AI automation for small businesses · starting with letting agents
The routine admin that eats your week, handled. In your wording, checked by your team.
Polder builds small AI automations for service businesses with 1 to 10 people: replies to evening enquiries, reminders before key dates, client updates and more. Anything unclear goes to a person. Our first package is for independent letting agents in London.
Walter and Bert, the two founders, set it up with you at your office.
21:14 · New enquiry2-bed, Westbourne TerraceAnswered from your FAQ
08:00 · 14 Craven RoadGas safety certificate expires in 60 daysLandlord reminded
21:32 · "Can I keep a dog?"Landlord's decision: holding reply sentHanded to your team
- Works with your inbox, texts and spreadsheets
- You sign off every message template
- Set up in person in London
- Free 30-day pilot, no contract, no card
Why we started with letting agents
What letting agents told researchers this year.
76%
of letting agents say admin is limiting their business.
Goodlord, Is renting broken?, 2,650 responses from agents, tenants and landlords, reported by Property118, 16 April 2026.73%
of letting agents have seen their workload rise since the Renters' Rights Act took effect on 1 May 2026. Compliance and record keeping is the biggest source of the extra work.
Propoly survey of lettings professionals, reported by Property118, 3 September 2026.Products
Seven products for the jobs that slip through the cracks.
Each one does a single job, in your wording, and you can see everything it sends. Take one on its own, or all seven in the Lettings package.
21:15 · Automatic replyYes, the 2-bed on Westbourne Terrace is available. Viewings run Monday to Saturday.
Out-of-hours enquiry replies
Evening and weekend enquiries get a helpful answer from your own FAQ within minutes. If it isn't sure, it says so and hands over to your team.
How it works →
14 Craven RoadGas safety certificate expires in 60 daysLandlord reminded
Compliance expiry tracker
Gas safety, EICR, EPC, deposit and Right to Rent dates, with reminders at 60, 30 and 7 days.
How it works →
Your October update · 14 Craven RoadRent received · 1 repair done · no open issues
Monthly landlord updates
A personal monthly email to each landlord with rent, repairs and viewings in one place.
How it works →
Tenant photo received · Sat 10:42Plumbing · Non-urgentJob drafted for your approval
Maintenance and request triage
A tenant sends a photo, the issue is sorted by urgency and trade, the tenant hears back and a job is drafted for your team.
How it works →
Booked by the applicantViewing · Sat 10:30 · Studio, Craven Road
Instant reply and viewing booking
Replies to new enquiries within a minute, asks three qualifying questions and offers a link to book a viewing.
How it works →
Friendly heads-up · 3 days beforeRent for Flat 2 is due on Friday.Paid · reminders stop
Polite rent reminders
A gentle sequence of reminders around the due date that escalates to a person, never to threats.
How it works →
2 days after move-in · textWe'd welcome your honest feedback on Google: [link]
Google review requests
Every new tenant gets a friendly request for a Google review, two days after move-in. By text and email, from your agency.
How it works →Something else eating your week?
Tell us the task your team repeats every week. If it follows rules, we can probably automate it, and we'll say honestly if it isn't worth it.
Tell us about it →See it work
What an applicant gets at 21:14.
Pick an evening enquiry and see the reply it gets. Questions it can answer from your information get an answer. Anything else gets a polite holding reply and goes to your team in the morning.
21:14 · Email from TomHi, is the 2-bed on Westbourne Terrace still available?
Automatic reply · a person follows upHi Tom, thanks for getting in touch. The 2-bed on Westbourne Terrace is still available, and viewings run Monday to Saturday. Reply with two or three times that suit you and we'll confirm in the morning.
Answered from your FAQ and listing details
21:32 · Email from AmiraHi, would the landlord accept a small dog in the flat on Craven Road?
Automatic reply · a person follows upHi Amira, thanks for asking. Pets are the landlord's decision, so I've passed your question to the team and someone will come back to you tomorrow morning.
Not in your FAQ: holding reply sent, flagged for your team
22:40 · Email from DanThere's water coming through our bathroom ceiling, what do I do?
Automatic reply · a person follows upHi Dan, sorry to hear that. For an emergency like a leak, please call our out-of-hours line now on [your emergency number]. We've also flagged this for the team first thing.
Marked urgent: emergency number given, flagged for your team
Illustration with made-up data, not live AI. The real product answers only from your FAQ and listing details, in wording you've approved, and hands anything else to your team.
Package 1
The Lettings package.
All seven products, tailored to an independent letting agency, from £200 a month. Or take any product on its own. Start with a free 30-day pilot of whichever product you need most.
- Out-of-hours enquiry repliesIncluded
- Compliance expiry trackerIncluded
- Monthly landlord updatesIncluded
- Maintenance and request triageIncluded
- Instant reply and viewing bookingIncluded
- Polite rent remindersIncluded
- Google review requestsIncluded
Industries
Lettings first. Built for any business that runs on enquiries and follow-ups.
