Frequently Asked Questions

Saltire Systems is the AI-powered operating system built exclusively for Scottish estate agents, enabling a single person to run a full-service estate agency. It manages the entire property sale lifecycle, from lead generation and listing creation through to missives conclusion and key handover, with an AI Overseer Agent handling communications, buyer management, and transaction tracking.

Saltire Systems is designed for Scottish estate agents who want to operate a full-service agency without a large back-office team. It is ideal for sole practitioners, new agency founders, and small firms looking to scale their capacity without scaling headcount. The human agent handles valuations and photography while Saltire automates everything else.

Munro is the AI brain of Saltire Systems, named after Sir Hugh Munro. It continuously monitors every active sale, reads incoming messages, understands the full context of each transaction, and decides what to do next. Unlike rule-based automations, Munro uses genuine AI reasoning: classifying enquiries, drafting replies, chasing solicitors, updating sellers, and escalating to the human agent only when genuine judgment is required.

Yes. Saltire Systems is specifically designed for the one-person agency model. The human agent does in-person valuations, property photography, and complex judgment calls. Saltire handles lead nurturing, listing creation, portal syndication, buyer management, viewings, offer analysis, seller updates, transaction tracking, and all routine communications. The AI Overseer Agent manages everything that does not require a physical presence.

Yes. Saltire Systems is built exclusively for the Scottish property market. Scottish property law is fundamentally different from England and Wales: missives, Home Reports, Offers Over, closing dates, LBTT, and the role of solicitors all require purpose-built systems. Rather than adapting a generic UK platform, Saltire Systems is designed from the ground up for how property sales actually work in Scotland.

Saltire Systems syndicates listings to Rightmove (via RTDF), Zoopla (via ZPG Real-Time Listings), and OnTheMarket (via RTDF). Both sales and lettings are supported across all three portals. Listings are automatically pushed when they go live and updated when status changes occur. SHA-256 change detection ensures only genuine updates trigger API calls, and reconciliation endpoints verify portal data matches your listing.

Every offer submitted is scored 0 to 100 by the AI. The analysis considers the offer price relative to the asking price, the buyer's position (mortgage status, chain, proceedability), any conditions attached, and the overall risk profile. The AI presents strengths, concerns, and a clear recommendation to the seller via their portal, helping them make an informed decision.

Every seller gets a personal, token-authenticated online portal. Through it they can view their property's live status, see activity statistics, review and respond to offers (accept, counter, or decline), track the progress of their sale through the missives timeline, and message the AI agent directly. The portal keeps sellers informed without requiring constant phone calls or emails.

Saltire Systems offers two phone modes. In AI mode, incoming calls are answered by an AI receptionist named Sarah who uses speech-to-text, Claude AI reasoning, and text-to-speech to handle enquiries in real time: matching callers to listings and buyers, answering questions, and booking viewings. In human mode, calls are forwarded to the agent's phone with automatic recording and transcription, and the AI processes the transcript afterwards.

Yes. Saltire Systems tracks the full Scottish missives process through 11 milestones, from Notes of Interest through to Keys Released. It manages solicitor panel contacts, monitors entry dates and deadlines, and automatically chases solicitors when progress stalls. If a transaction is stuck for too long, the AI escalates it to the agent for intervention.

Yes. Saltire Systems includes a legally compliant 22-section Scottish listing agreement template. Documents are generated from Jinja2 HTML templates and rendered to PDF via WeasyPrint, automatically populated with listing and seller details. Sellers sign digitally through a token-based public signing page, with SHA-256 document hashing and an append-only audit trail recording IP address, user agent, consent, and timestamps.

When a listing goes live, goes under offer, or sells, Saltire Systems automatically generates AI-written content and posts it to Facebook and Instagram via the Meta Graph API. Posts include multi-photo and carousel support. The agent can also trigger manual posts or retry failed ones. This ensures consistent social media marketing without any manual effort.

Every plan includes a generous monthly Munro AI allowance, sized so a busy agency rarely reaches it. You can see exactly how much you have left, any time, in your dashboard, with alerts as you approach the limit. If you want more in a record month, you can top up Munro in one click: top-ups carry over and never expire, and your allowance refreshes each billing cycle. Whatever happens, the rest of Saltire keeps working as normal. In a franchise, each branch has its own independent allowance, so one branch running low never affects another.

Yes. Saltire Systems natively supports Scottish pricing methods including Offers Over, Fixed Price, and Offers Around. The system understands closing dates for sealed bids in Offers Over scenarios and handles the specific workflows each pricing method requires, including Notes of Interest registration and closing date notifications to interested parties.

