Harvey W James is an audit and compliance company first, and a letting agent and property-management company second.

Every Harvey W James listing is published to Rightmove and Zoopla as a featured advert from day one. This is not a tier-up that the landlord pays for separately, and it is not reserved for selected properties. Featured-advert and premium-listing treatment is the default on every property we market, because portal-algorithm placement on day one is the lever that decides how many qualified enquiries land in the first ten days, and under the Renters’ Rights Act 2025, day-one demand is the only window in which the asking price is genuinely tested.

Property photography is delivered by Giraffe360, API-integrated into our CRM (Street.co.uk). The pipeline runs end-to-end without manual handling: a Giraffe operator visits the property, the imagery is processed by Giraffe’s platform for branding, floorplan generation, virtual-tour stitching, and 360-degree rendering, and the finished assets flow directly into the property record on Street within hours. Most of our properties are published within twenty-four to forty-eight hours of the visit, and no earlier than four weeks before the available date (our Four Week Rule). The old workflow — download images, edit them locally, upload them back into the CRM one by one — does not exist in our operation. That consistency is what Rightmove and Zoopla’s ranking systems reward, and it is the reason every Harvey W James listing arrives complete, technically well-formed, and uploaded promptly.

Listings are also distributed across the social channels where prospective tenants spend time outside the portal flow: Facebook, Instagram, and TikTok. Social media is now standard expectation for a letting agent of our size; the point is not that we use it, but that we use it consistently and as part of the same single property record on Street.

Tenant referencing, Right-to-Rent checks, rent-guarantee insurance, utility management, and tenancy drafting all run through Goodlord. We have been API-connected to Goodlord for six to seven years, and the platform serves around two to three thousand letting agents in the UK. Tenancies are drafted by Goodlord’s solicitor panel, not by us in Word, which means every tenancy that goes out under our name carries the same legal architecture as every other tenancy on the platform, and that architecture is updated by Goodlord’s solicitors as the legislative environment changes.

The referencing flow covers employment verification, affordability, previous-landlord references, and credit. Rent-guarantee insurance is offered on top, underwritten through Goodlord’s insurer panel, and it is the rent-protection product we recommend by default because the same record that referenced the tenant is the record the insurer relies on for any subsequent claim.

Where an applicant needs a UK-resident guarantor and does not have one (a common case for first-time international tenants), Goodlord Guarantor is the underwritten alternative. The applicant opts in through the referencing flow rather than being expected to produce a UK-based friend or relative who is willing to take on guarantor liability.

Goodlord’s role does not end at move-in. The yearly Section 13 rent-review workflow under the Renters’ Rights Act 2025 framework also runs through Goodlord, so the same tenancy record is the source of truth from referencing through every rent review. That continuity matters under the new regime: periodic tenancies mean a property is in a single rolling agreement for the life of the tenancy, and the audit trail attached to that agreement — who signed what, on what date, against which Right-to-Rent documents, with which rent-review notices served — needs to live in one place. It does.

Identity verification, AML, PEPs and Sanctions — Credas and LettsPay. Landlord identity verification is run through Credas, one of two providers in the UK certified against the UK Government’s Digital Identity and Attributes Trust Framework (DIATF) as an Identity Service Provider. Credas’s identity-verification service is used in around sixty per cent of UK housing transactions and is the top-rated IDV app in the UK by user review volume. Their certification means their IDV outcome is itself a defensible compliance artefact, not just an internal opinion.

Credas covers the full identity-side stack for us: biometric ID checks, AML checks, PEPs and Sanctions screening (with ongoing monitoring), Source-of-Funds checks via open banking, and Know Your Business for corporate landlords. The AML check operates under the Money Laundering Regulations 2017, which our supervisory body — Propertymark — audits us against as part of our membership. The Credas audit trail is the evidence we hold against that supervisory framework.

The compliance pipeline is paired with LettsPay, our client-accounting platform. LettsPay has built-in IDV, AML, and PEPs/Sanctions monitoring layered onto its embedded-banking core, so the compliance posture re-flags whenever a landlord’s status changes after onboarding. The pairing means we run identity, AML, and ongoing screening as a continuous posture rather than an annual review: if a sanction is imposed, a politically exposed person appears on a register, or an identity document expires, we hear about it the same week, not at the next anniversary.

