Automation by industry / Real estate agencies

AI automation for real estate agencies

AI can reply to property enquiries from portals, your website and WhatsApp within minutes, ask the qualifying questions, and offer viewing slots from your calendar. It can also send viewing feedback to vendors, chase paperwork on agreed sales and pull a weekly pipeline report, while negotiators keep every conversation that needs judgement.

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Sound familiar?

Where the time goes

Most agencies lose more time to admin than to selling. Enquiries arrive from three portals, the website and WhatsApp, often in the evening, and each one needs a reply, a few questions about budget and mortgage position, and a viewing slot that fits a busy diary.

Then there is the follow-through: feedback for vendors after every viewing, chasing solicitors and buyers once an offer is agreed, and keeping landlords posted on maintenance. None of it is hard. It just eats the hours you would rather spend on valuations and viewings.

What we automate

5 automations for real estate agencies

01Sales
Instant replies to portal and website enquiries
The problem: Buyer and tenant enquiries land at all hours, and by the time someone replies the next morning they have already booked with another agent.
What we build: Every enquiry gets a personal reply within minutes that mentions the property, asks about budget, timing and mortgage or rental position, and offers viewing slots from your calendar. Answers are saved to your CRM. Anything unusual, like an offer or a complaint, goes straight to a negotiator.
ExampleSay a buyer messages at 10pm about a two-bed flat. They get a reply that answers the parking question from the listing and offers Saturday at 11am, and the viewing is in your diary before anyone at the office wakes up.
02Operations
Viewing confirmations and vendor feedback
The problem: Confirming viewings, sending reminders and writing up feedback for vendors takes a negotiator's afternoon every week.
What we build: Booked viewings get an automatic confirmation and a reminder the day before. Afterwards, the buyer gets a short feedback request, and their answers are tidied into a summary for the vendor that a negotiator checks before it goes out.
ExampleSay five viewings happen on a Saturday. By Monday morning each vendor has a draft update waiting for approval, instead of someone ringing round all the buyers.
03Operations
Sales progression chasers
The problem: Once an offer is agreed, sales stall quietly because nobody has chased the searches, the mortgage valuation or the missing ID.
What we build: Each agreed sale gets a simple checklist. When a step is overdue, a polite chaser goes to the right person and the progressor sees a short list of what is stuck. Conversations with solicitors that need care stay with your team.
ExampleSay the mortgage valuation on a sale has not been booked after ten days. The buyer gets a friendly nudge and your progressor sees it flagged on their morning list.
04Support
Landlord and tenant questions
The problem: Lettings teams answer the same questions about deposits, rent dates, repairs and notice periods all day.
What we build: An assistant on your website and WhatsApp answers common questions from your own policies and logs repair requests with photos into your maintenance list. Disputes, arrears and anything sensitive are handed to a person with the conversation attached.
ExampleSay a tenant sends a photo of a leaking tap on Sunday. It is logged with the address and photo, the tenant is told what happens next, and your lettings team sees it first thing Monday.
05Reporting
Weekly pipeline report
The problem: Knowing how many valuations, viewings, offers and agreed sales you had this week means pulling numbers from the CRM and a spreadsheet by hand.
What we build: A short report is built every Monday from your CRM and diary and sent to email or Slack, with the deals that have gone quiet listed at the bottom.
ExampleSay you want to know which branch booked the most valuations last week. It is in the Monday email, next to the three sales that have not moved in a fortnight.

Works with tools like

A property portalYour property CRMWhatsAppGoogle Calendar or OutlookGmailGoogle Sheets

FAQ

Questions real estate agencies ask us

Will buyers know they are talking to an AI?

Replies are written in your agency's tone and signed the way you choose. We recommend being open that first replies are automated, and anything beyond the basics goes to a negotiator.

Does it work with my property CRM and the portals?

Usually, yes. Most portals send enquiries by email, and most property CRMs can be connected or fed through a sheet. We check your exact setup in the free audit.

What happens to buyer and tenant data?

It stays in the tools you already use. We agree up front what the automation can read and where data is stored before anything is built.

What does it cost?

You get a fixed quote after a free 30-minute audit, once we know which automation is worth building first.