Frequently Asked Questions

About Saltire Systems

Saltire Systems is the AI-powered estate agency operating system built exclusively for Scotland. It includes 22 integrated modules covering the complete property lifecycle — lead generation, enhanced valuations, portal syndication to Rightmove, Zoopla, and OnTheMarket, Scottish missives tracking, PRT-compliant lettings, online booking, maintenance management, and an AI Overseer Agent called Munro with 51 action types that handles routine operations.

What is Saltire Systems?

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.

Who is Saltire Systems for?

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.

What does the AI Overseer Agent (Munro) do?

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.

Can one person really run a full-service estate agency?

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.

Is Saltire Systems only for Scotland?

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.

Features

Which property portals does Saltire Systems syndicate to?

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.

How does AI offer analysis work?

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.

What is the seller portal?

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.

How does the AI voice answering work?

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.

Does Saltire Systems handle Scottish missives?

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.

Can Saltire Systems generate listing agreements?

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.

How does social media automation work?

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.

Scottish Property

Does Saltire Systems support Offers Over and Fixed Price?

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.

How does Home Report management work?

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.

Does it calculate LBTT?

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.

Does it work with ESPC, GSPC, and TSPC?

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.

Getting Started

How do I get access to Saltire Systems?

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.

What integrations are needed to get started?

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.

How much does Saltire Systems cost?

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.

How is Saltire Systems different from Dezrez, Reapit, or Alto?

Dezrez, Reapit, and Alto are UK-wide CRM platforms that bolt on Scottish features as an afterthought. 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.

Lettings, Valuations & Messaging

Does Saltire Systems handle lettings?

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.

Does Saltire Systems work with OnTheMarket?

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.

Can I manage Saltire Systems from my phone?

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 51 actions available in the Command Centre AI chat.

How do enhanced valuations work?

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.

Can I disable lettings if I only do sales?

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.

New Platform Features

Does Saltire Systems have an online booking system?

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.

Does Saltire Systems have buyer, tenant, and landlord portals?

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.

How does the sales progression chain builder work?

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.

How does maintenance management work?

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.

Does Saltire Systems have a KPI dashboard?

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.