AI receptionist for property management · UK
One leak. Fifty callers. One job.
Magixis is a 24/7 AI receptionist for UK block and estate managers. It answers leaseholders, residents, RMC directors and contractors, reads back what the block file already says — the works stage, the reported defect, the access arrangement, whose name is on it — and approves nothing. Judgement calls go to the named property manager as a logged task. From 70p a minute, no contract.
Hear it before you decide
One agent. One call.
Our own line is answered by the same agent your callers would get — 24/7. Ask it to take a leak report on one of your blocks, then let it book your 30-minute demo while you're on the call.
- 24/7, 365 days
- ICO-registered · ZC223083
- UK/EU data storage · signed DPA
- No contract · from 70p a minute
The system
What does an AI receptionist do for a block management company?
It answers every call to your office — through the day, while managers are out on site inspections, and after five when a leak or a stuck lift will not wait until Monday. Leaseholders get what the block file says. Residents get their report categorised against your own definitions and logged against the building. Anything that needs a decision goes to the manager who owns the block.
Every call picked up, in your agency's name
The agent is trained on your blocks, your works programme, your defect categories and your tone. It answers within two rings at 9am, at 3pm when the manager is on a site visit, and at 9pm — and it knows whether it has a leaseholder, a resident, an RMC director, a freeholder or a contractor on the line.
One event, one job, against the building
A report becomes a categorised job against the block, with an owner — not four duplicate jobs because four flats rang about the same riser. Access appointments and manager callbacks go in the diary with an SMS confirmation, so nobody is left with a promise that no one in the office actually holds.
The CRM writes itself
Block and unit reference, caller type, the works stage quoted, defect category, access and occupancy, what was refused, who owns the follow-up — captured while the caller is still talking. The Magixis CRM is included in every plan, so the record exists before the manager is back from site.
Where the block manager's day goes
The volume arrives as an event, not as a queue.
One number carries a whole building's worth of people who each fund your fee out of their own service charge, and each of them is right to think of themselves as the client. Then a riser fails on the fourth floor and fifty flats ring in one afternoon about one job.
Everyone on the line is paying for the answer
The money being spent is the callers' own. A leaseholder asking what a demand covers, a director asking why the budget moved, a resident asking who is paying for the scaffold — all of them fund the block, and all of them expect the answer from whoever picks up the phone.
one building · fifty clients
A stack leaks and four flats ring inside an hour
Call volume in block management is not fifty separate callers spread across a month. It is a lift out of service, a notice through fifty doors, a fire-door inspection, water in a riser — one cause, arriving on the line all at once, every caller describing the same thing.
21:15 · four flats, one stack
Nobody on the call can say yes
A spend belongs to the budget. A charge belongs to the demand. A works timetable belongs to the consultation, and what is recoverable belongs to the lease. In England, once qualifying works would cost any one leaseholder more than £250, the statutory consultation applies — and no phone call shortens it.
£250 · then it's a consultation
What happens
62%
of calls to small businesses never reach a live person.
Why ring-back fails
86%
of calls from unknown numbers go unanswered — so when you ring the leaseholder back, they don't pick up.
What they ring about
31%
of the 21,600 enquiries the Leasehold Advisory Service completed in 2025 were about service charges — its largest single topic, ahead of management and disrepair.
How the agent handles block management calls
Two illustrative transcripts.
Scripted examples of how the agent handles these calls, not recordings of real callers. The agency, the staff and the blocks are invented.
Leaseholder · service charge and major works
Service charge
AGENTGood morning, Calderbrook Block Management. How can I help?
CALLERI've had a demand for £1,340 on flat 9, Ashworth Court, and I don't know what it's for.
AGENTI can read back what's on the file. That's the on-account service charge for the half-year to 30 September. The roof works aren't in it — on our record they're still at consultation stage.
CALLERWhat consultation? Nobody told me about a roof.
AGENTThe file shows a notice of estimates dated 12 July, with the observation period closing on 11 August, and no contract placed. I'm reading dates, not giving you a view on them.
CALLERRight — so what's the roof going to cost me in the end?
AGENTThere's no final figure on the file and I won't estimate one. I also can't tell you whether the charge is reasonable, or whether it's recoverable under your lease. Those are Priya's, not mine.