Right to Rent — through the Goodlord tenancy record. Statutory Right-to-Rent checks under the Immigration Act 2014 are operated through Goodlord. The same tenancy record that captures the referencing, the affordability check, and the credit search also captures the Right-to-Rent documents, the verification outcome, and any periodic re-check required during the tenancy where a time-limited document is involved. This single-record architecture matters because the Right-to-Rent regime depends on being able to evidence not just that a check happened but that it happened at the right point, against the correct documents, with a contemporaneous record retained for the statutory period. The Goodlord audit trail does that.

Property licensing — the Kamma feed. Licensing status is the most operationally complex part of being a London landlord. Schemes change borough by borough. A new licensing scheme launches somewhere in the UK roughly every eight days. Ninety-eight per cent of Rent Repayment Order claims against landlords succeed (Justice for Tenants), and the penalty for letting an unlicensed property in scope of a scheme is steep, retrospective, and lands on the landlord. Kamma monitors the licensing position on every property we manage. Kamma has tracked 350+ schemes since 2017 across UK and Welsh councils, and their Suite product is an API-connected live data feed: the platform tracks scheme changes and surfaces any change that affects one of our managed properties in real time. We hear about a new scheme the same week it is gazetted, not at the next annual review. Where a licence application is required, Kamma’s Applications service handles it end-to-end at a fixed fee.

The structural value of Kamma is that it eliminates the failure mode that costs landlords most: not the agent who forgets a check, but the agent who simply does not know a check is now needed. The borough does not write to the landlord to announce a new scheme. Kamma does write to us.

Tenant deposits are protected through the Tenancy Deposit Scheme (TDS). We are API-integrated with TDS, so deposit registration is automatic on tenancy start and the audit trail of registration is queryable directly from our systems. The statutory thirty-day registration deadline is met by the integration, not by a member of staff remembering.

Where an applicant prefers a deposit-replacement model to a traditional five-week cash deposit, we offer two underwritten alternatives so the applicant can compare: Reposit and Flatfair. Both are established UK products, and offering both is deliberate: we do not lock applicants into a single deposit-alternative provider.

Inventory reports — check-in, check-out, and mid-term inspections — are produced through Inventory Base, API-integrated with our Street CRM. The clerk completes the report in Inventory Base; it flows into the property record on Street as a date-stamped, time-stamped, photographically evidenced PDF that becomes part of the landlord and tenant audit trail. The reports are formatted consistently across the portfolio because the platform enforces a standard schema, and that consistency is what makes them defensible if a check-out dispute is escalated to the deposit scheme.

Day-to-day repairs run through Street’s report-a-repair flow. Tenants and landlords log issues directly into the property record on Street, and our trusted contractor network — built up over years and held as suppliers inside Street — sits one click away from any reported job. The result is that a repair, the contractor it was assigned to, the quote, the work date, and the sign-off all live on the same property record. Nothing falls through the gap between a chat thread and a spreadsheet.

For larger jobs, or where a landlord requests comparison, contractor quotes are sourced through PropServe, a multi-quoting platform that delivers two or three comparable quotes per job on like-for-like scope. The quote chain is captured for the landlord’s review. The audit value is that the landlord can see what was asked for, what came back, and what was selected, rather than receiving a single quote with no comparator.

Where PropServe does not have coverage for a specialist trade (a particular borough, a niche skill, an out-of-hours call), Checkatrade Business is the fallback verified-trader source. Same audit principle: a verified provider, a traceable record.

Cleaning between tenancies is delivered through a curated network of three to four specialist teams across London, selected specifically for new-build cleaning standards. New-build cleaning is its own discipline — MVHR and air-conditioning grilles, factory-finish floors, fragile glazing, luxury finishes that show every smear — and the standard high-street end-of-tenancy team is not always the right fit. We retain the network rather than name the teams publicly; that is a deliberate operational choice.

For the specialist new-build compliance regime — Heat Interface Unit servicing, MVHR servicing, air-conditioning and F-Gas — the relevant contractors are detailed in Pillar 4 of New-Build Specialists and walked through as a worked example in What annual new-build servicing actually costs.

