Apex27 Integration with The VoIP Shop
Give your estate or letting agency a phone system and AI receptionist that work inside Apex27, not alongside it. The VoIP Shop's Apex27 integration connects your calls directly to the CRM your team already uses to manage vendors, applicants, landlords and tenants, so every enquiry is logged, matched, and actioned without anyone touching a spreadsheet or copying a number across by hand.
Built for agencies that run by how fast they respond to a call, the integration brings your phone system, your AI receptionist, and your CRM into one connected workflow, from the first ring to the follow-up.
Why Estate Agencies Need CRM Telephony Integration
Estate and letting agencies rely on phone calls to manage enquiries, book viewings, progress sales, and support landlords and tenants. Without CRM telephony integration, valuable information can be missed, manual updates take time, and customer interactions become harder to track.
By connecting your phone system with
Apex27,
every conversation is linked to the right customer and property record, giving your team instant access to the information they need while reducing administration and improving customer service.
Why Apex27 + The VoIP Shop
Apex27 is a leading CRM designed specifically for UK estate and letting agencies, while The VoIP Shop provides a reliable cloud phone system and
AI Receptionist backed by UK-based support.
Together, they create a seamless communications solution that connects calls with the correct vendor, applicant, landlord, tenant, and property records. The result is faster call handling, better visibility of customer interactions, and a more efficient workflow for your entire agency.
How the Integration Works
Integration Features
Caller ID Matched to
Apex27 Records
When a call comes in, your team sees the caller's name and their associated property, vendor, applicant, landlord or tenant record before they pick up. No more asking a caller to repeat who they are and what they are calling about, and no more negotiators fumbling to find the right file while the caller waits on the line.
Automatic Call Logging
Every call, inbound and outbound, is logged against the correct Apex27 record automatically. Call time, duration, and outcome are captured without any manual data entry, keeping pipeline notes accurate and complete even on the busiest days.
AI Receptionist Enquiry Handling
Calls answered by The VoIP Shop's AI receptionist are logged straight into Apex27 as they happen. Viewing requests, valuation enquiries and broad questions are captured against the right record, so nothing gets lost between the AI agent and your negotiators, and no enquiry depends on someone remembering to pass on a message.
Click-to-Call from Apex27
Call vendors, applicants, landlords and tenants directly from their Apex27 record. There is no need to switch screens, look up a number or dial manually, which keeps your team moving faster through follow-ups, viewing confirmations and valuation chase-ups.
Missed Call and Voicemail Capture
Missed calls and voicemails are logged against the caller's Apex27 record automatically, so no enquiry is left unanswered and every negotiator can see immediately what needs a callback, and who has already been waiting the longest.
Out-of-Hours and Overflow Routing
Calls that come in outside office hours, or during periods when every negotiator is already on the phone, can be routed to The VoIP Shop's AI receptionist rather than going unanswered. The caller gets a response, and the enquiry is waiting in Apex27 as soon as your team is free.
Contact Sync
Contact details stay aligned between The VoIP Shop and Apex27, so your team is always working from the same up-to-date information, whether they are on the phone system or in the CRM, without anyone needing to update both systems separately.
Call Reporting Against CRM Records
Because calls are logged directly against Apex27 records, reporting on call volume, response times and enquiry outcomes can be built from real CRM data rather than a separate call log that must be cross-referenced by hand.
AI Receptionist for Estate Agents
The VoIP Shop's AI Receptionist answers call 24/7, manages routine enquiries, and logs every interaction directly into Apex27 against the correct customer record.
Whether it is an out-of-hours enquiry or an overflow call during busy periods, every opportunity is captured, recorded, and ready for your team to action—helping reduce missed calls and deliver a better customer experience.
Benefits for
Negotiators
Faster response to leads.
Enquiries and viewing requests are logged the moment they happen, so you can follow up while interest is still high, rather than working from a memory of a conversation from earlier in the day.
Full context before you pick up.
Caller ID matched to Apex27 means you know who is calling and what property they are connected to before the call even starts, so you can open with the right information instead of asking the caller to explain themselves again.
Less admin, more selling
Automatic call logging removes the manual note-taking that usually follows a busy day of viewings and valuations, freeing up time that would otherwise go on data entry rather than on the next call.
Nothing falls through the cracks between shifts.
Because every call is logged against the record rather than left in someone's memory, picking up a colleague's caseload or covering for a day off does not mean working with an incomplete picture.
Benefits for
Branch Managers
A sole source of truth.
Call history sits alongside every vendor, applicant, landlord and tenant record, giving your whole team the same view of every relationship, rather than relying on individual negotiators to remember and share what was discussed.
Fewer missed opportunities.
Every call, whether answered by a person or the AI receptionist, is captured against the right record, so nothing slips through during busy periods, staff absences or out-of-hours windows.
Clearer visibility of team performance.
With every call logged automatically, it becomes far easier to see how enquiries are being managed, how quickly they are followed up, and where the gaps are, without having to chase individual negotiators for updates.
Easier onboarding for new starters.
A new negotiator can see the full call history on any record from day one, rather than needing to be talked through the background of every ongoing conversation.
Benefits for
Multi-Office Agencies
Consistency across branches.
Every office works from the same integration, so call handling and logging standards do not vary from branch to branch, regardless of how each branch has historically managed its own admin.
Centralised reporting.
Call activity across all branch’s feeds into the same Apex27 records, giving head office a single, accurate view of enquiry volume and response times across the group, rather than having to collate figures branch by branch.
Cover between branches.
The AI receptionist can support overflow or out-of-hours calls across the group, so smaller branches are not left exposed when a single negotiator cannot answer every call, and larger branches are not overwhelmed during peak periods.
Simpler rollout.
Because the integration connects to the same Apex27 account structure your branches already use, extending it to a new office does not mean rebuilding call handling processes from scratch.
Security & Reliability
The VoIP Shop is UK GDPR compliant and Cyber Essentials certified and holds NHS Data Security and Protection Toolkit approval. Call data connected to your
Apex27 records is handled under the same compliance framework that covers the rest of The VoIP Shop's phone system, so your vendor, applicant, landlord and tenant information is protected to the same standard as the rest of your telephony, not treated as a separate, lower-priority system bolted on afterwards.
Why Choose The VoIP Shop
The VoIP Shop brings UK-based support and telecom experience to an integration built specifically for estate and letting agents, rather than a generic CRM connector adapted after the fact. Every customer works with a dedicated account manager, backed by 24/7 UK-based support, so your phone system and Apex27 integration are supported by people who understand how agencies actually use their CRM day to day, not just how the software is meant to work on paper.
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FAQs
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