Payments Collected on Time. RERA Papers Ready Early.
Less Running Around — You Stay in Charge.
For builders, brokers and facility managers in Andhra Pradesh and Telangana. GUARDIAN writes your stage payment letters, matches every payment, prepares your RERA 70% account papers and quarterly updates, and replies to buyers on WhatsApp — using Tally and WhatsApp as you use them today. Nothing goes out without your approval.
Fewer Sales Falling Through. Every Tenancy Deadline Tracked.
Checks Done Before the Offer Is Accepted.
For estate agencies, letting agencies, property and block managers, and multi-branch groups in England. GUARDIAN tracks every sale from agreed to completion, keeps a compliance calendar for every tenancy, gathers AML evidence as soon as an offer comes in, and answers enquiries in minutes — working with Reapit, Street and your existing CRM. Your team makes every decision.
See Where GUARDIAN Fits Into Your Office
Keep Tally, keep your bank, keep WhatsApp. GUARDIAN collects what already comes in, does the matching and paperwork, and waits for your approval before anything goes out.
See Where GUARDIAN Fits Into Your Agency
Your CRM stays your system of record. GUARDIAN picks up events from it, gathers what's missing from clients, solicitors and contractors, and writes the results back — with a person approving every regulated step.
Which one is your business?
Choose one. In Step 2, the problems that match your business get a ✓. Step 3 shows how GUARDIAN connects to what you already use.
Problems every builder, broker and facility manager knows
Pick a problem. Each one shows a real-life example, how GUARDIAN helps step by step, where your team decides, and what happens in unusual cases.
The slab is finished. The payment letters are not out yet — and checking who paid takes days.
Suresh, your site engineer, finishes the 5th slab of Tower B. Now 40 buyers must get a payment letter (the "demand letter"). Ramesh in Flat 302 must pay 10% — ₹7,20,000 plus ₹36,000 GST. Today someone types every letter in Word. When money comes, someone checks the bank statement line by line. Ramesh's bank sends ₹7,48,800 — ₹7,200 less, because Ramesh kept 1% as TDS. In Excel it looks like he still owes money.
Sound familiar?
- Payment letters go out a week after the slab is done
- Buyers say "I never got the letter"
- Home-loan banks ask for the same papers again
- Payments short by 1% (TDS) stay "pending" for months
Why it matters
- Your construction runs on this money. Every late week is money you must find somewhere else.
- RERA interest works both ways. The rate you charge a late buyer is the same rate you pay a buyer if you are late.
- Clear letters mean fewer arguments with buyers.
Where a person decides: your CRM manager approves every batch of letters before it goes out. GUARDIAN works out late-payment interest, but a person decides whether to charge it or let it go.
Where every number comes from
- Stage — only after your engineer's certificate is uploaded. No certificate, no letter.
- Amount — from each buyer's own payment plan in the agreement.
- GST — 5% for most flats, 1% for affordable housing, as your CA sets it up.
- Payments — read from your bank statement and from Tally.
- Late interest — the rate in your state's RERA rules (SBI lending rate + 2%).
What happens when… — the situations we've planned for
- Part payment — the letter stays open only for the balance.
- Home-loan buyer — a bank-ready copy goes with the letter, and the bank's payment is matched to the right flat.
- Money from a spouse's or parent's account — matched, and shown to your accounts team to confirm.
- Buyer says the slab is not done — the chat goes to your CRM manager with the site photos and certificate.
- Booking cancelled — no more letters; your team handles the refund.
What we need from you to start: your payment-plan format and each buyer's plan · your demand-letter format · bank statements (download or bank connection) · Tally on your accounts PC · your WhatsApp Business number.
What we'd measure in your pilot: days from certificate to letter, days from letter to payment, and how many payments match without anyone checking.
For your IT person — how it connects
- Tally is read by a small NEXUS program on your accounts PC. It reads Tally on your office network and sends data out over an encrypted connection — nothing on your PC is opened to the internet.
- Bank data: your bank's corporate connection, Account Aggregator where your bank supports it, or a statement file (CSV / MT940 / PDF) uploaded by staff.
- Names, phone numbers, PAN and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Photos and PDFs are read inside the Data Privacy Shield.
- WhatsApp runs on the official WhatsApp Business Platform. Messages GUARDIAN starts use approved templates and the person's permission; anyone can reply STOP.
Every withdrawal from the 70% account waits for three signatures.
RERA says 70% of buyer money must stay in a separate bank account and be used only for that project. To take money out, your engineer, your architect and your CA must each sign a certificate. Today Lakshmi in accounts copies figures from Tally and the bank into Excel, emails three people and waits. The CA finds one bill posted to the wrong project, and it starts again. Meanwhile the cement supplier is waiting to be paid.
Sound familiar?
- Contractors waiting while money sits in the account
- The same Excel sheet made again every time
- Three people checking three different copies
- Stress at year-end audit time
Why it matters
- It is the law. RERA Section 4 decides how this account works.