CALLERThen I want her to ring me.
AGENTLogged as a task for Priya Nandra, the property manager for Ashworth Court, with your question written down as you put it. She'll have this call in front of her.
Demand read from block file · works stage: notice of estimates, period to 11 Aug · no final figure · reasonableness and recoverability refused · task → Priya Nandra
Out-of-hours building event · one job, not four
Routing
CALLERThere's water coming through my kitchen ceiling. Flat 12, Ashworth Court.
AGENTThank you. Is the water still running, and is any of it coming through a light fitting?
CALLERStill running. Not through the light, no.
AGENTOn Calderbrook's own list, uncontained water affecting more than one flat is a priority one. Three flats in your stack have already reported it tonight, so I'm adding you to that job rather than opening a new one — it's one job, not four. It's 21:15, so it goes to the out-of-hours rota Calderbrook set.
CALLERWhen's someone coming?
AGENTI can't give you a contractor's name or an attendance time — that's theirs to confirm and they'll ring you direct. What I can tell you is that the job is open, it's marked priority one, and your flat is on it.
CALLERWho's paying to put my kitchen right? And can I hold back the service charge until this is sorted?
AGENTI'm not able to answer either of those and I won't guess at them. Both go to Priya Nandra as questions on the record, with this call attached.
Priority 1 per agency definitions · logged 21:15 to the existing riser job · out-of-hours rota notified · no contractor or time promised · liability and withholding → Priya Nandra
Your CRM, written by the call
Ten fields. None of them an approval.
Every plan includes the Magixis CRM, and the record fills itself in while the caller is still on the line. Nothing in it approves a spend, varies a charge or creates a position for the freeholder, the RMC or the leaseholder. This is what a record carries.
ContactName & number
ContactLeaseholder, resident, director or contractor
BuildingBlock & unit reference
WorksStage as recorded
MoneyWhat the demand covers
DefectCategory per your list
DefectLinked to an existing job
AccessAccess & occupancy
OwnerProperty manager for the block
RecordWhat was refused and routed
Beyond reception
Every call keyed to a block — and to the manager who owns it.
Magixis isn't only the voice that answers. From the first ring it builds a CRM keyed to your portfolio, so you can see which buildings are generating calls, which events are still open, and which questions are sitting with a manager.
01 · CRM from call data
Caller → contact, attached to the block
Every caller becomes a contact from their first call — names and numbers masked by default — attached to the block and unit they rang about, and marked as leaseholder, resident, director or contractor. Nothing to retype into the block system afterwards.
02 · One event, one job
Duplicate reports linked, not counted twice
When several flats ring about the same defect, the calls attach to the job that already exists instead of opening new ones. You can see how many people reported it and how many are still waiting to hear back — which is the number that actually matters at 9am.
03 · Every call reviewable
Transcript, recording, and what was refused
A full log of who called, what was read out from the block file, and what the agent declined and routed. Cold sales calls and canvassers are flagged and excluded from the numbers. Staff can correct the agent, and every correction is logged — never silent.
04 · 24/7 human handoff
A real person for the genuine escalation
Anything you choose routes to a person working 24/7 who logs the job or books the access appointment; in hours, a caller who needs a judgement is warm-transferred. You keep authority to approve, override, reassign.
05 · One dashboard, full audit
Run the portfolio from one place
Access is capability-based, not job-title-based — you control who sees what and who can unmask a contact. Sensitive actions need a logged reason; every consequential action sits in a tamper-evident audit log. Useful in a sector where a record of what a resident was told may be read back years later.
06 · Commercials
A posted rate per minute
From 70p a minute, posted publicly — no allowance to blow through in the week a riser fails. Lite has no setup fee and no subscription; every price is on the pricing page.
The alternatives
How does Magixis compare with a telephone answering service?
