From the tenant's side it goes like this. You get an email asking for three months of payslips, a passport, proof of address and your previous landlord's details. You send two of them from your phone on the bus. One is a photo of a screen. Then you hear nothing for four days and assume it is fine.
From the agent's side, there are eleven of these open at once. Each one is a thread in Outlook with attachments scattered across six replies, and someone has to open each file, check it is actually a payslip and not a bank statement, check the name matches the application, and write down what is still missing. Then chase.
The system gives the applicant a link rather than an email thread. The link lists what is needed and accepts uploads one at a time. Every file is read as it arrives.
A payslip is checked for the employer name, the pay date and the net figure. Passports get a name and expiry check. For a bank statement it looks at whether the months you asked for are covered and whether the salary actually lands in it. If the applicant uploads a phone photo of a laptop screen, it is rejected on the spot with a note on what to send instead.
Anything missing is chased. A reminder on day two, a shorter one on day four, and on day six the negotiator gets a note that the file has stalled and a suggested call. The guarantor, if there is one, gets their own link and their own chasing.
When the file is complete, the checklist is ticked, the documents are renamed to something sane (Smith_payslip_Aug.pdf rather than IMG_4471.jpeg) and the pack is ready to send to the referencing company or the landlord. Goodlord users get it pushed straight through.
We build this to run on your own list, in your own Outlook or Gmail, with your wording in the chasers. Eleven open files becomes a page that shows which three are actually stuck.