- Mistakes cost more than delays. Wrong figures can bring a RERA penalty of up to 5% of the project cost.
- Speed matters. Once work is certified, the money is yours to use for the project.
Where a person decides: three professionals approve the same set of papers, and your authorised signatory gives the instruction to the bank. GUARDIAN has no way to move money — by design.
A simple example — Tower B (reference SL-2026-ESC-0147)
- Buyers have paid ₹10 crore so far. 70% — ₹7 crore — went into the separate account.
- The engineer and architect certify that 40% of the work is complete.
- GUARDIAN works out how much can be withdrawn using your state's method (your CA confirms the method once, at setup), shows what was already taken, and lists anything a professional would question.
- All three professionals open the same papers and approve. Lakshmi sends the withdrawal to the bank.
Figures are only an example.
What happens when… — the situations we've planned for
- Your bank has no online connection — your staff upload the statement file or PDF instead.
- Certificates show different percentages — the papers wait until the professionals agree.
- A bill posted to another project — flagged — never moved quietly.
- Phase 2 is registered separately — it has its own account and its own papers.
What we need from you to start: the project's Tally company and ledgers · the separate account's bank statements · your CA's method for the withdrawal calculation · names of your engineer, architect and CA.
What we'd measure in your pilot: days from request to signed certificates, and how many questions the CA raises each time.
For your IT person — how it connects
- Tally is read by a small NEXUS program on your accounts PC. It reads Tally on your office network and sends data out over an encrypted connection — nothing on your PC is opened to the internet.
- Three separate approvals plus the signatory are recorded in the Multi-Consensus HITL Gate (UK patent-pending GB2615329.6), each with identity and time.
- No bank payment connection exists in GUARDIAN; it only reads statements.
- Names, phone numbers, PAN and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Photos and PDFs are read inside the Data Privacy Shield.
Every three months, the RERA update becomes a last-minute rush.
Every quarter, your project page on the RERA website must be updated: how many flats are booked, how far construction has reached, and the status of approvals. In Telangana it is due within 15 days after the quarter ends. In Andhra Pradesh, AP-RERA charges a late fee for each quarter that is missed. A few days before the date, someone phones the site for photos, asks the CRM team for the booking list, asks accounts for figures — and then types it all into the portal.
Sound familiar?
- Photos and figures collected at the last minute
- Portal numbers that don't match the booking list
- Worry about late fees
- Only one person knows how to use the portal
Why it matters
- Late fees add up. In AP a fee applies for each missed quarter, and portal services can be stopped after three missed quarters in a row.
- Correct figures matter even more than being on time.
- Buyers read your RERA page before they book.
Where a person decides: you approve the update, and your team uploads it with their own login. The RERA portals have no connection for outside software, so GUARDIAN prepares everything but never logs in for you.
What happens when… — the situations we've planned for
- The portal changes its form — we update the template; old filings stay as they were.
- The portal is down near the deadline — screenshots of your attempts are saved with date and time.
- Fewer flats booked than last quarter — GUARDIAN asks for a short note (for example, cancellations) before you approve.
- Several phases — one update for each registered phase.
What we need from you to start: your RERA registration numbers · who uploads for you · your site engineer's WhatsApp number · where your booking list is kept.
What we'd measure in your pilot: updates filed on time, late fees paid, and how many days before the deadline the update is ready.
For your IT person — how it connects
- GUARDIAN does not log in to RERA portals or fill them automatically: no screen-scraping, no stored passwords.
- Each state's form is kept as a template, versioned when the portal changes.
- Names, phone numbers, PAN and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Photos and PDFs are read inside the Data Privacy Shield.
You pay for leads. Many go cold before anyone calls back.
Ramesh sees your project on Facebook at 10 at night and fills in the form. He also asks about two other projects on 99acres. Your team calls him the next morning. By then another builder has already sent him photos, the price list and a site-visit time for Saturday.
Sound familiar?
- Leads arrive at night and on Sundays
- The same person asks on two portals
- Different answers from different salespeople
- Nobody knows how many leads were never called
Why it matters
- Leads cost money. Every cold lead is wasted advertising.
- The first builder to reply usually gets the site visit.
- Wrong answers hurt. Price and RERA details must always be correct.
Where a person decides: prices, discounts and negotiation are always handled by your salespeople. GUARDIAN only answers from project details you have approved.
WhatsApp rules, in simple words
- If the buyer messages you first (for example from a "Click to WhatsApp" ad or a QR code on your hoarding), GUARDIAN can reply straight away.
- If the lead came from a portal form, WhatsApp needs the buyer's permission first — so GUARDIAN replies by SMS or email, and gives your team a call reminder.
- Any buyer can reply STOP at any time, and GUARDIAN stops.
What happens when… — the situations we've planned for
- Same buyer from two portals — one person, one chat, both sources kept.
- Buyer asks for a discount — handed to your salesperson.
- Price list changes — replies use the new list from that moment.
- Buyer writes in Telugu or Hindi — we test these languages with your real messages during setup, before going live.