Managing agents weighing us up are usually choosing between voicemail, a human answering service such as Moneypenny, and an AI receptionist. The short version: an answering service takes a message; Magixis has the conversation, reads the block file, links the duplicate report and writes the record. The detail, like for like:
| Magixis | Human answering service | Voicemail | |
|---|---|---|---|
| Answering hours | 24/7, 365 days — included | Typically 9am–5pm Mon–Fri; Moneypenny lists 24/7 as an add-on from £35/month | Always on; most callers hang up |
| What a leaseholder gets | The works stage, the defect record and what a demand covers, read from your own block file — with reasonableness and final figures explicitly refused | A message taken — typically up to five agreed data fields — passed on by email or text | A beep |
| Fifty callers, one event | Categorised against your own definitions and attached to the job that already exists, so four calls make one job | Four messages, deduplicated by whoever reads them | Four recordings in a row |
| What you get afterwards | A CRM record written on the call: block and unit, caller type, defect category, works stage quoted, what was refused, follow-up owner | An email or SMS to action yourself | A recording to ring back — and 86% of ring-backs from unknown numbers go unanswered |
| Pricing | From 70p/min posted publicly · no setup fee on Lite | Quote-based; UK rates not published on moneypenny.com | Free |
| Contract | None — cancel any month | Moneypenny's smaller message-taking plans carry a three-month minimum | — |
Moneypenny details from moneypenny.com/uk/message-taking-service — hours, 24/7 add-on pricing, data fields and minimum terms as published there. Ring-back figure: Hiya, State of the Call 2026. Last checked: 13 August 2026.
Moneypenny is a well-regarded service — if you want a human PA taking messages in office hours, it's a fine choice. Magixis is for agents who want the call answered, the file read back and the job kept to one job at any hour, at a posted rate.
Pricing
How much does it cost?
Calls run from 70p a minute. Lite is £1.35 a minute with no setup fee and no subscription; most managing agents run Pro — £995 setup once, then £99 a month plus 85p a minute, automated CRM included; multi-office Command brings it to 70p a minute. No contract on any plan.
Who's behind the line
Manchester-born. Built for the whole UK.
Magixis is a UK company, founded in Manchester in 2026. A phone line has no radius: a managing agent in Truro gets the same two-ring answer as one in M2. What travels with every call is the paperwork — ICO registration, UK/EU data storage, a signed DPA — all in writing on the trust page.
CompanyMagixis Limited · UK
HQManchester, M2
CoverageUnited Kingdom
ICOZC223083
Companies House17372370
Before you call · block management
Nobody on the phone can approve a spend, so the agent reads the block file and stops.
Service charges are what leaseholders ring about. Of the 21,600 enquiries the Leasehold Advisory Service completed in 2025, 31% were about service charges — its largest single topic, ahead of management and disrepair. Flats accounted for 82% of those enquiries, and 42% came from London. LEASE advises leaseholders and park home owners in England and Wales, and publishes the breakdown itself. A managing agent’s line carries the same three things in roughly the same order: money, management, and something broken.
What separates those calls from lettings calls is whose money is being spent, and where the decision lives. The money is the callers’ own. A spend sits in the budget; a charge sits in the demand; recoverability sits in the lease; and a major works timetable sits in the consultation. In England, once qualifying works would result in any one leaseholder contributing more than £250, the consultation requirements in the Service Charges (Consultation Requirements) (England) Regulations 2003 apply — the equivalent threshold for a qualifying long-term agreement is £100 in an accounting period, and a consultation notice carries a 30-day period for observations. None of that can be varied by whoever answers the phone. So the agent states the works stage, the reported defect, the access arrangement and whose name is on the file, and refuses the rest: no view on whether a charge is reasonable, no figure before the estimates are in, no approval of anything.
Building safety adds a record that outlives the call. For a higher-risk building in England — at least 7 storeys or at least 18 metres, with at least two residential units — the principal accountable person must operate a complaints system for building-safety complaints, and the Building Safety Regulator’s guidance tells them to consider whether issues can be raised by telephone as well as online, by email and in person. Every relevant complaint has to be recorded for seven years, with the steps taken in response and the outcome; where more than one is made about the same issue inside that window it counts as a recurring complaint. Magixis is not a building-safety or fire-safety system and performs no accountable person duty. It logs what was said, when, by whom, and what happened next, and hands the complaint to the person who owns it.
