How we work · Residential implementation

Enquiry to lease in one system: live in 30 days.

We design and build your lease-up engine in HubSpot, integrated with your PMS and Xero, then hand it over. A defined 30-day sprint, 2–4 hours of your team's time a week.

Book a Systems Call
HubSpot Platinum Partner · Xero Platinum Partner
30 days
from scoping call to live system
From £5,000
implementations scoped to your portfolio
2–4 hrs / week
your team's time across the sprint
Trusted by operators we work with
Scape
Luna
Fusion Students
Every Student
Moda
Vertus
GSA
Aparto
Nido Student
Now Student Living
Here
Almero Student

We've done this for PBSA and BTR before. You won't be starting from scratch.

We only work with residential property operators, so we arrive already knowing your lease-up cycle, your language and your timelines. That is what makes this fast, and light on your team. We go live in 30 days, on 2–4 hours of your week.

1

Design

We already know how PBSA and BTR lease-up runs: the enquiry-to-rebooking cycle, the seasonal peaks, the language your team uses. So we arrive with the blueprint, confirm the specifics in two short workshops, and scope the build. No blank-page discovery, no educating us on your world.

2

Build

We configure HubSpot, connect your PMS and Xero, and build the pipelines, forms, and dashboards your lettings team actually works in. You review at each milestone. We do the building.

3

Launch & Handover

Live in 30 days. We test everything, train your team on the day-to-day, and hand over full documentation plus 30 days of post-launch support.

What you go live with

At handover your team works from one system: the pipeline, dashboards and contact timeline configured for your lease-up, live from day one. Not a demo, but the instance your team runs on.

A lease-up pipeline, not a generic CRM

Every enquiry tracked from first visit to signed lease, in stages that match how your team actually lets.

Dashboards leadership actually reads

Portfolio pipeline, performance and forecast in one live view. No Friday report scramble across three sources.

Every enquiry on one timeline

Calls, emails and form fills against each contact, so nothing lives in a personal inbox.

What we need from your team

We do the build. You do the decisions and approvals. Here is what that looks like:

  • Two discovery workshops (Week 1). We need your marketing, lettings, and finance leads in the room for 90 minutes each. We map current processes and confirm the target workflow.
  • Weekly checkpoint calls (Weeks 2–4), 30 minutes each. We walk you through progress, you approve or redirect.
  • Content and asset input. We will ask for logo files, form fields, and any existing copy you want carried over. We provide a brief so you know exactly what to prepare.
  • Sign-off decisions at three milestones (design, build complete, pre-launch), where someone on your team confirms we are on track.
2–4 hrs / week
Your team's total time commitment across the 30-day sprint. Most of it lands in Week 1.

Typical project scope and pricing

Every implementation is scoped individually based on portfolio size, existing systems, and integration requirements. Project scope determines cost, not a menu of services.

Starter implementation

from £5,000
  • HubSpot CRM configuration for residential lease-up
  • Pipeline, forms, and basic reporting
  • Team training and handover documentation
  • Suitable for single-scheme operators getting started with HubSpot

Full Pre-Lease Engine

from £10,000
  • Everything in Starter, plus:
  • PMS integration via StaySynced (Concurrent and PEX today, more platforms rolling in)
  • Xero setup (chart of accounts, tracking) and PMS-to-Xero integration where available
  • Executive dashboards and portfolio-level reporting
  • 30 days of post-launch support
  • Suitable for multi-property and multi-unit operators running lease-up across a portfolio

Project scope determines cost, not a menu of services. We confirm the scope and fee after a scoping call, before any work begins.

What is included in every project

Regardless of scope, every Cloudfox implementation includes:

  • Systems audit. We map what you currently use and identify gaps before we touch any configuration.
  • Workflow design. Your lease-up process documented and built into the system, not just copied from a template.
  • Configuration and build: HubSpot, integrations, pipelines, forms and dashboards, all configured to your workflow.
  • Testing: cross-browser, cross-device, form validation, and data flow testing before go-live.
  • Team training. Live walkthroughs of the system your team will use every day, recorded for future reference.
  • Documentation: process docs, system guides, and a support handover document.
  • Post-launch support. 30 days of support after go-live so your team has a safety net.

Common questions

1. Do we need HubSpot already?

No. We configure a new HubSpot or work with your existing one. The scoping call confirms the right starting point.

2. Our next intake is in six weeks. Can you deliver in time?

The build is a focused 30-day sprint, so a six-week runway is workable. We confirm the timeline on the scoping call.

3. What does the ‘from £5,000’ actually cover?

A Starter implementation: HubSpot configured for residential lease-up, pipeline, forms, reporting, training and handover. Scope sets the final fee.

4. How much of our team's time does it take?

2–4 hours per week across the sprint, most of it in Week 1 workshops. We handle the build.

HubSpot gives us a centralised, performance-focused view of sales and marketing across the whole business, from first enquiry through to rebooking. Cloudfox expertly supported us from the beginning to achieve that 360 view, including both our technical setup and integrating with our PMS.

Tom Leach Marketing Director, Fusion Students

Let's talk about your implementation.

Book a Systems Call