The Pre-Lease Engine | HubSpot + PMS

Trusted by operators we work with

Who this is built for

This is for residential property operators, across PBSA, BTR, co-living, multi-family and single-family, who are done wrestling fragmented tools and want a proper commercial system in place before the next lease-up.

Operators planning a new scheme or block. You need lease-up infrastructure from day one, not a scramble to set up systems two weeks before launch.
Multi-property and multi-unit operators. Large enough that spreadsheets create real risk, not so large that you need an 18-month enterprise programme.
Teams adopting HubSpot as the commercial system. You have committed to HubSpot (or are about to) and want it configured properly for residential operations, not a generic CRM setup.

System components

StaySynced PMS Integration

Our productised integration layer connects your PMS to your commercial pipeline: a live 15-minute sync so lettings and operations share one source of truth. Live today for Concurrent and PEX, with more platforms rolling into StaySynced over time.

The data used to come through once a day. Someone had to log into PEX, download a report, transform it in a spreadsheet, then manually import and check it in HubSpot. That whole process is now automated. The data refreshes every 15 minutes, it's not dependent on one person, and what's in HubSpot is always accurate.

Matt Stansfield Head of Sales, Scape

What the Pre-Lease Engine delivers

When the system goes live, your team operates from a single platform. No more chasing updates across inboxes, spreadsheets, and disconnected tools.

Every enquiry tracked, from first website visit through to booking confirmation. Nothing falls through the cracks.
Clear pipeline visibility. Marketing, lettings, and leadership all see the same pipeline in real time. No more Friday afternoon report scrambles.
Standardised operating playbook. Your pre-lease process is documented, repeatable, and built into the system. New team members follow the same workflow from day one.
Executive dashboards. Portfolio-level reporting your leadership team can trust, updated automatically, ready when they need it.

System components

HubSpot Growth Engine

CRM, pipeline, forms, email sequences and reporting, all configured for residential lease-up workflows.

StaySynced PMS Integration

A live HubSpot ⇄ PMS sync covering Concurrent and PEX today, with more platforms rolling into StaySynced over time.

Xero Setup

Chart of accounts and tracking configured, with your PMS's Xero integration set up so transactions flow through.

30-day implementation timeline

We move fast because intake deadlines do not wait. From scoping call to live system in a single focused sprint.

Week	Phase	What happens
Week 1	Design	Systems audit, workflow mapping, scope confirmation. Two workshops with your team.
Week 2–3	Build	HubSpot configuration, PMS integration, pipeline and form setup, dashboard build. Weekly checkpoint with your team.
Week 4	Launch & Handover	Testing, team training, go-live, documentation, and 30 days of post-launch support.

Your team's commitment: 2–4 hours per week across the sprint. We handle strategy, configuration, build, and testing.

Risk reduction built into every project

Implementations fail when scope creeps, timelines drift, or the client team gets overwhelmed. We have built safeguards into the process:

Fixed weekly milestones. You know exactly where the project stands at the end of every week. No surprises at go-live.
Clear scope boundaries. Deliverables are tied to specific pages, modules, and system outputs. We agree what is in scope before the build starts.
Documentation and handover built in, not bolted on at the end. Your team gets process documentation, recorded walkthroughs, and a support window.
Post-launch support: 30 days of support after go-live, so your team has a safety net while they settle into the new system.
Reuse of proven patterns. We build on what has worked for other residential operators, not from a blank canvas.

Common questions

30 days from scoping call to live system. It runs as one focused sprint: design in Week 1, build in Weeks 2–3, launch and handover in Week 4.

Implementations start from £5,000. The scope of your build sets the final fee, which we confirm after the scoping call.

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

StaySynced is our productised integration layer between your PMS and HubSpot. It's live today for Concurrent and PEX, with a 15-minute sync, and more platforms roll into StaySynced over time. If you run a PMS we don't yet cover, we scope the right approach on the call.

No. We implement HubSpot as part of the project. What we need is your commitment to HubSpot as your commercial system. We don't run CRM evaluations or help you compare options.

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

Launch-ready lease-up engine for residential property operators.

Who this is built for

System components

StaySynced PMS Integration

HubSpot Growth Engine

Xero Setup

See it in HubSpot

What the Pre-Lease Engine delivers

System components

HubSpot Growth Engine

StaySynced PMS Integration

Xero Setup

30-day implementation timeline

Risk reduction built into every project

Common questions

1. How long does implementation take?

2. What does it cost?

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

4. Which PMS do you integrate with?

5. Do we need to be on HubSpot already?

Let's scope your pre-lease engine.

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