What we need from you to start: access to your 99acres and Facebook lead accounts · project details and price list · your team's visit calendar · your WhatsApp Business number.
What we'd measure in your pilot: time to first reply, leads answered within 15 minutes, and site visits for every 100 leads.
For your IT person — how it connects
- 99acres: lead push to a secure GUARDIAN web address (pull every 15 minutes as backup). Facebook/Instagram: Meta lead-ads webhook.
- Duplicate leads are merged by phone number or email; every source is kept.
- WhatsApp runs on the official WhatsApp Business Platform. Messages GUARDIAN starts use approved templates and the person's permission; anyone can reply STOP.
- Names, phone numbers, PAN and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Photos and PDFs are read inside the Data Privacy Shield.
Buyer papers are scattered across WhatsApp — and many buyers are confused about property TDS.
Ramesh sends his PAN card photo on WhatsApp to one salesperson and his address proof by email to another. Later he pays his instalment but forgets the 1% TDS form. From April 2026 the old Form 26QB is called Form 141, and even his friend who does taxes is confused. Your 1% credit doesn't appear, and on registration day one document is missing.
Sound familiar?
- "Please send your PAN again"
- Buyers asking "What is 26QB?"
- TDS credit missing in Form 26AS
- Registration day postponed
Why it matters
- Missing TDS credit is your money that is stuck.
- Buyer papers on staff phones are a privacy risk — India's data protection duties apply from May 2027.
- A complete file makes registration day smooth.
Where a person decides: the buyer files Form 141 from their own income-tax login — GUARDIAN only sends them the details they need. Your CRM team approves each file before registration.
What happens when… — the situations we've planned for
- NRI buyer — different TDS rules — sent to your CA.
- Joint buyers — each files for their share; the ₹50 lakh rule is on the total price.
- Wrong PAN on the TDS form — correction steps are sent, and followed until the credit appears.
- Blurry photo — the buyer is asked again, with the reason.
- You want PAN checked with government records — possible through a paid verification service — not included by default.
What we need from you to start: your document checklist · your company PAN and project details · who downloads Form 26AS each month.
What we'd measure in your pilot: days from booking to a complete file, and instalments with a matching TDS credit.
For your IT person — how it connects
- GUARDIAN never files TDS for buyers and never holds anyone's income-tax login.
- Only the last four digits of Aadhaar are kept, unless a legal reason to keep more is confirmed.
- Names, phone numbers, PAN and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Photos and PDFs are read inside the Data Privacy Shield.
"Who brought this buyer?" — and commission that always comes late.
Kiran is a broker who works with five builders. On Saturday he brings the Rao family to see Tower B. Two weeks later they book — but the builder's own salesperson says he found them. Kiran has no proof except his WhatsApp chat. Commission from two other builders is still pending, and his RERA agent registration ends next month — he had forgotten.
Sound familiar?
- Arguments about who brought the buyer
- Commission tracked in a notebook
- Payments that are late or short
- Registration renewal date forgotten
Why it matters
- Commission is your income.
- RERA registration matters. Agents who sell registered projects must be registered; working without it can bring a fine of up to ₹10,000 a day.
- Proof keeps relationships friendly with builders.
Where a person decides: you approve every invoice. If two brokers claim the same buyer, GUARDIAN shows the dated visit records — the builder decides.
What happens when… — the situations we've planned for
- Buyer does not reply to confirm — the visit is saved as "not confirmed".
- Builder pays 2% less — that is TDS on commission — matched as full payment, with the tax credit noted.
- You work in AP and Telangana — two registrations, two renewal dates, both tracked.
What we need from you to start: your RERA agent registration details · each builder's commission terms · your WhatsApp number.
What we'd measure in your pilot: commission collected against invoiced, and days to get paid.
For your IT person — how it connects
- Buyer contact details are tokenised; buyers are asked before being contacted again.
- WhatsApp runs on the official WhatsApp Business Platform. Messages GUARDIAN starts use approved templates and the person's permission; anyone can reply STOP.
After handover, the same leak is reported three times — and nobody knows if it was fixed.
Two years after moving in, Ramesh sees water marks on his bathroom ceiling. He calls the site office, then sends a WhatsApp to the facility manager, then calls again. Under RERA, a builder must fix such defects free of cost within 30 days if they are reported within five years of possession. But there is no record of when Ramesh first complained.
Sound familiar?
- Complaints on staff's personal phones
- No answer after office hours
- No proof of when it was reported or fixed
- The same questions every day — "When is the water tanker coming?"
Why it matters
- RERA's five-year rule — defects fixed free, within 30 days.
- Happy residents pay maintenance on time.
- Good records settle disputes quickly.
Where a person decides: your manager assigns every job and approves costs. In an emergency, GUARDIAN only gives standard safety advice and calls your on-call person.
What happens when… — the situations we've planned for
- Gas smell or sparking — your on-call person is alerted at once; the resident gets standard safety advice only.
