Compliance software for Irish estate agents
PSRA, anti-money laundering (AML) and GDPR obligations are not features bolted onto EstatePilot — they shape how the workflows are built. Do the work, and the records a regulator, an auditor or a solicitor asks for are already on the file — for your team to produce.
Every obligation modelled here is an Irish one: the licence number that belongs on the letter of engagement, the five-year AML retention floor, the advised market value. Ireland is the only market this software is built for.
See the compliance file in a live demo.
What the workflows are shaped around
- PSRA
Property Services (Regulation) Act 2011
Licensing is yours to hold — the business licence and each negotiator’s own. The software’s job is the paper trail.
- The letter of engagement is generated from the property file, not retyped from a template.
- It is a required action on the valuation stage: progressing without one is flagged, not blocked.
- The document the Property Services Regulatory Authority asks for is a by-product of taking the instruction, not a job for the night before an inspection.
- AML
Criminal Justice (Money Laundering and Terrorist Financing) Act 2010
Estate agents and auctioneers are designated persons, and the PSRA is the competent authority that supervises the sector for it.
- The law’s timing: due diligence on a vendor before the letter of engagement is signed, and on a purchaser once they pay a booking deposit of €15,000 or more — or at any amount, the moment something looks wrong.
- EstatePilot goes further than that baseline by design: online bidders clear their identity check before a paddle is issued, and walk-ins are registered at the door.
- The documents sit against the client record, reviewed by your own staff, under a five-year retention floor.
- GDPR
General Data Protection Regulation
Data stored on EU servers with EU-based backups.
- Role-based access controls decide who can see client banking detail in the finance module.
- Offers, approvals and document reviews are attributed to the person who made them.
- Every document share is logged with a timestamp, the terms accepted and the IP address it came from.
- The client vault keeps identity documents out of email threads, where they cannot be recalled.
- Professional indemnity
Every offer, kept as evidence
The record that defends a claim years after everyone involved has forgotten the details.
- Every offer with its amount, the date it was logged, the channel it arrived through and the agent who took it.
- Every acceptance, rejection and withdrawal timestamped.
- Your professional indemnity insurer, address and policy number go into the letter of engagement itself.
Four records that form as you work
Not a compliance module you remember to open. These are the by-products of listing a property, taking an offer and running an auction.
The letter of engagement
Generated from the property file in the PSRA’s specified form, carrying the terms the 2011 Act requires you to put in writing within 7 working days of taking the instruction.
- Your agency licence number, and the negotiator’s own licence number
- Sole, joint or multiple agency
- The fee structure, the estimated amount or fee range, and VAT
- Advertising costs, outlay, and the conditions attached to it
- Commencement and expiry dates
- Notice period for termination, and what happens on each side afterward
- Whether you intend to offer financial services to purchasers, directly or through a subsidiary or associated body
- Your professional indemnity insurer, its address and the policy number
- The advised market value on sale agreements, and particulars of the subject matter of the agreement — including the folio number, if appropriate
The letter of engagement is a required action on the valuation stage; progressing without it is flagged, not blocked.
The auction paddle
A bidder is identified before they can bid, and the approval is attributable afterwards.
- No paddle number is issued until the registration is approved — both are written in one transaction
- The approver is recorded by name and time, as is any rejection, revocation or reopening
- A held deposit, where you set one
- Walk-ins registered at the door by your staff, on their own in-room paddles
The offer record
Every offer is a row against the property, not a note in one negotiator’s inbox.
- The amount, and the date it was logged
- Which agent recorded it
- How it arrived — phone, email, in person, through the Widget, or from the auction
- The email it came from, linked to the offer
- When it was accepted, rejected or withdrawn
Phone offers are recorded by hand; the channel is stored either way.
The AML file
Customer Due Diligence documents, held against the client record and reviewed by your agency rather than by us.
- Proof of identity, proof of address and proof of funds
- Beneficial ownership declarations and company registration
- A SHA-256 checksum taken server-side, so a file cannot be quietly swapped
- Who reviewed each document and when, with their notes and any rejection reason
- A five-year retention floor set against your copy, running from when the relationship ends or the transaction completes
- A consent record for every share — timestamp, the terms accepted, and IP address
Common questions
What a regulator asks for, and where it comes from.
The obligations themselves are set out in the Property Services (Regulation) Act 2011 and the Criminal Justice (Money Laundering and Terrorist Financing) Act 2010, as amended. The Property Services Regulatory Authority licenses and supervises property services providers and is the AML competent authority for them; the Data Protection Commission is the supervisory authority for GDPR. For a plain-language consumer overview, see Citizens Information. EstatePilot is software that helps you meet these obligations — it is not legal advice. Last reviewed .
See the compliance file in a live demo
Book a demo and watch a sale go from instruction to record — or read about the full platform.