Why Phone Systems Matter in Property Management
Property management is a fast-moving business. Landlords, tenants, buyers, and sellers all expect quick responses. Every missed call could mean a missed rent payment, an unhappy tenant, or even a lost property sale.
For many estate agents and property managers, the question isn’t whether to invest in a phone system — it’s which one: stick with mobiles, or switch to VoIP?
In this guide, we’ll compare VoIP vs Mobile in detail, looking at costs, features, and how each option supports the unique needs of estate agencies and property management businesses.
1. The Role of Communication in Property Management
- Every interaction matters: arranging viewings, reporting maintenance, handling landlord queries.
- Calls are often urgent — delays frustrate clients.
- A reliable, professional phone system makes the difference between winning instructions and losing clients.
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2. Mobile Phones in Property Management
Pros of Using Mobiles:
- Always with you — convenient for agents on the move.
- No setup required.
- Familiar and simple.
Cons of Relying Solely on Mobiles:
- Unprofessional: sharing personal numbers doesn’t look credible.
- No call recording (compliance issue).
- Calls tied to one person — risky if they’re unavailable.
- Hard to scale for growing agencies.
- Costs can add up with business mobile contracts.
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3. VoIP Phone Systems Explained
VoIP (Voice over Internet Protocol) uses the internet to make and receive calls. Instead of being tied to a mobile SIM or a landline, VoIP gives you a business phone system that works across devices — mobiles, desk phones, or even laptops.
Key Features for Property Managers:
- Professional business numbers (01, 02, 0800, 0330).
- Call routing & forwarding (never miss a client call).
- Call recording (compliance + training).
- Scalability (add lines or features as you grow).
- Integration with CRMs (sync calls with your property management system).
- Voicemail to email (stay on top of messages anywhere).
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4. VoIP vs Mobile: Feature-by-Feature Comparison
| Feature | Mobile Only | VoIP Phone System (e.g. PlexaTalk) |
|---|---|---|
| Professional image | Uses personal numbers | Dedicated business numbers |
| Call routing | Not possible | Forward to team members or mobiles |
| Call recording | Rare | Built-in |
| Scalability | Each new agent needs a mobile | Add numbers/users instantly |
| Integration | No CRM connection | Sync with property management tools |
| Costs | £20–40 per mobile per month | From £1 per number per month |
| Business continuity | Calls tied to SIM | Accessible anywhere, on any device |
5. Cost Analysis: VoIP vs Mobile in Real Life
Example: 5-Person Estate Agency
- Mobile contracts: £30/month each → £150/month total.
- VoIP numbers: £1/month per number + calling packages → ~£50/month total.
That’s £100+ saved every month — while gaining features mobiles simply don’t offer.
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6. Scalability: Growing With Your Business
- Mobile: each new agent = new phone + contract.
- VoIP: add a number or line in minutes, no new hardware needed.
- Perfect for agencies expanding portfolios or opening new offices.
7. Professionalism & Branding
- Mobile numbers feel personal and temporary.
- Clients prefer calling a local landline or freephone (0800).
- VoIP lets you present as an established, trustworthy business — even if you’re a solo agent starting out.
8. Compliance & Risk Management
- Increasingly, property management involves compliance (recording conversations, managing disputes, etc.).
- Mobiles rarely offer recording.
- VoIP makes it simple to log and store calls securely.
9. Hybrid Option: Best of Both Worlds
With modern VoIP (like PlexaTalk), you don’t have to choose.
- Make and receive business calls through your mobile app.
- Keep your personal number private.
- Present your business caller ID on every call.
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10. How to Choose the Right Phone System for Your Property Management Business
When deciding, ask:
- Do I want my agency to look professional?
- Do I need scalability?
- Is call recording important?
- Do I want to save money on phone systems?
- Will I benefit from integration with property management software?
If the answer is yes to most of these → VoIP is the better choice.
11. Real-Life Scenarios
- Solo property manager: Mobile works short-term, but VoIP with a business number creates a professional image fast.
- Growing estate agency: VoIP saves money and scales instantly.
- Multi-branch business: VoIP unifies calls across locations, something mobiles can’t do.
Why Estate Agents Are Moving to VoIP
Mobile phones are convenient, but limited. For estate agents and property managers, VoIP offers scalability, professionalism, compliance, and cost savings.
📞 Want to upgrade your property management phone system? PlexaTalk’s VoIP solutions are built specifically for estate agents — with business numbers from just £1/month, call routing, recording, and full CRM integration.
👉 Find out more here
FAQs for Property Management Companies
Why do property management companies need a professional phone system?
Property managers deal with high volumes of urgent calls — from tenants reporting maintenance issues to landlords chasing updates. A professional phone system ensures no calls are missed, staff can share one number, and communication is logged for compliance.
What’s the difference between using mobiles and a VoIP system in property management?
Mobiles are flexible but tied to individuals, with no call recording or central number.
VoIP systems give your company one unified business number, call routing, and recording — so clients always reach the right person, even if staff are out of the office.
Can VoIP help reduce missed calls from tenants and landlords?
Yes. With VoIP, calls can be automatically routed to available staff, forwarded to mobiles, or sent to voicemail-to-email. That means urgent tenant issues never fall through the cracks.
Is VoIP secure enough for property management businesses?
Absolutely. Modern VoIP systems use encrypted communication and secure data storage. Call recording also helps protect your agency in case of disputes with tenants or landlords.
How does call recording benefit property managers?
Helps settle disputes with tenants (e.g., reporting repair issues).
Provides evidence in case of legal or compliance checks.
Useful for staff training to improve customer service.
Can we integrate our property management CRM with a VoIP phone system?
Yes. Many VoIP systems integrate with CRMs and property management software, so all call records, notes, and client details are in one place. This saves time and avoids duplication.
Is VoIP cheaper than giving every staff member a business mobile?
Yes. Business mobiles cost £20–£40 per user monthly. With VoIP, you can get numbers for as little as £1 per month and add features as needed. For a growing property management company, the savings can be significant.
Can VoIP support out-of-hours property management services?
Yes. VoIP allows you to set rules for after-hours calls — whether that’s forwarding to an emergency contact, using an out-of-hours call centre, or sending tenants to voicemail that’s emailed instantly to your team.
What happens if my internet goes down?
Good VoIP systems have failover options. Calls can be redirected to mobiles, ensuring your property management company doesn’t lose vital tenant or landlord communications.
How quickly can a property management company switch to VoIP?
Setup can be completed in as little as 24 hours. You can port existing business numbers or launch new ones instantly, making the transition seamless.