EPC and HMO licences, each with its expiry watched and flagged before it lapses rather than after. Deposits are watched the same way: the 30 days counted for you, with the scheme and the reference kept against the tenancy where a dispute can find them.
Income and costs kept per property and per landlord all year, so the quarterly figures are already sitting there when Making Tax Digital wants them. ProPixa is not HMRC recognised filing software and does not submit anything for anyone. It produces the figures your landlord files.
Every member of staff gets their own account and every tenant gets their own free app, included. Your tenants see their own tenancy and nothing else. You are not buying seats and you are not rationing them.
We never hold your client money. Rent goes from tenant to landlord the way it always has, and a deposit goes straight to the scheme. ProPixa keeps the record and never the money, which is one fewer thing on your client account and one fewer thing to reconcile.
£5 per property a month, £50 monthly minimum. First month free. No card to start.
Every product has AI in it now. Here are the two places ours does real work, and the one thing it deliberately will not do.
It already knows your properties, your tenancies, your rent and your certificates, so you ask the way you would ask a colleague. "Which properties are empty?" "Who am I chasing this week?" "Whose gas certificate expires next month?" The answer comes back in seconds, and nobody had to learn where the report lives.
A tenant reports it with a picture. ProPixa looks at the photo, says what it reckons is wrong and tells you which trade to call, instead of you guessing from "the boiler is making a noise". Once you have booked it, you add the date and the time and it writes the reply to the tenant, ready for you to read and send.
The triage is advice only and the tenant reply is a draft. ProPixa does not book a contractor, spend your money or message your tenant off its own back. The product's own words when a draft lands are "read it before you send". Nothing leaves your agency because software thought it should.
Coming next, and labelled honestly: speak instead of typing In build, say what happened in your own words and ProPixa fills the form in for you. It is not live yet and we are not going to pretend it is.
Included as standard on every plan. There is no AI tier and no per-seat AI fee. £5 per property per month, £50 monthly minimum. No card to start.
ProPixa is one account with two halves. Most agencies start on the lettings side and add the negotiator desk when they want it. You can run the lettings side on its own for as long as you like.
Everything for the properties you already manage.
£50 monthly minimum · £4 above 50 properties · £3 above 150
For the people in your office who work lettings deals all day.
On top of the lettings price · first month free · you set the seats
Applicant, viewing and offer workflows. Some automation and integration features are still being expanded.
Export whatever you have now to CSV, drop it in, and check the preview. One button brings the whole book across, forty properties in the time it takes to read this.
🔒 Your file never leaves your computer. ProPixa reads the spreadsheet in your browser. Only the finished records reach your account. We never receive the file, and nobody at ProPixa can see your tenants’ details.
Would rather not do it yourself? Send us the file and we will do it with you: on a call, in your account, while you watch.
Matching, running in ProPixa today. Put a property on and it shows the people already on your list who asked for something like it, with what they asked for, not what the property is, so the decision is on one line. Every name, number and address in this screenshot is invented.
Both sides are one bill and one login. Tenants never pay. Charging per user punishes hiring, so the lettings side never does it: the negotiator desk is per seat because it is a separate tool for a separate job, and you only pay for the people actually working deals.
Every property CRM sells you the chase. None of them tells you where the line is. Here it is, in the ICO's own terms.
Someone asked you about a flat. Replying to that person about that flat is solicited correspondence. It is not direct marketing, and the PECR marketing rules simply do not apply to it.
Call them, email them, message them. That is the job.
The moment you push a good applicant towards something they did not ask about, it is direct marketing. And it needs the soft opt-in. The ICO's five conditions:
A person doesn't need to actually buy anything from you. It's enough if "negotiations for the sale" took place. ICO, Guidance on direct marketing using electronic mail (updated 28 April 2026)
Which is better news than most agents assume: an enquiry that went nowhere still counts. The applicant who missed the flat in March has not put themselves out of reach.
The honest answer is that nobody will give you a number, because the law deliberately doesn't.
The UK GDPR does not set specific time limits for different types of data. This is up to you. ICO, Principle (e): Storage limitation
What it does say is that you should not keep data indefinitely "just in case". So the thing you need is not a number. It is a reason for the number.
Our default is twelve months from last contact, adjustable between three and twenty-four. The reason, which is the part that matters: someone who missed this flat is plausibly looking again when their own tenancy ends, and a UK tenancy cycle is twelve months.
Then we anonymise rather than delete, name, phone, email and notes go; property, date, source and outcome stay. Anonymised data is outside the storage limitation principle, so you keep your enquiry statistics for good and lose only what you shouldn't be holding.
Your agency is the data controller; ProPixa is the processor. The retention period and the lawful basis are your decisions, not ours. Our job is to make a defensible one easy and a careless one hard. This page explains our reading of published ICO guidance and is not legal advice. Sources: ICO, PECR electronic mail marketing rules and ICO, Principle (e): Storage limitation.
Not on your whole database. One enquiry, one chase log, and see whether anybody in the office has to ask "did we ring them back?" again.
Start freeRather see the whole thing on one screen first? The one page version: every feature and every price, nothing to fill in.