Real Estate
Respond to Every Enquiry, Immediately.
Lead qualification, property enquiry handling and viewing coordination — by voice and by message, connected to your CRM.
An enquiry at 11pm, from first message to agent handoff
- 01Enquiry arrives
- 02Qualify
- 03Answer from approved material only
- 04Match and propose
- 05Book the viewing
- 06Hand to the agent
Challenges
What slows Real Estate teams down
- Enquiries arriving outside working hours
- Speed-to-lead determining who wins
- Repetitive property questions
- Viewing coordination across parties
- CRM records going stale
The workflow
An enquiry at 11pm, from first message to agent handoff
Speed to lead decides who wins the instruction. The point of this workflow is that a real answer arrives before the enquirer has moved on to the next agency.
| Stage | What happens | Systems | Who decides |
|---|---|---|---|
| 01Enquiry arrives | A portal lead, a website form, a WhatsApp message or a phone call, at any hour. | Portal feeds, website, Twilio, WhatsApp Business | System |
| 02Qualify | Budget, timeline, financing position, tenure and what they are actually looking for — asked conversationally rather than as a form. | — | System |
| 03Answer from approved material only | Listing facts, availability and process questions, grounded in your feed and your approved content, with the source attached. | Portal feed, listing content, CRM | System; refuses outside the material |
| 04Match and propose | Comparable available properties against the stated criteria, each with the reason it was suggested. | CRM, listing database | System |
| 05Book the viewing | Into a slot that genuinely exists on the right agent’s calendar, with confirmation and reminders. | Calendars, CRM | System, inside your booking rules |
| 06Hand to the agent | The record is written at the moment of the conversation — transcript, qualification, property interest and next step — rather than retyped the next morning. | CRM | Agent |
Limits
Where errors cost, and where we would not automate
Both halves of this section are reasons to build less than the maximum. They are here because a supplier who has not thought about them has not built one of these before.
Where an error costs
- A wrong figure on price, service charge, tenure or lease length is a statement a buyer may rely on. The system speaks only from your approved material and declines where that material does not cover the question.
- A viewing booked into a slot that does not exist costs more goodwill than a slower reply would have.
- A CRM record written from memory hours later is where speed to lead is quietly lost, and it is the reason the write happens during the conversation.
Where we would not put AI here
- Negotiation, offers, and anything about price beyond what is published. These route to an agent every time.
- Advice on mortgages, tax, legal position, or whether a property suits a particular buyer.
- Any use of a protected characteristic in how enquiries are qualified, matched or prioritised. That constraint is built into the qualification logic rather than left to the model’s discretion.
Agents
The agents that do this work
Expand any card for the problem it solves, what it does, what it connects to and where a person stays in the loop.
Voice Agent
Answers and places calls, completing real tasks in conversation.
What it doesClose
- Problem
- Calls arrive when nobody is free, and the work stops while someone answers the phone.
- Actions
- Answers inbound calls
- Places outbound calls
- Verifies callers
- Retrieves live account data
- Books and reschedules
- Updates the CRM
- Transfers with a spoken summary
- Files a transcript and summary
- Integrations
- Twilio · SIP · Salesforce · HubSpot · Scheduling platforms · Calendars
- Outcome
- Calls are handled immediately, and the ones that need a person arrive with context.
Sales Agent
Qualifies leads, answers product questions and books meetings.
What it doesClose
- Problem
- Inbound leads wait hours or days for a first response, and by the time someone replies the buyer has moved on.
- Actions
- Responds to inbound enquiries
- Qualifies against your criteria
- Answers product and pricing questions from approved material
- Books meetings against live calendars
- Writes the record and notes to the CRM
- Routes to the right owner
- Integrations
- HubSpot · Salesforce · Google Calendar · Outlook · Slack · Web forms
- Outcome
- Every lead gets an immediate, informed first response, and reps spend their time on qualified conversations.
Knowledge Agent
Answers questions from organisational documentation, with citations.
What it doesClose
- Problem
- The answer exists — in a document, a thread or one person’s memory — and finding it takes longer than the task it unblocks.
- Actions
- Answers from internal documentation
- Applies the asker’s permissions
- Cites sources
- Says so when the answer is not documented
- Logs unanswered questions
- Integrations
- SharePoint · Google Drive · Confluence · Notion · Internal wikis · Slack · Teams
- Outcome
- Institutional knowledge becomes reachable, and the gaps become visible.
Integrations
The systems this connects to
- Property CRMs
- Portal feeds
- Calendars
- Twilio
- WhatsApp Business
Selected work
Results, once they are checkable
Selected work is being prepared for publication.
We publish results only once they can be independently verified.
FAQ
Real Estate questions we are asked
How do we stop it answering a listing question wrongly?
Answers are grounded in your listing feed and your approved material, with citations, and the system is built to refuse rather than guess when the retrieved context does not cover the question. An unanswerable question becomes a routed enquiry, not an invented answer.
What happens to enquiries at 11pm?
They are qualified, answered where the answer is in your material, and booked into the calendar where a viewing slot exists. The agent picks the thread up in the morning with the qualification and the context already assembled.
When does a caller reach an actual agent?
Whenever they ask, and whenever the enquiry leaves the ground the system is grounded on — negotiation, anything about an offer, anything the listing material does not cover. Transfers are warm: the person receiving the call gets the summary rather than starting over.
Does it keep the CRM current?
That is one of the main reasons to build it. The record is written at the moment of the interaction — attributed, logged and with the source message attached — rather than retyped later from memory.
What about local marketing and disclosure rules?
Those are a constraint on the content the system is allowed to use, and they are captured during discovery. The system speaks from your approved material, so compliance is enforced at the source rather than hoped for at the output.
Solutions
How we build it
AI Voice Agents
Explorehandling routine conversations and escalating when judgement is needed.
Voice agents that hold a natural conversation, act in your systems mid-call and transfer when needed.
AI Agent Development
Explorecompleting repeatable multi-step work across your systems.
Agents that reason through a problem, call your systems and complete the work end to end.
AI Integration
Exploreconnecting intelligent systems to the software your business already runs on.
Connecting intelligent systems to your CRM, ERP, databases and internal tools, reliably.
Your Next Intelligent System Starts Here.
Tell us what you’re trying to improve, automate or build. We’ll help you identify the right AI strategy and engineering path.