Changing systems is the part agents dread. We map every field with you, import a sample for you to check, and only then move the rest. You keep working as normal until you are happy to switch.
Most agencies come to us from one of four places. Each has its own reason for moving.
Businesses in a spreadsheet, buyers in an inbox, the deal history in someone's head. It works until a key person is off, or a buyer you spoke to in March would have been perfect for today's instruction.
What changes: every business, vendor, buyer, viewing and offer is on one record, buyers are matched to new instructions automatically, and each deal shows its next step.
General CRMs track contacts and pipelines well, but they do not know what a lease, an NDA, a turnover figure or a portal feed is. Somebody builds and maintains the workarounds.
What changes: businesses and properties come with the fields you need, NDAs go out before details are released, and listings feed the portals from one entry.
Residential systems are built around houses and flats; business sales and commercial work get squeezed in. In Agency Office every department has its own fields, on one contact database.
What changes: sectors, sizes, tenure, rent, rates and accounts are proper fields, and buyers are matched by sector, location and size.
Leasing systems are strong on availability and requirements. Agencies that also sell businesses, freeholds or investments often run those deals elsewhere.
What changes: confidential business sales, NDAs, vendor reports and completion steps sit alongside lettings, with email, WhatsApp, Messenger and SMS in one inbox.
Nothing is moved on trust. You see your own data in Agency Office before the switch-over date is set.
You export what your current system holds, or we get a copy of its database. We tell you what can come across and what cannot, before you commit.
A mapping sheet shows where each of your fields lands in Agency Office. You check it, question it and sign it off. Your statuses, sectors and types are mapped to your own lists.
A batch of real listings goes in first. You open them in Agency Office and tell us what looks wrong, and we fix the mapping before anything else moves.
Letters, particulars and emails are set up in your branding, so the first thing that goes out from Agency Office looks like you.
The team is trained on their own data. On the agreed date the rest of your data comes across and you start working in Agency Office.
What we can move depends on what your current system can export. Typically:
Most agencies are up and running within about four weeks. It depends mostly on how your current data can be exported and how much template and branding work you want done.
Every new client has a one-off setup fee that covers onboarding, branding your email and document templates, and importing your data. We quote it before you commit, based on your current system and how much template work is involved.
If your system can export to Excel or CSV, or give us a copy of its database, we can usually map it. We look at a sample first and tell you what will come across before you commit.
No. You keep working in it while we map and trial-import your data. When you are happy with what you see in Agency Office, we agree a switch-over date.
Contracts are annual for the first year and then run monthly, so you are never tied in beyond the first twelve months. See pricing.