- Reported after five years — the ticket is still opened, marked as chargeable for the association to decide.
- Several residents report the same problem — linked to one job.
- Resident not at home for the visit — saved with date and time.
What we need from you to start: your WhatsApp number · list of blocks and flats · your team and contractors · common questions and answers.
What we'd measure in your pilot: jobs closed on time, repeat complaints, and after-hours messages handled.
For your IT person — how it connects
- Photos are stored securely, only for the job they belong to.
- Names, phone numbers, PAN and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Photos and PDFs are read inside the Data Privacy Shield.
- WhatsApp runs on the official WhatsApp Business Platform. Messages GUARDIAN starts use approved templates and the person's permission; anyone can reply STOP.
Words used on this page — in simple terms
How GUARDIAN connects to your business
Keep Tally. Keep WhatsApp. GUARDIAN Does the Paperwork in Between.
Which best describes your business?
Choose yours. In Step 2, the problems that apply to you are marked ✓ — and Step 3 shows how GUARDIAN connects to the systems you already use.
The problems GUARDIAN solves for agents and property managers
Pick a problem to see a worked example, how GUARDIAN handles it, where your team stays in control, and what happens in the awkward cases.
Sale agreed isn't sold. Around a third fall through — often with warning signs nobody had time to spot.
Priya and Dan's offer on 14 Elm Road, a leasehold flat, was accepted in June. Their solicitor requested the leasehold information pack from the managing agent; three weeks later it still hasn't arrived, and the mortgage offer has a six-month clock on it. Your progressor is looking after 60 other sales, and finds out when Priya rings to say they're thinking of pulling out.
Sound familiar?
- Weekly chasing calls to solicitors and brokers
- Buyers and sellers ringing for updates
- Leasehold packs holding up the chain
- Sales collapsing with little warning
Why it matters
- Slow: about 120 days to complete on average (government roadmap, June 2026); Rightmove reported 150 days from sale agreed in September 2026.
- Fragile: around one in three agreed sales fall through (government roadmap); Connells reported 37% of 2025 agreed sales didn't complete — 43% for leasehold.
- Fees at risk: Rightmove estimates £391.6m a year of agency fees in England lost to fall-throughs.
Where a person decides: your negotiators decide how to rescue a stalled sale. Price and renegotiation conversations are never handled by the bot.
What this changes — and what it doesn't
- GUARDIAN can't make searches, lenders or managing agents move faster. Conveyancing still takes the time it takes.
- What it does is make every delay visible early, chase it consistently, and keep buyers and sellers informed — so fewer sales die of silence.
- The government's home buying and selling reform roadmap plans upfront information packs and binding contracts. GUARDIAN's milestone model will follow those changes as they arrive.
What happens when… — the situations we've planned for
- A solicitor never replies by email — flagged for a phone call rather than endless automatic chasers.
- Part of the chain is with another agency — tracked as "external", from what you're told.
- Down-valuation or survey issue — handed straight to the negotiator.
- A buyer says they're pulling out — immediate alert to the negotiator and branch manager.
What we need from you to start: CRM access (Reapit or Street connect directly; others by export) · a sales-progression inbox · your milestone template (freehold, leasehold, new build).
What we'd measure in your pilot: days from sale agreed to exchange, fall-through rate, and inbound "any update?" calls per sale.
For your IT person — how it connects
- Reapit Foundations and Street: documented REST APIs with webhooks; milestones and notes are written back to the CRM.
- Email milestones are recognised with a confidence score; uncertain ones go to the progressor.
- Names, contact details, passport and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Documents are read inside the Data Privacy Shield. Hosted on EU sovereign cloud; private, open-weight models only.
Every tenancy changed on 1 May 2026 — and Right to Rent checks change again on 1 October.
Your lettings team manages 180 tenancies. Tom moves into 7 Mill Lane on 1 November; he holds an eVisa, so from 1 October his Right to Rent can only be checked with a Home Office share code. The gas safety record at 7 Mill Lane expires in December, the electrical report is due in spring, and the landlord wants a rent review — which can now happen only once a year, with two months' notice. Today all of this sits in the CRM, a spreadsheet and three contractors' inboxes.
Sound familiar?
- Certificate dates kept in several places
- Time-limited Right to Rent follow-ups easy to miss
- Tenants asking about their new rights
- Landlords slow to approve works
Why it matters
- Renters' Rights Act 2025 (from 1 May 2026): periodic tenancies, no Section 21, rent increases once a year. Civil penalties up to £7,000 per breach, and up to £40,000 for some offences.
- Right to Rent: a new Code of Practice from 1 October 2026; penalties of £5,000 per lodger or £10,000 per occupier for a first breach, rising to £10,000 or £20,000 for repeat breaches.
- Certificates and deposits: electrical safety fines up to £30,000; deposits protected within 30 days; EPC band C for private rentals by 1 October 2030.
