Case study

How we reduced our teams admin so they could focus on generating new business

Read on to hear about Gilbert & Rose's experience with Kotini

About Gilbert & Rose

Gilbert & Rose is an independent estate agent that has grown to be the dominant brand for home moving in the SS postcodes (South Essex for those not familiar) and frequently lists north of 50% market share each month. 180 listings in January 2024

They owe a lot of their success to exceptional marketing, the personal brand of the two founders (Spencer and Perry) and the high standard of service they offer their clients. The brand has become the local giant expanding into new markets from sales & lettings to commercial, property management and even other property adjacent verticals like creative marketing.

What we wanted to achieve

We’re the market leader in South Essex and are always looking for ways to optimise our business. Cutting out inefficiency at the same time levelling up our client experience in line with our brand. With Kotini we specifically wanted to achieve three things:

Reduce the time and admin it takes the team to get a property on the market.
Upgrade our onboarding experience to match our ethos and brand.
Introduce a consistent process for compliance across the business.

What does Gilbert & Rose have to say about Kotini?

Perry Rose

Owner of Gilbert & Rose

Kotini looked at our existing onboarding process and streamlined it from four separate platforms into a single, streamlined system – simplifying the onboarding process for both my clients and staff. It now takes one of my valuers 60 seconds to send an invite to a client to kick off the complete process of onboarding a client.

The more we embraced Kotini, the more we realised it’d work better if it was integrated with our CRM, Rex. We approached the team, asking them to integrate with our CRM and after a couple of weeks, it was live. The integration between Kotini and Rex means our team can kick off the process where they spend most of their workday and know that when the clients sign their contracts, complete their ID checks and add material information, it will automatically appear on the listing in Rex. It’s created huge admin efficiencies.

So far, we’ve onboarded around 500 properties through Kotini, saving us at least 1,000+ hours of admin. Our valuers and negotiators now have more time to deliver on their roles and targets, helping us to focus on growing the business.

Beyond saving time, the client experience has been levelled up with Kotini. Moving from multiple unbranded systems to one branded onboarding experience that incorporates our famous yellow brand. Our brand is one of our key strengths so it was always important to have this represented in our clients onboarding experience.