Saltire Systems enforces the legal requirement that a Home Report must be in place before a property is marketed. The go-live gate checks that the Home Report, photographs, and all required details are complete before allowing marketing to begin. The AI analyses the Home Report and incorporates its findings into listing descriptions and buyer communications.

Yes. Saltire Systems calculates Land and Buildings Transaction Tax (LBTT) using the current Scottish bands and rates, including the nil-rate threshold of £145,000 and First-Time Buyer relief up to £175,000. LBTT figures are used in offer analysis and buyer communications to give an accurate picture of total purchase costs.

Saltire Systems is designed to work alongside Scotland's Solicitor Property Centres: ESPC (Edinburgh), GSPC (Glasgow), and TSPC (Tayside). The platform complements SPC membership by managing the full buyer pipeline, seller communications, and transaction process, regardless of which marketing channels the agent uses.

Visit the pricing page to choose your plan. Register with your email and agency details, complete checkout via Stripe, and you will be guided through a 5-step setup wizard to configure your office, branding, integrations, and team. The entire process takes minutes.

To run a full-service agency with Saltire Systems you will need a Rightmove and/or Zoopla portal account, a Twilio account for SMS and phone, and a Meta Business account if you want automated social media posting and lead ads. Saltire Systems provides a guided setup flow for each integration, and the team assists with initial configuration during onboarding.

Saltire Systems starts at £99 per month for the Starter plan (up to 10 active listings). Standard is £199/month (30 listings), Professional is £349/month (75 listings), and Enterprise is £599/month (150 listings). Every tier includes every feature and full AI with no per-user fees. Visit the pricing page for full details.

Dezrez, Reapit, and Alto are UK-wide CRM platforms that add Scottish features onto a core built for England and Wales. Saltire Systems is built from the ground up for Scottish property law, natively supporting missives, Home Reports, LBTT, Offers Over, closing dates, and ESPC/GSPC/TSPC. Beyond that, Saltire Systems is not just a CRM: it is an AI-powered operating system with an Overseer Agent that actively manages your agency, rather than a passive database that waits for you to click buttons.

Yes. Saltire Systems includes a full PRT-compliant lettings module with tenancy management, deposit protection tracking (30 working day deadline), gas safety certificate monitoring (annual), EICR tracking (5-yearly), rent reviews, and notice period management. Lettings are syndicated to Rightmove, Zoopla, and OnTheMarket alongside sales. Compliance deadlines are automatically monitored and agents are alerted before anything becomes overdue.

Yes. Saltire Systems syndicates to OnTheMarket alongside Rightmove and Zoopla. OnTheMarket uses the same RTDF format as Rightmove, so listings are sent with consistent data across all three portals. Both sales and lettings channels are supported.

Yes. Saltire Systems supports WhatsApp and Telegram integration for on-the-go management. Pair your account from the dashboard, then message the Saltire Systems bot to create leads, schedule viewings, record offers, check analytics, send emails, and perform any of the 75+ actions available in the Command Centre AI chat.

Saltire Systems generates AI-researched property valuation reports using four Scottish data sources: verified sold prices from Registers of Scotland (via PropertyData.co.uk), EPC data from epcdata.scot, Data Zone statistics from statistics.gov.scot, and 10 comparable property searches via AI web search. Reports include the property's estimated value, previous sale history, area statistics with quartile breakdowns, comparable sales, EPC data, and an evidence chain. Branded HTML reports are emailed directly to sellers.

Yes. A single toggle in Office Settings disables all lettings features: the lettings navigation group, lettings listing types, and lettings content on your agency website all hide automatically. The backend also blocks creation of lettings listings and tenancies when disabled. Toggle back on at any time to restore everything with all data preserved.

30 working days from the start of the tenancy, and the prescribed information must be served on the tenant in the same window. Working days means Scottish working days, which are not England's: 2 January is a holiday, Easter Monday is not, the summer holiday is the first Monday in August, and St Andrew's Day counts. Saltire Systems computes the real deadline rather than approximating it, which matters more than it sounds: a tenancy starting 1 December 2026 must be protected by 18 January 2027, which is 48 calendar days, not the 42 a “six weeks” rule of thumb would give. Missing the deadline exposes the landlord to an award of up to three times the deposit at the First-tier Tribunal.