The same products fit most small service businesses. Lettings is where we're starting; for other industries we tailor the wording, timings and handovers, and we're building more products as we go.
Available nowLetting agents and property managersThe Lettings package: all seven products, from £200 a month
Tailored on requestEstate agents and block managersValuation enquiries, reviews after a sale, vendor updates
Tailored on requestTrades and home servicesQuote requests after hours, service reminders, invoice chasing
Tailored on requestClinics and practicesNew-patient enquiries, recall reminders, reviews after a visit
Tailored on requestGarages and motorBooking requests, MOT and service due dates
Tailored on requestAccountants and professional servicesLead replies, deadline reminders, client progress updates
Not on the list? Tell us what your team repeats every week →
Works with what you already use
No new system for your team to learn.
Each product runs alongside the tools you have today:
- Your shared inbox, including portal and website enquiries that arrive by email
- A mobile number for texts
- Your Google Business Profile
- An export from your CRM, or the spreadsheet you already keep
Using Alto, Reapit, Jupix or Street?
Tell us which system you use. In the first chat we'll confirm what can connect to it directly and what runs from your inbox or an export instead.
We won't promise an integration we haven't tested with you.
Ask about your system →How the pilot works
From first chat to running in about a week.
- Step 1 · 20 minutes
A short chat
What takes your team the most time, and which product you'd like to try.
- Step 2 · a few days
We build it
At our end, in your wording. You sign off every message template.
- Step 3 · 15 minutes
Setup at your office
We connect it, check the wording with you and show your team the log.
- Step 4 · 30 days
Free pilot
It runs for a month at no cost. Then keep it, or we switch it off.
You stay in control
AI does the routine. People make the decisions.
Our rule
If a product isn't sure, it doesn't guess. It sends a polite holding reply and passes the question to your team.
- Every message template is written with you and signed off before it goes live
- Everything it sends is logged: what, to whom and when
- Only the data each product needs, never sold or shared, with a written data processing agreement
- Everyone can opt out, and review requests follow Google's rules
- Switch any product off with one message to us
Straight answer
We're new. Here's what you can check.
We don't have client results or case studies yet: the first pilots are starting now. So instead of logos and quotes, here's what we can offer.
- A free month before you pay anything, with no card and no contract
- We set it up at your office, so you meet us in person
- Every message it sends is logged where you can see it
- A written data processing agreement before we start
- Real names. You'll always speak to one of the two founders
Founding pilots
Five places for independent letting agents in London.
After each 30-day pilot, and only with the agent's permission, we'll publish:
- How many messages it sent, and how many it handed to the team
- How quickly enquiries got a first reply
- What didn't work, and what we changed
- The agent's own words, unedited
Until then you won't see testimonials or logos here. We'd rather show nothing than make something up.
Ask about a pilot placePricing
Clear prices. Try it before you pay anything.
Pilot
£0for 30 days
- Any one product, set up in person
- Built around your wording
- No contract, no card
Single product
from £100per month, plus one-off setup from £300
- Any one of the seven products
- Hosting, monitoring and fixes included
- Changes to wording any time
- Monthly check-in
Package 1
Lettings package
from £200per month for all seven products
- Everything in Single, for all seven
- Wording tailored to lettings
- Priority on new products
- One point of contact
Your exact price is agreed in writing before anything is billed. Pricing in detail →
The people behind Polder
Two founders. You'll always deal with one of us.
Walter builds and runs the products. Bert leads strategy and growth. We're Dutch and Belgian, live in London, and both work as consultants: Walter on banking technology programmes, Bert in strategy and transformation. That's where our habit comes from: nothing goes live until it's specified, tested and signed off.
Questions
What agents ask us first.
Do I approve every message?
You approve every message template before it goes live. Individual messages then go out automatically, so an evening enquiry gets an answer straight away. Everything that's sent is logged, so you can check any of it.
Do I need to change my software?
No. The products work alongside what you already use: your email, a mobile number for texts, your CRM or a simple spreadsheet. Your team keeps working the way it does now.
What if it gets something wrong?
Every message is logged and we monitor the products. If something looks off, we pause it and fix it. You can switch any product off with one message to us.
Why should we trust a new company?
Fair question. We have no case studies yet; our first pilots are starting now. What we can offer: a free month before you pay anything, setup in person so you can meet us, every message logged, a written agreement, and an off switch that's one message away.
What happens after the free pilot?
You decide. Keep it running at the agreed monthly price, or stop and we switch it off. There's no contract during the pilot.
Tell us what eats your team's week.
Pick any product and try it free for 30 days. It's running in about a week, with a 15-minute setup visit at your office. If it doesn't help, we switch it off.
We reply within one working day. Happy to pop by anywhere in London.