Where a person decides: your staff carry out the Home Office Right to Rent check and protect deposits in the scheme's own system — GUARDIAN collects, reminds and records. Rent-increase notices are drafted for a manager to approve.
Key dates for lettings in 2026
- 1 May 2026 — Renters' Rights Act main changes in force; existing tenants were due the government Information Sheet by 31 May.
- 30 June 2026 — anti-money-laundering rules for letting agents now apply at £10,000 a month rent (was €10,000).
- 1 October 2026 — new Right to Rent Code of Practice; eVisa holders checked by share code only; digital ID providers must be certified.
- Late 2026 onwards — the private rented sector database begins; a Landlord Ombudsman is planned by 2028.
What happens when… — the situations we've planned for
- HMO with several occupiers — Right to Rent tracked per person, not per property.
- Electrical report says "unsatisfactory" — remedial works tracked, and the 28-day tenant copy deadline shown.
- Landlord refuses to pay for works — escalated to the manager; the refusal is logged.
- Rent increase requested within 12 months of the last — blocked, with the reason.
- Property in Wales or Scotland — different rules — not covered in this version.
What we need from you to start: tenancy and property data from your CRM · your contractor list · which deposit scheme you use · the inbox where certificates arrive.
What we'd measure in your pilot: overdue items per 100 tenancies, and how far ahead renewals are booked.
For your IT person — how it connects
- GUARDIAN never stores logins for the Home Office service, deposit schemes or redress schemes.
- Certificate dates are read with a confidence score; uncertain ones are confirmed by staff.
- Names, contact details, passport and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Documents are read inside the Data Privacy Shield. Hosted on EU sovereign cloud; private, open-weight models only.
Buyer checks belong before the offer is accepted — not chased afterwards.
Priya and Dan offer £285,000 on Saturday, with a mortgage and a £30,000 gift from Dan's parents. HMRC's guidance says the buyer's due diligence should be complete before the offer is accepted. On Monday the negotiator is emailing for passport photos and bank statements while the vendor waits for an answer.
Sound familiar?
- ID and bank statements chased by email
- Checks finished after the offer is accepted
- Each branch doing it a little differently
- A scramble when HMRC asks to see files
Why it matters
- HMRC supervises estate agents for anti-money laundering, and publishes the names of businesses it penalises — 170 estate agency businesses, £835,842 in total, April–September 2025.
- Buyer and seller are both your customers under HMRC guidance.
- Letting agents are in scope where rent is £10,000 a month or more.
Where a person decides: your nominated officer (MLRO) makes every decision. Possible sanctions matches and any suspicion are handled only by people, and GUARDIAN's messages never hint at them.
What happens when… — the situations we've planned for
- Gifted deposit — the giver's identity and the source of the gift are requested too.
- Cash buyer — enhanced checks — evidence of where the money came from, not just a balance.
- Company buyer — beneficial owners looked up through Companies House.
- Possible sanctions match — nothing is sent to the customer; your MLRO decides what happens next.
- Buyer won't provide documents — the CRM stays at "not OK to accept".
- Several branches — the same process everywhere, with a group view of open cases.
What we need from you to start: CRM access · your AML policy and risk rules · your chosen certified ID-verification provider (a paid service) · your MLRO and deputies.
What we'd measure in your pilot: offers with checks complete before acceptance, and days to complete checks.
For your IT person — how it connects
- ID verification uses a certified provider's chip-and-liveness check, not GUARDIAN's own document reading.
- PEP screening needs a commercial data provider if you want it; the UK Sanctions List is included.
- Names, contact details, passport and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Documents are read inside the Data Privacy Shield. Hosted on EU sovereign cloud; private, open-weight models only.
Whoever replies first usually gets the viewing.
Priya enquires about three flats on Rightmove at 9pm on Sunday. The first agent to reply with viewing slots gets her Tuesday evening. A 2023 mystery shop of UK agents found an average reply time of around four hours, with 39% slow to respond.
Sound familiar?
- Enquiries arriving evenings and weekends
- The same applicant on two portals
- Viewings booked by phone tag
- Lettings enquiries answered after the property is let agreed
Why it matters
- Portal spend is wasted on leads nobody reaches in time.
- First reply wins — especially in lettings.
- Accurate answers matter: listing facts must match the material information.
Where a person decides: negotiation, offers and anything the listing facts don't cover go to a person.
What happens when… — the situations we've planned for
- Property already let agreed — the applicant is told and offered similar properties.
- Applicant asks about affordability — handed to a person; no advice from the bot.
- Enquiry via a portal form — WhatsApp is used only with the applicant's permission; otherwise email or SMS.
- Applicant asks to stop — recorded at once across every channel.
What we need from you to start: CRM access (Rightmove and Zoopla leads arrive through your CRM or lead emails) · approved listing facts · diary access.
What we'd measure in your pilot: median first-response time and viewings booked per 100 enquiries.
For your IT person — how it connects
- Rightmove lettings leads already flow into several CRMs; GUARDIAN picks them up there, or from lead emails.
