Case study

Symfonic Agency-grade compliance without the agency.

Sector

Property management

Services

Rapid Product Build, AI Agents & Workflow Automation, Integration & Data, Web & Mobile Apps, Portals & Internal Tools

Timeline

Six months

What we built

Web app, tenant portal, iOS and Android app

The challenge

Private landlords are being squeezed from both sides. The Renters' Rights Act has added to an already long list of obligations, while the cost of finance has roughly doubled in three years. The client, a private landlord with a mix of residential homes, holiday lets and small commercial units, ran the portfolio without a letting agent. Each property carried around forty dated obligations, from gas safety and deposit protection to the new written-statement duties, and the records sat across email, WhatsApp, spreadsheets and accounting software. A managing agent would have cost 10 to 15 per cent of rent, taking much of what remained of the return.

Our approach

Worx designed and built Symfonic from the ground up, first for a landlord within its own group, then as a product others can buy. 1. Mapped the operation. Every recurring obligation across residential, holiday-let, commercial and HMO property became one data model of 50 linked record types. 2. Built compliance in as the core. Each property carries its full statutory checklist, with alerts six months ahead and renewals booked with the usual engineer automatically. 3. Gave each audience its own AI agent. Simon works for the landlord: answering portfolio and legal questions, reading photographed certificates and receipts, and drafting compliant tenancy agreements. Geoff works for tenants, triaging faults and escalating genuine hazards straight away. 4. Connected the existing systems: Xero, HMRC Making Tax Digital, Guesty, WhatsApp and five government data sources. 5. Automated the routine. Twelve workflows run without anyone pressing a button, from rent demands to a Monday morning briefing. 6. Productised it, adding multi-organisation data separation, role-based permissions, two-factor sign-in, subscriptions and a native tenant app.

How it works

The workflows, step by step.

Who does what, from the first report to the finished job. AI handles the routine; people approve anything that matters.

Fault to fix

A tenant reports a fault. It is triaged, approved, booked and closed with a complete record.

01Tenant
Reports the fault
Through the portal, the app or WhatsApp, with a photo or short video.
02Geoff
Triages the urgency
Reads the evidence, sets the urgency and offers a safe quick fix where one exists. Hazards go straight through.
03Symfonic
Drafts the work order
Shortlists contractors by trade and postcode and sends the landlord a summary.
04Landlord
Approves the job
Confirms the contractor and cost before anything is booked.
05Contractor
Books and completes
Receives photos, access notes and a reply thread, and reports back when done.
06Symfonic
Closes with a record
The tenant confirms the fix. Every step is time-stamped as evidence.

PersonAI agentAutomatedHuman approval

The result

The landlord now runs lettings, compliance and finance from one system without a managing agent. Every property's compliance is tracked automatically, and no certificate has lapsed since go-live. Three in ten faults are resolved without a contractor visit. People stay in control: notices, arrears letters and work orders are drafted by the system and approved by the landlord before they go out. A second business came out of the work. Symfonic is now offered to other landlords and agents on subscription at symfonic.app.

Properties under management

Compliance items tracked per property

Certificates lapsed since go-live

30%

Faults resolved without a contractor

Screens