Yes, including the three-way reconciliation the Scottish Letting Agent Code of Practice requires: the bank balance against the client ledger against the sum of individual landlord balances. If the account holds less than you owe, that is a client money shortfall and it is flagged. Your Client Money Protection scheme and Professional Indemnity Insurance details are recorded, bank transactions are imported and matched, and landlord statements are generated as branded PDFs when a payment run is marked paid.

Yes, by Bacs Direct Debit. You email the tenant a link, they complete the Direct Debit instruction on a compliant hosted form, and the mandate is live. Collections run against your own connected payment account rather than ours, because rent is client money and belongs to the landlord. Saltire schedules around the real Bacs timings so money lands on the due date, and only posts rent to the ledger once the bank confirms it, so no tenant is ever chased for a payment that is merely in flight.

No. Inventories are native: check-in, mid-term and check-out reports, room by room, with condition, cleanliness and dated photos taken straight from your phone. A check-out clones the check-in with its original condition and photos as the baseline, so the comparison is like for like. Items flagged as fair wear and tear are excluded from the deduction total automatically, which is exactly what makes the rest of a claim defensible. The tenant signs on their own secure link and every report renders as a branded PDF.

It keeps the digital records, categorised to HMRC's own categories, with the cumulative quarterly position and a CSV export for the landlord's own software. Gross rent is always recorded as income with your fee as a separate allowable expense, because declaring the net figure that reached the bank is the single most common self-assessment error for agent-managed property. Residential mortgage interest is kept out of the expense total, since it is a 20% basic-rate tax reduction rather than a deduction. Your landlord sees their year to date in their own portal. To be clear: the landlord or their accountant files the return, and Saltire is not currently HMRC-recognised MTD filing software.

No. Right to Rent immigration checks are an England-only scheme and do not apply in Scotland. Saltire Systems deliberately leaves them out of the Scottish referencing workflow rather than asking your team to do work with no legal basis here.

Once every 12 months, with at least three clear calendar months' notice, using the statutory notice. Saltire checks both rules when you create the review and again when you serve it, because serving late shrinks the notice window. Serving generates the Rent Increase Notice, including the tenant's 21-day right to refer the increase to Rent Service Scotland, records your signature and emails it to the tenant. The new rent is applied automatically on the effective date unless the tenant has referred it to a rent officer.

Rightmove, Zoopla and OnTheMarket for both sales and lettings, plus the Scottish portals most UK software ignores: Citylets and Lettingweb for lettings, and s1homes for both. ESPC, GSPC and TSPC feeds are supported for sales. Each feed carries only the listing types that portal handles, so a sale listing can never leak into a lettings-only feed, and enquiries come back automatically into your pipeline matched to the right property.

Yes. Sales can be switched off per office and the lettings module runs on its own. Everything is included on every plan from £99 a month, with no lettings add-on and no per-tenancy fee.

Yes. The online booking engine allows buyers and sellers to book viewings and valuations 24/7 via the branded agency website. Slot generation integrates with Google Calendar FreeBusy to avoid double-bookings. You can configure viewing and valuation duration, buffer time between appointments, and advance booking days. Both agent-conducted and seller-conducted viewing modes are supported, with optional pre-qualification questions during the booking flow.

Yes. Four portal types are included: (1) Seller portal with offer management, sale progress timeline, and AI messaging. (2) Buyer portal for booking viewings, submitting offers, uploading AML documents, and tracking progression. (3) Tenant portal for tenancy information, maintenance requests, document access, and rent status. (4) Landlord portal for portfolio overview, maintenance approval, financial statements, and compliance certificates. All portals are token-authenticated with no login required.

The chain builder creates a visual representation of linked property sales with traffic-light task tracking per chain link. Linked transactions are auto-detected by matching buyer and seller contacts across your portfolio. When milestones are 5+ days overdue, automated nudge emails are sent to the relevant solicitors. The chain view gives you instant visibility of where every linked sale stands and what is holding things up.

Maintenance follows a full lifecycle: tenant submits a request (via the tenant portal or directly), the AI triages it by analysing the description and any photos to determine category, urgency, likely cause, self-help steps, and recommended trade. A works order is created, a contractor is dispatched, the landlord approves the work, and on completion an invoice is generated. A kanban board on the dashboard shows all maintenance items across your portfolio grouped by status.

Yes. The KPI dashboard provides configurable widget grids with real-time metrics, agent leaderboards ranked by any metric (listings sold, viewings booked, revenue, etc.), and goal tracking with achievement monitoring. Weekly and monthly seller reports are automatically generated and emailed to sellers with portal views, viewing feedback sentiment, AI market summaries, and pricing recommendations.