- Names, contact details, passport and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Documents are read inside the Data Privacy Shield. Hosted on EU sovereign cloud; private, open-weight models only.
"Ask agent" on a listing now means a question you should have answered.
14 Elm Road goes live with three fields marked "ask agent": service charge, ground rent and broadband speed. The seller's questionnaire came back late, and nobody has checked the lease. Six weeks after the sale is agreed, the buyer's solicitor raises the lease length — and the sale wobbles.
Sound familiar?
- Listings launched with gaps
- Facts retyped into each portal
- Problems discovered during conveyancing
- Seller forms returned late
Why it matters
- Consumer law: National Trading Standards guidance sets out Part A, B and C material information.
- Direct fines: since 6 April 2025 the CMA can fine businesses directly under the Digital Markets, Competition and Consumers Act 2024.
- Fewer fall-throughs: problems found early don't collapse sales late.
Where a person decides: your negotiator checks every flagged field and approves the listing. Nothing is published automatically.
What happens when… — the situations we've planned for
- Seller's answer conflicts with the title — shown to the negotiator — never "resolved" by the AI.
- Service charge unknown — marked as awaiting the managing agent.
- A public data source is unavailable — left for the negotiator, never guessed.
What we need from you to start: CRM access · your seller questionnaire · who approves listings.
What we'd measure in your pilot: listings with no "ask agent" fields at launch, and issues raised later in conveyancing.
For your IT person — how it connects
- Public data sources (EPC, flood risk, broadband and mobile coverage) are confirmed with their owners before use.
- Names, contact details, passport and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Documents are read inside the Data Privacy Shield. Hosted on EU sovereign cloud; private, open-weight models only.
Repairs and damp reports: every one logged, every deadline visible.
Tom sends a photo of mould in the bedroom at 7 Mill Lane on a Friday evening. Today it goes to a property manager's mobile, gets forwarded to a contractor on Monday, and the landlord's approval sits in an email thread. Nobody can say, a month later, when it was first reported.
Sound familiar?
- Reports on personal phones and in inboxes
- Contractors chased by hand
- Landlord approvals lost in email
- No clear record if a dispute arises
Why it matters
- Repair duties depend on knowing when a problem was reported.
- Social housing: Awaab's Law has set damp, mould and emergency timelines since 27 October 2025; for private rentals it has no start date yet.
- Tenant and landlord trust grows with visible progress.
Where a person decides: your property manager assigns work and approves costs. For emergencies GUARDIAN gives standard safety messages only and alerts a person.
What happens when… — the situations we've planned for
- Gas smell or electrical danger — immediate escalation and a standard safety message; no troubleshooting.
- Several tenants in a block report one leak — linked to one job.
- Social housing client — Awaab's Law timelines applied as the deadline.
- Tenant refuses access — logged with date and time.
What we need from you to start: your WhatsApp number · property list · contractors · landlord approval limits.
What we'd measure in your pilot: jobs closed within deadline, repeat reports, and out-of-hours reports handled.
For your IT person — how it connects
- Photos are stored securely, only for the job they belong to.
- Names, contact details, passport and bank account numbers are replaced with tokens (Format-Preserving Encryption, NIST SP 800-38G) before any AI model sees them. Documents are read inside the Data Privacy Shield. Hosted on EU sovereign cloud; private, open-weight models only.
How GUARDIAN connects to your agency
Your CRM Stays the System of Record. GUARDIAN Does the Chasing.
Pick a Template. Connect It. Teach It Your Rules.
Every problem on this page comes as a designed workflow template for builders, brokers, agents and property managers, set up with you in a pilot. You do not start from a blank page: choose one, give it your name, connect your systems and upload your own rules. Your team approves every important step.
- ChoosePick a template for your problem
- RenameGive it your own name
- ConnectLink your systems through NEXUS
- Set the startA new record, a file, a message or a time
- TeachUpload your rules, letters and FAQs to its expert
- TestRun it on your past cases
- ShadowIt runs on real work; your team checks every step
- LiveSteps go automatic only once your team agrees they are right
Every template has its own expert: the SME Agent
Each workflow step can ask its SME Agent (subject-matter expert) a question, such as "which documents does our policy accept here?". It answers from your material only, and always shows where the answer came from.
If it is not sure, it says so, and the step waits for your team. A step moves on by itself only when the rules are met and the confidence is high enough. Important decisions always go to a person.
- Current rulesRegulations and deadlines, kept up to date by Guideazy, with the date each rule starts
- Your policiesYour SOPs, limits and ways of working
- Your letters and formsThe wording and formats you already use
- Your historyPast tickets, customers and orders, read from your systems with personal details hidden
- Your team's decisionsWhat your approvers agreed or changed, so it learns your way
- Nothing sharedEach customer's expert is separate. The AI works on tokenised data, not real names or numbers.
Lead Response in Minutes
Replies to every portal, ad and WhatsApp enquiry within minutes using only your approved project or listing facts, offers a site-visit or viewing slot, and hands hot leads to a named salesperson or negotiator. One template for both markets; sources and settings differ by market.