Around ninety per cent of the properties we manage are in concierge-managed buildings. While a home is empty, the concierge holds the keys, and viewings, check-ins and works before a tenancy starts are arranged through the concierge. This is the default for the central London new-build clusters we focus on, and it is the cleanest operational pattern when it is available. Once a tenant has moved in, the home is theirs: we do not use the concierge’s keys, the landlord’s management keys or a KeyNest code to let anyone in. Every visit — a repair, an inspection, a safety check or a viewing — happens with the tenant, or an adult they have named to us, at home, and if nobody can be there we rearrange. The only exception is an emergency with a risk to safety or of serious damage, when we cannot reach the tenant, and a director decides it (Essential Terms and Charges, Section 5.3).

For the remaining five to ten per cent of the portfolio — buildings without a concierge, or buildings with a day-porter-only concierge (typically nine to five) — keys for empty homes are held in the KeyNest network. KeyNest’s physical drop-off and pick-up locations across London mean a key is always held near the property, so a check-in or a visit while the home is empty does not depend on a member of staff being at a central office. This is operationally essential when the portfolio is clustered across multiple new-build developments rather than concentrated in one neighbourhood.

For viewing capacity and property-visit logistics across London more widely we use Viewber, the UK-wide vetted-Member network for hosted viewings, open houses, property checks, fire safety and EPC services, photography and wait-and-greet appointments. Viewber covers seven days a week, anywhere in the UK. When viewing demand on a single day exceeds what our in-house team can route, a local Viewber Member is booked through the platform, the visit is logged with a structured report, and the property record on Street is updated. The same principle as the rest of the stack: every visit, every viewing, every check generates an audit-trail entry that we can hand the landlord on request.

All client payments run through LettsPay in real time. LettsPay is a multi-award-winning automated client-accounting platform — Winner of the Fintech Awards 2024 (Accounting Tech) and the PropTech of the Year 2025 — built on embedded banking through Griffin (FCA-authorised, PRA-regulated). Each landlord’s wallet is held at Griffin Bank through LettsPay and, per LettsPay, is FSCS-protected individually up to £120,000 — that limit covers all of that landlord’s money at the bank and protects against the bank failing, not against agent misuse, which is what Client Money Protection covers. Rent is collected through live banking rails: when a tenant pays, the money lands in the right landlord’s wallet, reconciled, in real time. No end-of-day batches. No manual reconciliation routines.

The same pipeline handles rent paid to landlords, NRL withholding to HMRC for overseas landlords, supplier payments to contractors, and our agency fees. The landlord statement reconciles to penny-level on the day, not at end of month, and Making Tax Digital readiness is built into the platform.

Client Money Protection is paid by LettsPay through Client Money Protect, separately from our Propertymark CMP membership. Together the two layers mean client money is protected by FSCS at the wallet level (against the bank failing), by Client Money Protect at the platform level, and by Propertymark CMP at the agency level. The certificate is verifiable on the Propertymark register and listed on Landlords.

The combination of real-time embedded-banking reconciliation, ring-fenced FSCS-protected wallets, and statutory CMP membership is the audit-trail half of the audit-and-compliance framing. The other half is the regulatory compliance covered in the continuous-compliance pillar above.

The day-to-day operational pipeline runs through Street.co.uk, an AI-advanced lettings CRM. Enquiry routing, viewing scheduling, applicant communications, property records, the Giraffe360 photography pipeline, the Inventory Base report flow, the Street-native report-a-repair flow, and our contractor supplier list all sit on Street. We use Street as the single operational system of record, which means the same property record carries the marketing assets, the enquiry log, the viewing diary, the application record, the inventory PDF, the repair history, and the cross-references to the Goodlord referencing and the LettsPay payments stack.

We are in the process of connecting Street Cortex, the AI layer that sits on top of the Street CRM for enquiry triage and response drafting. Cortex is intended to reduce the time between an enquiry landing and a useful first reply, particularly outside core working hours. We will update this page once Cortex is live on our pipeline.

Operations infrastructure — email, calendars, documents, video meetings — sits on Google Workspace, with Gemini as the workspace AI layer. The choice of Gemini over standalone AI tools reflects the same audit principle as the rest of the stack: the AI sits inside the same workspace that holds the underlying records, so a Gemini-generated summary of a client thread or a draft response sits next to the source emails rather than in a separate tool that has to be reconciled.