AI receptionist for letting agents · UK
Out on viewings. The line still answers.
Magixis is a 24/7 AI receptionist for UK letting agents. It qualifies applicant enquiries and books viewings from your own availability, categorises repair calls from sitting tenants against your own emergency definitions, and routes anything needing a judgement to the named person who owns the file — then writes the whole call into a CRM that fills itself in. From 70p a minute, no contract.
Hear it before you decide
One agent. One call.
Our own line is answered by the same agent your callers would get — 24/7. Ask it to take a viewing enquiry for one of your listings, then let it book your 30-minute demo while you're on the call.
- 24/7, 365 days
- ICO-registered · ZC223083
- UK/EU data storage · signed DPA
- No contract · from 70p a minute
The system
What does an AI receptionist do for a letting agency?
It answers every call to your branch number — through the day, while the team is out on viewings, and after the office shuts. Applicants get availability and the advertised rent from your own list, and a slot in the right negotiator's diary. Sitting tenants get their repair categorised against your definitions and logged against the property. Anything needing a judgement goes to the person who owns the file.
Every call picked up, in your branch's name
The agent is trained on your listings, your availability, your repair categories and your tone. It answers within two rings at 9am, at 2pm when the branch is out on viewings, and at 9pm — and it knows whether it has an applicant, a sitting tenant, a landlord, or a canvasser to filter out.
Viewings into the right diary, repairs into the right queue
Viewings are booked from your own availability into the negotiator's diary, with an SMS confirmation. A repair becomes a categorised job against the property, with an owner. No message pad, and no "someone will ring you back" that nobody in the branch actually owns.
The CRM writes itself
Property reference, caller type, rent as advertised, repair category, access and occupancy, viewing slot, who owns the follow-up — captured while the caller is still talking. The Magixis CRM is included in every plan, so the record exists before the team is back from the last viewing.
Where the lettings day goes
A repair queue pretending to be a phone line.
One number carries three callers whose interests actively conflict — the applicant who wants the property, the tenant whose boiler has stopped, and the landlord who pays the fee. The agency owes each of them something different, and the queue peaks exactly when the branch is out doing viewings.
The queue peaks when the desk is empty
Two negotiators out from mid-morning, one person left fielding an applicant, a tenant and a landlord inside the same ten minutes. The calls that arrive while the team is out on viewings are precisely the ones nobody gets back to.
nobody at the desk at 2pm
One line, three people owed different things
A prospective tenant wants a decision today. A sitting tenant wants a contractor tonight. The landlord wants the void filled without a bill. What can be said to each of them is different — and the wrong sentence to any of them belongs to the agency, not to the caller.
8 applicants · 1 property
No heating on a Friday is not a message for Monday
It is a categorisation, a contractor rota and a logged job with an owner. Left in a voicemail box, the first person to hear it on Monday morning is also the first person the delay gets pinned on.
20:42 · no heating, no hot water
What happens
62%
of calls to small businesses never reach a live person.
Why ring-back fails
86%
of calls from unknown numbers go unanswered — so when you ring the applicant back, they don't pick up.
The applicant queue
8
applicants competing for every available property — with an average of 12.09 properties available per member branch.
How the agent handles lettings calls
Two illustrative transcripts.
Scripted examples of how the agent handles these calls, not recordings of real callers. The agency, the staff and the properties are invented.
Applicant enquiry · viewing booked
Lettings
AGENTGood afternoon, Halliwell Grange Lettings. How can I help?
CALLERThe two-bed on Aspinall Street — is that still available?
AGENTIt is. On our list it's £1,150 a month, deposit £1,150, available from the 5th of September.
CALLERWhat do I need to earn to get through the referencing?
AGENTReferencing is run by an outside provider. The income guideline we're given is thirty times the monthly rent as annual income — £34,500 — with a guarantor route if that isn't met. I can't tell you whether you'd pass; that's the provider's decision, not mine.
