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IT support for estate agents

IT support for estate agents

Every branch online, negotiators working from viewings, and deposits, completions and AML records protected, from one Hoddesdon-based team.

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Sector
Estate Agents
Typical size
up to 250 staff
Coverage
Herts, Essex, London
Proof
Client reviews

In short

Dig IT Solutions provides managed IT support for estate agents, letting agents and property management firms across Hertfordshire, west Essex and London. We keep branch networks and Wi-Fi reliable, support agency software such as Reapit, Alto and Jupix, secure Microsoft 365 for negotiators on the move, and protect the data behind AML checks and client money. It suits agencies with one to twelve branches.

Who this is for: Independent sales and lettings agencies with one to twelve branches, property management and block management firms, and relocation and corporate lettings specialists. Typical contacts are the owner, the branch or operations director, or the lettings manager who has become responsible for the IT.

Sector pressures

What keeps estate agents up at night

  1. 01

    High-street branches with wiring nobody documented

    Retail-parade offices come with a comms cabinet in a cupboard, patch leads of unknown purpose and a broadband line ordered years ago. When the branch drops, the CRM, the portal uploads and the phones go with it. Tidy cabinets, labelled ports, a managed switch and a failover route are basic hygiene that most agencies have never been given.

  2. 02

    Agency software and portal feeds

    Reapit, Alto, Jupix and Dezrez are cloud-hosted, and every listing, photo, floorplan and applicant match flows through them to Rightmove, Zoopla and OnTheMarket. That makes the branch's internet connection and each negotiator's login the two things that matter most, and both are usually less protected than the front door.

  3. 03

    AML checks, ID documents and client money

    Estate agents are supervised by HMRC for anti-money laundering, and lettings agents handle deposits, rent and client money under protection schemes. That means passports, bank statements and source-of-funds evidence stored across the business, and payments that fraudsters try to redirect with a spoofed email. Secure storage, retention rules and payment verification are the IT controls.

  4. 04

    Negotiators working from cars and viewings

    Applicant details, vendor conversations and tenant references live on personal phones and in WhatsApp threads. A lost handset with the lettings inbox open on it is a data breach. MFA, device management and a way to wipe a phone remotely let staff work from anywhere without the agency losing control of its data.

  5. 05

    Staff turnover and applicant lists walking out

    Negotiators move between agencies frequently, and the applicant and landlord lists they built are the asset a competitor wants. Same-day removal of CRM, portal and email access, retention of the leaver's mailbox and an audit of what was exported in their final week are the difference between a departure and a loss.

What we do

How we support you

  • 01

    Branch networks that stay up

    UniFi or Cisco Meraki routers and switches, structured cabling with every port labelled, 4G failover on each branch line and site-to-site VPNs to head office. The cabinet rewire our Relocation Homes review describes is a typical first job for a new agency client.

  • 02

    Helpdesk and on-site cover across your branches

    Remote support via Splashtop for a negotiator who cannot upload to Rightmove, and on-site engineers from Hoddesdon reaching branches across Hertfordshire, west Essex and North London when hardware or cabling needs attention.

  • 03

    Microsoft 365 built for a branch structure

    MFA and conditional access for every user, shared mailboxes per branch for sales and lettings enquiries, SharePoint replacing the ageing branch shared drive, and Teams for the Monday sales meeting across offices.

  • 04

    Email security and training against payment fraud

    Filtering for impersonation and lookalike domains, DMARC on your domain, and short security awareness sessions so nobody in lettings or sales progression changes bank details on the strength of an email. EDR on every device catches what gets through.

  • 05

    Phones that follow the negotiator

    8x8 VoIP with branch hunt groups, call recording where you need it for compliance, and a mobile app so viewings do not mean missed applicant calls. With the PSTN switch-off due in January 2027, branch lines need to move anyway.

  • 06

    Backups, offboarding and kit

    Microsoft 365 backup for mailboxes and documents, leaver forms that remove CRM, portal and email access the same day, and HP or Dell laptops and tablets supplied ready for a new negotiator's first morning.

Software we work alongside

Systems we see every week

  • Reapit
  • Alto
  • Jupix
  • Dezrez
  • Goodlord
  • Fixflo
  • Rightmove Plus, Zoopla and OnTheMarket feeds
  • Xero or Sage for client accounting

Listed to show familiarity, not as vendor partnerships. We support the platform your software runs on and work with each vendor’s support team on your behalf.