Tenure is as much of a fault line here as nation. Leasehold, section 20 consultation and the Building Safety Act’s in-occupation duties are England; Wales shares much of the leasehold framework and has its own consultation regulations. Scotland has no leasehold system for flats in the English sense — it runs tenement law under the Tenements (Scotland) Act 2004, and factors, who must appear on a mandatory register under the Property Factors (Scotland) Act 2011, meet a statutory code of conduct, keep an in-house complaints procedure, and answer to the First-tier Tribunal for Scotland Housing and Property Chamber rather than the First-tier Tribunal (Property Chamber). Northern Ireland is separate again. A script that says “leaseholder” to a factored homeowner in Glasgow is talking to nobody, so the agent uses the words your business uses. If you also let and manage individual tenancies, the letting agents page covers that side — applicants, viewings, referencing enquiries and repairs in a single let. See how a call is handled, how we treat caller data in GDPR for AI voice agents, or browse the full reception range.
Sources: Leasehold Advisory Service, Data insights · Service Charges (Consultation Requirements) (England) Regulations 2003 · Building Safety Regulator, operating a complaints system · Scottish Government, property factor registration. Last updated: 15 August 2026
FAQ · Property management
The questions every managing agent asks.
If your question isn't here, put it to our agent on a live call — it can probably answer.
Calls run from 70p a minute. Lite is £1.35 a minute — no setup fee, no subscription, and nothing at all in a month with no calls. Most managing agents run Pro: £995 setup once, then £99 a month plus 85p a minute, with the automated CRM included. Multi-office Command brings the rate down to 70p a minute. There are no allowances and no overage — see the full pricing comparison.
A human answering service takes a message and emails it to you; standard cover typically runs office hours, with 24/7 as a paid add-on and a minimum contract on smaller plans. Magixis answers 24/7 as standard, reads the works stage back from your block file, attaches a duplicate report to the job that already exists, and writes the record into your CRM — at a posted rate per minute, with no contract. The like-for-like table is above.
It answers calls anywhere in the UK, but tenure is not UK-wide, so the script is not either. Leasehold, section 20 consultation and the Building Safety Act’s in-occupation duties are England, with Wales sharing much of the leasehold framework and its own consultation regulations. Scotland has no leasehold for flats in the English sense — it runs tenement law and factors, registered under the Property Factors (Scotland) Act 2011 with a statutory code of conduct and redress through the Housing and Property Chamber. Northern Ireland is separate again. The agent uses the words your business uses and states no legal position in any nation.
No. It approves nothing, authorises no works, instructs no contractor, takes no instruction from a leaseholder, freeholder, RMC director or contractor, and creates no contractual or financial position for any of them. It holds no client money. It gives no legal, leasehold, building-safety or fire-safety advice, and never says whether a charge is reasonable, recoverable under the lease, or final. It reads the block file and routes the rest.
That page is about tenancies: applicants, viewings, referencing enquiries and repairs in a single let, where one number answers to a tenant, a landlord and an applicant whose interests conflict. This page is about buildings — leaseholders or factored homeowners, a service-charge budget, a consultation, a works programme, and callers who are funding the work themselves. If you do both, both scripts run on one number — see AI receptionist for letting agents.
The first call is categorised against your own definitions and logged against the building. Every later call about the same defect attaches to that job rather than opening a new one, and the caller is told it has already been reported. Nobody is given a contractor's name or an attendance time you have not configured. Questions about liability or withholding a charge go to the named property manager with the call attached.
Yes. Caller names and numbers are masked by default, data is stored encrypted in EU regions, and access is capability-based with a logged reason for sensitive actions. Recordings are kept 30 days and transcripts 90 days, with per-client overrides. We sign a DPA and publish our sub-processor list on the trust page.
No. Magixis is a CRM of calls. It does not hold leases, raise service-charge demands, run a client account, produce a safety case or perform any accountable person duty — your existing systems and your own people keep all of that. What it adds is a call record keyed to the block and the unit, with the follow-up allocated to the manager who owns the building.
On Lite, the same day — you set it up yourself from a link we send. Pro is a two-week build: we listen to a week of your real calls, train the agent on your blocks, works stages and defect categories, you test it on a sandbox number, then it goes live on your own number. You keep your number throughout — the build, step by step.