CALLERCan I put a holding deposit down now to take it off the market?
AGENTI can't take a payment or hold a property on this call. I'll pass that to Sofia, who's the negotiator on Aspinall Street, and she'll go through it with you. What I can do now is book you in to see it — Thursday at 4:15, or Friday at 11:30.
CALLERThursday's better.
AGENTBooked — Thursday 4:15 with Sofia at Aspinall Street. You'll get a text confirmation with the address.
Available per agency list · rent + deposit as configured · referencing stated, not assessed · holding deposit → Sofia · viewing Thu 16:15
Out-of-hours repair · categorised, not promised
Routing
CALLERI'm the tenant at 14 Brookvale Court. No heating, no hot water — the boiler's showing a fault code.
AGENTSorry to hear it. Can I take the code, and is there any other form of heating in the property?
CALLERF28. Nothing else, no.
AGENTOn your agency's own list, no heating and no hot water with no alternative is a category-one emergency. It's 8:42pm, so I'm logging it as an emergency against 14 Brookvale Court and it goes to the out-of-hours rota your agency set. I can't give you a contractor's name or a time — that's theirs to confirm, and they'll ring you direct.
CALLERThis is the third time. Can I stop paying rent until it's sorted?
AGENTI'm not able to advise you on that and I won't guess at it. I'm logging it as a question for Daniel Okafor, the property manager for Brookvale Court. He'll have this call in front of him when he comes back to you.
Category 1 per agency definitions · logged 20:42 · out-of-hours rota notified · no contractor or time promised · rent question → Daniel Okafor
Your CRM, written by the call
Ten fields. None of them a commitment.
Every plan includes the Magixis CRM, and the record fills itself in while the caller is still on the line. Nothing in it agrees a tenancy, accepts a notice or creates a position for either side. This is what a record carries.
ContactName & number
ContactApplicant, tenant or landlord
PropertyProperty reference
PropertyAvailability as listed
MoneyRent as advertised
RepairCategory per your list
RepairAccess & occupancy
DiaryViewing slot booked
OwnerNegotiator or property manager
RecordWhat was refused and routed
Beyond reception
Every call keyed to a property — and to the person who owns it.
Magixis isn't only the voice that answers. From the first ring it builds a CRM keyed to your portfolio, so you can see which listings are generating applicants, where repair volume is concentrated, and which files are waiting on someone.
01 · CRM from call data
Caller → contact, attached to the property
Every caller becomes a contact from their first call — names and numbers masked by default — attached to the property reference they rang about, and marked as applicant, tenant or landlord. Nothing to retype into the branch system afterwards.
02 · Value you can defend
Demand per listing, repairs by category
See how many applicants each listing is drawing and where repair volume is concentrated, from the rents and categories you configure. An estimate of demand and workload, never a claim of banked commission.
03 · Every call reviewable
Transcript, recording, and what was refused
A full log of who called, what was stated from your own list, and what the agent declined and routed. Canvassers are flagged and excluded from the numbers. Staff can correct the agent, and every correction is logged — never silent.
04 · 24/7 human handoff
A real person for the genuine escalation
Anything you choose routes to a person working 24/7 who logs the job or books the viewing; in hours, a caller who needs a judgement is warm-transferred. You keep authority to approve, override, reassign.
05 · One dashboard, full audit
Run the branch from one place
Access is capability-based, not job-title-based — you control who sees what and who can unmask a contact. Sensitive actions need a logged reason; every consequential action sits in a tamper-evident audit log.
06 · Commercials
A posted rate per minute
From 70p a minute, posted publicly — no allowance to blow through in a busy letting month. Lite has no setup fee and no subscription; every price is on the pricing page.
The alternatives
How does Magixis compare with a telephone answering service?