Compliance and expectations

  • HMRC anti-money laundering supervision

    Estate agency businesses must register with HMRC for AML supervision, and letting agents handling higher-value tenancies are covered too. Customer due diligence records have to be kept securely for years, so ID documents need controlled storage, sensible retention and protection from ransomware rather than a folder on a branch PC.

    HM Revenue & Customs

  • UK GDPR and the ICO

    Applicant, vendor, landlord and tenant data is spread across CRM, email, phones and portals. The ICO expects agencies to know where it is, to limit access, and to be able to report a breach within 72 hours, which requires logging and a device policy that covers personal phones.

    Information Commissioner's Office

  • Cyber Essentials

    Client money protection schemes, insurers and corporate lettings clients increasingly ask about Cyber Essentials. The five controls are the baseline we deploy across branches, and we help agencies prepare the self-assessment when they choose to certify.

    NCSC Cyber Essentials

What clients say about working with us

“Dig IT Solutions helped us reorganise our messy network cabinet. They rewired and renumbered all Ethernet ports, installed a secure switch, and set up a shared drive for staff use. Everything was completed efficiently and to a high standard. I'm very pleased with the outcome and wouldn't hesitate to recommend Dig IT Solutions to anyone needing reliable IT support.”
Osman IskelelilerRelocation HomesGoogle review

Switching to us

How the handover works

We begin with a visit to every branch to record lines, cabinets, PCs, phones and logins, and to find out which portal and CRM accounts are tied to a former employee's email. Documentation follows, then a parallel-running period with your outgoing provider so no branch is ever without cover. Migrations happen outside viewing peaks, usually early in the week, and each branch manager gets a short briefing and one number to call. The full switching process is at our switching IT provider guide.

Plan your IT switchOr start with an IT health check

FAQ

Estate Agents: questions we are asked

Straight answers. If yours is not here, call 020 8482 4020 or 01992 939 365 and ask an engineer.
Do you support Reapit, Alto or Jupix?
Yes. These are cloud systems, so what they need from us is reliable branch connectivity, secured logins and devices that work, plus a contact who will talk to the vendor when something goes wrong in the application. We also handle user setup and removal so that negotiators who leave lose access to the CRM and portals the same day, and new starters are working from their first morning.
Can you look after several branches from one contract?
That is how most of our agency clients work. Each branch gets its own managed router, switch and Wi-Fi, connected to head office by VPN, and every user and device is covered by the same helpdesk, security and backup. Adding a branch is a defined project rather than a fresh contract, and our on-site engineers from Hoddesdon reach branches across Hertfordshire, west Essex and North London.
How do we protect deposits and completion payments from email fraud?
Payment diversion fraud relies on a compromised or spoofed mailbox, so protect the mailboxes first: MFA and conditional access for every user, email filtering for lookalike domains and DMARC on your own domain. Then a non-negotiable rule that any change of bank details from a landlord, tenant, vendor or solicitor is confirmed by phone on a known number before money moves. Training keeps that rule alive across staff changes.
What are our IT obligations under anti-money laundering rules?
The regulations themselves are about customer due diligence and record keeping, but they create IT obligations: ID documents and source-of-funds evidence must be stored securely, retained for the required period and then disposed of properly, and available to HMRC on inspection. In practice that means controlled folders or a compliant AML platform, access limited to named staff, backups, and protection against ransomware locking the records away.
How much does IT support cost for an estate agency?
Managed IT support is typically priced per user or per device per month, and for an agency the number of branches, routers and phones affects the figure alongside headcount. Our indicative per-device figures are on our pricing page, and you can build an estimate that reflects your branch structure in a couple of minutes at the IT support cost calculator.
Can you replace our branch phone systems?
Yes. We provide 8x8 cloud VoIP with hunt groups per branch, call recording where you want it, a mobile app for negotiators out at viewings and a single bill across offices. With Ofcom's PSTN switch-off due in January 2027, traditional branch lines need moving in any case, and doing it alongside the network work means one project rather than two.

Insights

Guides for estate agents

All insights

Next step

Talk to an engineer, not a sales script

Tell us what is not working, or what you are planning, and we will give you a straight view on what it would take to fix.

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020 8482 4020 01992 939 365 WhatsApp +44 7726 366420Mon–Fri 8:30am – 5:30pm
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