Everstone Property Partners is an independent letting agent managing residential properties for portfolio landlords. When they came to us, they had two distinct problems: a website that did not reflect the quality of their service, and an operations workflow held together with text messages and scattered inboxes.
We built both: a public-facing marketing site and a custom tenant maintenance portal with an internal dashboard. They share the same brand but solve very different problems.
The marketing website
The problem with most lettings sites
Independent letting agents tend to fall into one of two traps.
Too generic: the homepage says “professional lettings services” and stops there. No specifics about areas covered, what landlords actually get, or how quickly the team responds. Generic copy loses to national brands because national brands have bigger ad budgets, not better service.
No audience separation: landlords want to know about fees, yields, tenant vetting, and compliance. Tenants want available properties, viewing processes, and deposit terms. One page trying to speak to both audiences speaks to neither.
What we built
The primary goal of the site is to win new landlord instructions, the recurring revenue that drives a lettings business. Every headline, every feature section, and every call to action is built around the questions a landlord is asking before they switch agent or instruct someone new.
- What areas do you cover? Answered clearly, with the operating geography named.
- What do you actually do for your fee? Tenant finding, referencing, inventory, deposit protection, and compliance, listed without jargon.
- Why trust an independent over a bigger name? Personal service, direct contact, local knowledge, stated plainly.
Tenants are not the revenue source, but a poor tenant experience reflects on the landlord relationship. The site gives tenants their own clear path (available properties, how to apply, what to expect) without that content competing with the landlord message.
Whether a landlord lands on the homepage, a service page, or the about section, the call to action is the same: book a free valuation. Not a generic “contact us.” A specific, low-commitment offer repeated at the right moments throughout the journey.
The tenant maintenance portal
The problem with inbox-based reporting
When maintenance reports arrive by WhatsApp, email, and phone with no consistent format, critical details go missing: which property, how urgent, can a contractor get access, are there photos? Every gap means a follow-up call, which means more admin.
Without a formal submission process, there is no timestamp, no reference number, and no agreed record of what was reported. That matters for insurance, for contractors, and for avoiding disputes. Reports scattered across three inboxes is not a system.
A guided, validated reporting form
The tenant-facing portal at tenants.everstone-property.com walks users through a structured intake flow. Each step is validated in real time: required fields, file type checks on uploads, address format, and urgency classification. By the time a report reaches the team, it is complete.
Tenants can attach photos and supporting documents directly. Supporting a “getting worse” report with a damp photo or a leaking pipe video changes how the team responds. Every submission generates a unique reference number shown instantly on confirmation. Tenants keep that reference; the team uses it to match any follow-up communication to the original report.
Automatic PDF generation
Every submitted report triggers a formatted PDF with a structured layout, reference number, submitted photos, property details, urgency flag, and access notes. The PDF is ready to forward to a contractor, attach to an insurance claim, or file for compliance without any manual reformatting.
For a small property business, that kind of document consistency is normally the preserve of expensive property management platforms. Here it is baked into a custom tool built around Everstone’s own workflow.
A bespoke internal dashboard
The internal dashboard is the operational centre of the tool. The team can search and filter every report by reference ID, reporter name, email, property address, date range, and issue frequency. Each row shows the status at a glance, and the PDF downloads directly from any report. No chasing email threads. No manual logging.
Why this matters if you run a property business
Everstone is not a corporate landlord with a facilities management team. They are a small operation where one or two people need to stay on top of everything, and where a missed maintenance report or a mishandled issue has real consequences for tenant relationships and legal compliance.
This project is a good example of how a website can be more than a brochure. The public site positions Everstone credibly to the landlords they most want to attract. The tenant portal replaces a patchwork of inboxes with a tool that produces structured records, auto-generated documents, and a single dashboard to work from every day.
Neither piece needed to be complex. Both needed to be built around how the business actually works: two audiences, two interfaces, one well-run operation behind them.