Agencies weighing us up are usually choosing between voicemail, a human answering service such as Moneypenny, and an AI receptionist. The short version: an answering service takes a message; Magixis has the conversation, books the viewing, categorises the repair and writes the record. The detail, like for like:
| Magixis | Human answering service | Voicemail | |
|---|---|---|---|
| Answering hours | 24/7, 365 days — included | Typically 9am–5pm Mon–Fri; Moneypenny lists 24/7 as an add-on from £35/month | Always on; most callers hang up |
| What an applicant gets | Availability and the advertised rent read from your own list, a viewing booked, SMS confirmation | A message taken — typically up to five agreed data fields — passed on by email or text | A beep |
| Repairs out of hours | Categorised against your own emergency definitions and logged against the property with an owner | A message taken; the categorising waits for whoever reads it | Nothing until someone listens |
| What you get afterwards | A CRM record written on the call: property, caller type, repair category, viewing slot, follow-up owner | An email or SMS to action yourself | A recording to ring back — and 86% of ring-backs from unknown numbers go unanswered |
| Pricing | From 70p/min posted publicly · no setup fee on Lite | Quote-based; UK rates not published on moneypenny.com | Free |
| Contract | None — cancel any month | Moneypenny's smaller message-taking plans carry a three-month minimum | — |
Moneypenny details from moneypenny.com/uk/message-taking-service — hours, 24/7 add-on pricing, data fields and minimum terms as published there. Ring-back figure: Hiya, State of the Call 2026. Last checked: 13 August 2026.
Moneypenny is a well-regarded service — if you want a human PA taking messages in office hours, it's a fine choice. Magixis is for agencies that want the call answered, the viewing booked and the repair categorised at any hour, at a posted rate.
Pricing
How much does it cost?
Calls run from 70p a minute. Lite is £1.35 a minute with no setup fee and no subscription; most agencies run Pro — £995 setup once, then £99 a month plus 85p a minute, automated CRM included; multi-branch Command brings it to 70p a minute. No contract on any plan.
Who's behind the line
Manchester-born. Built for the whole UK.
Magixis is a UK company, founded in Manchester in 2026. A phone line has no radius: a branch in Truro gets the same two-ring answer as one in M2. What travels with every call is the paperwork — ICO registration, UK/EU data storage, a signed DPA — all in writing on the trust page.
CompanyMagixis Limited · UK
HQManchester, M2
CoverageUnited Kingdom
ICOZC223083
Companies House17372370
Before you call · lettings
Answering three callers at once without agreeing anything for any of them.
Average UK private rent reached £1,388 a month in June 2026, up 3.3% over the year: £1,446 in England, £843 in Wales, £1,012 in Scotland, and £877 in Northern Ireland to April 2026 — the ONS collects the four nations differently and advises caution when comparing them. Propertymark’s members counted eight applicants for every available property in May 2026, against 12.09 properties available per branch. That ratio is what the phone sounds like: a small number of properties, asked about all day, by people who will ring the next agent if nobody picks up.
The words used on that call are now regulated conduct in England. Since 1 May 2026 the first phase of the Renters’ Rights Act 2025 has been in force: assured periodic tenancies, no section 21, rent increases once a year through the revised section 13 procedure, and a ban on rental bidding and rent in advance — landlords and letting agents cannot ask for, encourage or accept an offer above the advertised rent, or request more than one month’s rent up front. It is also unlawful to withhold information about a property, including its availability, to stop someone viewing it, or to refuse a tenancy, because a caller has children or receives benefits. Those are things somebody says on the phone. So the agent reads availability and the advertised rent from your own list to whoever rings, offers the same slots to everyone, takes no offer and no payment, and hands anything resembling a decision to a named person.