What it needs
- Connects to
- WhatsApp Business number, Project / listing fact record
- Your team approves
- Sales manager / branch manager, Salesperson / negotiator
- Its expert learns from
- Project brochures and price lists (India) or listing details (UK), Approved FAQs: loans, possession date, parking, maintenance (India); viewings, chain, fees (UK), Your sales process and hand-over rules and 1 more
Stage Demands, Collections & Late Interest
When the engineer certifies a construction stage, prepares every affected buyer's demand letter (with GST and a loan-bank version), sends after your CRM manager approves the batch, matches receipts including the 1% TDS gap, and calculates late interest for a person to decide.
What it needs
- Connects to
- Stage certificates (WhatsApp / e-mail / upload), Payment schedules, Bank statements (collection account), Buyer contacts and opt-ins
- Your team approves
- CRM manager, Accounts head, Director
- Its expert learns from
- Your agreement for sale (payment-plan clauses, interest clause), Demand letter and statement formats, Collections SOP and escalation rules and 1 more
70% Separate Account & Withdrawal Pack
Reconciles the RERA separate account every day and prepares the withdrawal working papers and certificate data so your engineer, architect and CA review and sign the same pack. GUARDIAN never moves money; your signatory instructs the bank.
What it needs
- Connects to
- Separate-account bank statement, Collection-account receipts, TallyPrime (Local Agent), Professional certificates
- Your team approves
- Engineer, architect, CA, Promoter's authorised signatory, Accounts head
- Its expert learns from
- State method for eligible withdrawals as advised by your CA, Your previous withdrawal certificates and packs, Project-to-Tally ledger map and 1 more
RERA Quarterly Report & Annual Audit Bundle
Starts before every quarterly deadline, collects site progress and figures, checks they agree, and gives your team a field-by-field bundle to upload on the AP or Telangana RERA portal. The portals have no submission API, so a person always uploads.
What it needs
- Connects to
- Project register, Site engineer / architect (WhatsApp, e-mail), W2 / W3 data or CRM + bank
- Your team approves
- Promoter / authorised person, CA
- Its expert learns from
- Your last two filed quarterly reports (as examples), State form field lists (Guideazy supplies current versions), Project approvals and revised timelines and 1 more
Buyer File: KYC, Form 141 TDS & Registration Prep
Keeps one complete, encrypted file per buyer: KYC collected over WhatsApp, a pre-filled Form 141 data sheet with every instalment, TDS credits checked against Form 26AS / AIS, and a registration bundle ready for the Sub-Registrar appointment. The buyer files TDS from their own login.
What it needs
- Connects to
- Buyer WhatsApp, W2 demands and receipts
- Your team approves
- CRM team, CA
- Its expert learns from
- Your KYC checklist per buyer type, Registration document list used by your deed writer, Stamp duty and fee guidance you give buyers (confirm current rates) and 1 more
Broker Desk: Registration, Visits & Commission
For independent brokers and small teams (or invited by a builder): reminds before RERA agent registration expires, records buyer-confirmed site visits as proof of introduction, and tracks commission until paid.
What it needs
- Connects to
- Broker's WhatsApp, Buyer WhatsApp, Registration certificates, Builder mandates
- Your team approves
- Broker, Builder (sponsored access)
- Its expert learns from
- Builder mandates and commission letters, Your invoice format and GST details, Projects you sell and their RERA numbers
AML Due Diligence Before Offer Acceptance
Starts customer due diligence the moment an offer is recorded (and at instruction for sellers): ID link, source-of-funds evidence, UK Sanctions List screening and a drafted risk assessment for your MLRO. The CRM shows "OK to accept" only after a person approves.
What it needs
- Connects to
- CRM (Reapit / Street / Alto), Certified ID provider (IDSP), UK Sanctions List
- Your team approves
- MLRO / nominated officer, Deputy MLRO, Director
- Its expert learns from
- Your AML policy, controls and procedures, Firm-wide risk assessment, Source-of-funds evidence guide you give customers and 1 more
Sales Progression & Fall-Through Early Warning
Tracks every sale agreed milestone by milestone from solicitor and broker e-mails, sends weekly plain-English updates, and warns the negotiator early when a sale starts to stall. It makes delays visible; it cannot make conveyancing faster.
What it needs
- Connects to
- CRM, Progression inbox
- Your team approves
- Sales progressor, Negotiator
- Its expert learns from
- Your progression checklist and milestone definitions, Typical turnaround times you expect, Weekly update wording and 1 more
Material Information Pack
Collects the seller's answers and licensed public data and drafts the Part A, B and C material information with the source of every field. The negotiator checks and approves; nothing is published automatically.
