Learn how this East London agency replaced its server-based system with Alto, bringing day-to-day operations up to speed and enabling the team to work from anywhere.
Running a successful estate agency today means being able to work from anywhere, at any time.
It means negotiating deals between appointments, responding to new enquiries as soon as they come in and accessing documents on the go.
Elms Estates is the leading agency in Bethnal Green, with a strong local reputation and a well-established way of working.
But as the market has shifted and expectations around speed and flexibility have increased, the team began to outgrow their server-based setup.
Their existing system relied on in-office access, which made it harder to stay connected when working across appointments and outside the branch.
With the industry evolving rapidly, the agency’s director, Rutland Elms, knew it was time to switch to a cloud-based CRM that could modernise everyday operations.
Rutland says: “We had to move away from the old way of doing things. Having to dial in to the server from a PC in our office was a challenge.
“We wanted a CRM that was modern and secure, with an onboarding process that was smooth and hassle-free. Alto was the obvious choice.”
Time to move on
After a fast and secure transfer of all existing data, Elms Estates went live, with sales, lettings, property management and compliance brought together in one connected system.
Because Alto is designed from the ground up for the way estate agents actually run, the whole team was able to get up to speed quickly.
Rutland says: “We were already thriving, but Alto has helped us level up even more. We’re faster, more secure, and completely cloud-based.
“We’re a high street agent, and we’re very committed to the high street, but you have to be able to work remotely nowadays and Alto is the key to doing that for us.
“It’s been a huge, huge benefit.”
Picking up the pace
Since switching to Alto, one of the most noticeable impacts has been how much faster the team can respond to new enquiries.
Leads now feed directly into Alto from Rightmove and Zoopla, appearing instantly against the relevant records.
If the applicant is already in the system, their history, preferences and previous interactions are there straight away. If they’re new, a record is created automatically without the need for manual effort.
It means the team at Elms always has the full context from the very first interaction. The result is that they can provide better, faster service at key moments.
Rutland says: “We’re now saving time on every single new enquiry that comes in. It’s definitely led to faster deal progression.”
Compliance kept in check
Lettings have always been a major part of the business at Elms Estates. But in recent years, that side of the market has become more complex, with constant regulatory change and increasing pressure on agents to stay compliant.
For agencies still relying on manual processes or disconnected systems, the risk of something being missed feels bigger than ever.
For agencies with Alto, it’s all under control.
Compliance sits at the centre of the system, with key dates and certificates tracked automatically. Expiring documents are clearly flagged in advance, giving the team time to act before anything lapses.
Instead of relying on spreadsheets or memory, everything is visible and easy to manage.
Rutland says: “The compliance side is a big one for us. The coloured alerts make it really clear what needs attention and when.
“We can see straight away if something’s coming up, whether it’s gas, electrical or anything else. It takes the pressure off having to track it manually.
“The Renters’ Rights Bill has been a big headache, but with everything in one place in Alto, it’s much easier to stay on top of it all.
“It gives you confidence that nothing’s being missed.”
Keeping deals moving
That same visibility carries through into sales and lettings progression.
With Alto, emails, notes, documents and updates are all logged automatically against each property, creating a clear audit trail of every interaction.
The team has a shared, up-to-date view of each deal, while dedicated portals give clients a simple, secure way to track progress, sign documents and complete checks.
On the sales side, milestones and tasks can be tailored to each case, making it easier to track progress, manage chains and spot delays early.
For lettings, every stage of the tenancy is visible at a glance, from offers and references through to contracts and move-in, with automated updates keeping landlords and tenants informed.
Rutland says: “As estate agents, we’re often middlemen, especially when it comes to sales. It’s really important to have transparency and a clear trail of communications that’s easy to search.
“Now, when solicitors say they didn’t get an email, I can prove exactly when it was sent and read.”
One step ahead
As director of the business, Rutland always has one eye on business performance, as well as how the business can stay ahead of the competition.
Alto Analytics offers real-time reports across sales and lettings, so he can track activity and quickly spot where something needs attention.
Alto’s AI-native approach means intelligence is built into everyday workflows, helping with tasks like generating property descriptions and supporting quicker, more informed decisions.
Rutland says: “The future of estate agency is full of change, but I feel confident that Alto has our back and we can continue to go from strength to strength together.
“It’s clear there’s a lot of work happening behind the scenes at Alto to ensure that it can continue to make life as easy as possible for estate agents. I really value that.”
Wondering if Alto should be your next move? Book your free, no-obligation demo now.