Wales, Scotland and Northern Ireland run their own regimes — occupation contracts under the Renting Homes (Wales) Act 2016 and Rent Smart Wales licensing; private residential tenancies in Scotland, with a statutory Letting Agent Register and Code of Practice England has no equivalent of; Northern Ireland separate again. What is genuinely UK-wide is anti-money-laundering supervision: HMRC is the supervisory authority for letting agency businesses, and the rent that brings a letting into scope, in regulation 13 of the Money Laundering Regulations 2017, was substituted on 30 June 2026 and now reads £10,000 a month (HMRC’s own registration guidance still listed the threshold in euros when we checked it on 13 August 2026). Magixis performs no part of that duty: no customer due diligence, no Right to Rent check, no referencing, no deposit registration. It answers the call, states what you configured, and writes the record. If your work is blocks and estates rather than single lets — leaseholders, service charges, a consultation, a works programme — that side is covered on the property management page. See how a call is handled, how we treat caller data in GDPR for AI voice agents, or browse the full reception range.
Sources: ONS, Private rent and house prices, UK: July 2026 · Propertymark Housing Insight Report, May 2026 · MHCLG, Renters’ Rights Act 2025 implementation roadmap · MLR 2017, reg. 13 · HMRC, who needs to register. Last updated: 15 August 2026
FAQ · Letting agents
The questions every agency asks.
If your question isn't here, put it to our agent on a live call — it can probably answer.
Calls run from 70p a minute. Lite is £1.35 a minute — no setup fee, no subscription, and nothing at all in a month with no calls. Most agencies run Pro: £995 setup once, then £99 a month plus 85p a minute, with the automated CRM included. Multi-branch Command brings the rate down to 70p a minute. There are no allowances and no overage — see the full pricing comparison.
A human answering service takes a message and emails it to you; standard cover typically runs office hours, with 24/7 as a paid add-on and a minimum contract on smaller plans. Magixis answers 24/7 as standard, books the viewing on the call, categorises the repair against your own definitions, and writes the record into your CRM — at a posted rate per minute, with no contract. The like-for-like table is above.
It answers calls anywhere in the UK, but lettings law is not UK-wide, so the script is not either. In England the first phase of the Renters’ Rights Act 2025 has been in force since 1 May 2026. Wales runs the Renting Homes (Wales) Act 2016 and Rent Smart Wales; Scotland has private residential tenancies and a statutory Letting Agent Register and Code of Practice; Northern Ireland is separate again. The agent reads only what your branch configures and states no legal position in any nation.
No. It never agrees or varies a tenancy, never accepts or serves notice, never gives a view on possession, arrears or deposit deductions, never tells a tenant whether a deduction is fair, and never commits the landlord to a spend. It states what your agency configured — rent, availability, viewing slots, repair category, who owns the file — and routes the rest as a logged task.
No, and it is built not to. It reads availability from your own list to whoever rings, offers the same slots, and applies no criteria of its own. In England, since 1 May 2026, withholding information about a property including its availability, stopping someone viewing it, or refusing a tenancy because a caller has children or receives benefits is unlawful. Referencing, Right to Rent checks and anti-money-laundering due diligence all stay with your agency.
It matches what the tenant describes against your own emergency definitions, logs the job against the property, and tells the tenant what happens next — with no contractor name and no attendance time unless your agency configured one. Anything needing a judgement, such as who is liable or whether rent can be withheld, is escalated to the named property manager with the call attached.
Yes. Caller names and numbers are masked by default, data is stored encrypted in EU regions, and access is capability-based with a logged reason for sensitive actions. Recordings are kept 30 days and transcripts 90 days, with per-client overrides. We sign a DPA and publish our sub-processor list on the trust page.
No. Magixis is a CRM of calls, not a property management or client accounting system. It does not hold tenancy agreements, register deposits, run referencing or move client money — your existing systems keep all of that. What it adds is a call record keyed to the property, with the follow-up allocated to the negotiator or property manager who owns it.
On Lite, the same day — you set it up yourself from a link we send. Pro is a two-week build: we listen to a week of your real calls, train the agent on your listings, availability and repair categories, you test it on a sandbox number, then it goes live on your own number. You keep your number throughout — the build, step by step.