What it needs
- Connects to
- CRM, Seller (WhatsApp / e-mail), Title register / lease
- Your team approves
- Negotiator, Branch manager
- Its expert learns from
- Your seller questionnaire and listing standards, NTSELAT material information guidance (Guideazy supplies), Examples of approved past listings
Lettings Compliance Calendar
One compliance calendar per managed tenancy: Right to Rent checks and follow-ups, deposit protection, gas, EICR, EPC, alarms and Renters' Rights Act rules. GUARDIAN reminds, collects and books; staff perform the government checks.
What it needs
- Connects to
- CRM (Reapit / Street / Alto), Contractor e-mails, Tenant WhatsApp, Staff uploads
- Your team approves
- Property manager, Compliance lead
- Its expert learns from
- Your lettings compliance procedures, Tenancy agreement templates, Contractor list and service areas and 1 more
Repairs, Snags & Defect Tickets
Residents, owners and tenants report problems on WhatsApp with a photo. GUARDIAN asks the right questions, escalates emergencies at once, opens a ticket with the correct deadline, keeps the person updated and closes with a fix photo.
What it needs
- Connects to
- Resident / tenant WhatsApp, Property / unit register, Contractor list
- Your team approves
- Property / facilities manager, On-call person
- Its expert learns from
- Your repair SOP and response times, Emergency procedures and on-call rota, Warranty / defect-liability terms (India) and 1 more
Block Management
Coming next for block managers: Section 20 consultation tracking first, then service-charge communications and building-safety records. We will shape it with block managers before building it.
What it needs
- Connects to
- Block-management software or CSV, Lease extracts, E-mail
- Your team approves
- Property manager, Legal adviser
- Its expert learns from
- Notice templates approved by your legal adviser, Leases or lease summaries per block, Your Section 20 procedure
11 templates, plus 1 coming next. Every template not marked “coming next” is fully designed and documented for our engineering team. We set it up with you in a pilot, and it starts in shadow mode before any step runs on its own. Some steps, like final approvals, never run on their own.
What GUARDIAN Prepares — and What Always Stays With You
Property involves buyers' money, legal duties and trust. So GUARDIAN is built to do the routine work and stop for a person at every decision.
Fair Questions. Straight Answers.
Being careful with new software is the right instinct in property. These are the questions we hear most.
GUARDIAN Gets It Ready. Your Team Says Yes.
Here's what an approval looks like. Some decisions need more than one person — a withdrawal needs an engineer, an architect and a CA — and the gate records each of them.
After all approvals, your authorised signatory sends the withdrawal to the bank. GUARDIAN never moves money. Figures are an example.
Possible sanctions matches and suspicions are handled only by people. Example only.
Three Ways to Start — Pick What Suits You
- No servers to run
- A separate, protected data space for your business
- Connections to Tally, Reapit, Street and WhatsApp set up with you
- Every approval recorded
- A dedicated GUARDIAN inside your own cloud account
- Data stays in infrastructure you control
- Custom service levels and dedicated engineers
- Group-wide dashboards
- Just a WhatsApp Business number
- No computer, website or app needed
- Visits, commission, repairs and reminders on WhatsApp
- Records kept safely from day one
Same Price as Every Industry — in Property Words
Every plan includes unlimited staff users, NEXUS connections and the Approval Gate. You pay in AI Tasks for the work GUARDIAN does; routine FAQ replies are free.
- NEXUS: TallyPrime / Zoho Books · bank statements
- NEXUS: WhatsApp Business · 99acres & Facebook leads
- Payment letters, matching and reminders
- 70% account withdrawal papers · RERA update bundles
- 2,000 AI Tasks/month · 5 GB Knowledgebase
- Unlimited staff users
- Approval Gate (patent-pending GB2615329.6)
- Data Privacy Shield — tokenisation
- NEXUS: Reapit / Street · email · WhatsApp Business
- AML evidence collection, screening and MLRO review
- Sales progression · lettings compliance calendar
- 2,000 AI Tasks/month · 5 GB Knowledgebase
- Unlimited staff users
- Approval Gate (patent-pending GB2615329.6)
- UK GDPR — data-subject requests handled
- Everything in Growth
- Higher AI Task and storage limits
- Several projects and Tally companies
- Portfolio dashboard across AP and Telangana
- Everything in Growth
- 10,000 AI Tasks/month · 20 GB Knowledgebase
- Branch and group dashboards
- Priority onboarding and support
- Your own cloud account, or on-premises
- Custom AI Task volume and storage
- Many projects or branches under one group
- Custom service levels and dedicated engineers
Prices exclude GST / VAT. Third-party charges — for example WhatsApp message fees, certified ID checks or paid PAN verification — are billed by those providers at cost.
What a pilot looks like
You don't have to change everything at once. Start with one problem, try it on real work, then decide.
Payments on Time. RERA Papers Ready Early. You Stay in Charge.
Fewer Fall-Throughs. Every Tenancy Deadline Tracked. Checks Done Before the Offer.
We're onboarding our founding customers now. Start a 14-day free trial, or show us one real case and we'll walk you through how GUARDIAN handles it.
GUARDIAN never moves money, never logs in to government portals and never makes a regulated decision — your team approves every step.