Contractor management for letting agents, starting with your own book
You already have contractors you trust. Voxa Estate keeps them first in line: Alex asks them for a quote and a time before looking anywhere else.
Set up your agency How Voxa Estate works
- Your own contractor book comes first
- Contractors are asked by text message and email, and chased for a quote and a time
- Documents checked before Alex messages a contractor
- Each quote shown against your agreed rates
Your book first
Add your contractors, their trades and the areas they cover. When your team starts sourcing a job, Alex asks the contractors in your own book first, by text message and email.
A price a contractor sends back by text or email is recorded against the job, ready for your team to review.
Documents checked before anyone is messaged
Before Alex messages one of your contractors about a job, it checks they are active and their documents are in date: public liability insurance for everyone, Gas Safe registration for gas and heating work, and NICEIC or NAPIT for electrical work.
A contractor whose documents have lapsed is not messaged, and the reason is recorded.
Chasing, and quiet hours
Alex chases contractors for a quote and a time, so your team is not doing it by hand. Routine messages to contractors wait until quiet hours end. Emergencies, and replies in a conversation already under way, can go out at any hour.
Quotes against your agreed rates
Where you have agreed rates with a contractor, each quote shows how it sits against them. It is there to inform your decision: it never turns a quote down on its own.
Who approves the spend
Nothing is booked unless a person approves it, or a rule your team has set allows it.
Set how much your agency may spend without asking the landlord, for the whole agency and for each landlord client. A quote over the limit goes to the landlord to accept or decline, from their portal or an emailed link.
What we do not do yet
- Alex does not phone contractors for agencies yet. It asks by text message and email.
- Contractors are not messaged on WhatsApp.
Questions agencies ask
Can we keep using our own contractors?
Yes. Alex asks the contractors in your own book first, before looking anywhere else.
How does Alex contact contractors?
By text message and email, once your team starts sourcing a job. It does not phone contractors for agencies yet.
Does Alex check insurance and registrations?
Yes. Before messaging a contractor about a job, it checks they are active and their documents are in date: public liability insurance, plus Gas Safe registration for gas and heating work and NICEIC or NAPIT for electrical work.
Can a landlord approve a quote?
Yes, when the quote is over the spend limit you set for that landlord client. They accept or decline from their portal or an emailed link.
Set up your agency
£5 per unit per month, 60-unit minimum. Import your portfolio first so your first invoice matches it.