A 24/7 property enquiry agent that qualifies buyers and books viewings

The situation

They receive about 600 enquiries a month from 99acres, MagicBricks, Housing.com, their website and WhatsApp. Enquiries are shared in a WhatsApp group and agents claim them. Listings live in a Google Sheet, and follow-ups depend on each agent's memory.

Most enquiries arrive in the evening and on Sundays, when agents are at viewings or off. Portal leads are sent to several agencies at once, so the first to call usually wins.

Many enquiries are vague: one-line messages like 'is this available?' Agents spend hours on calls that reveal the budget is far off or the buyer is only browsing.

Leads fall through the gaps. When an enquiry is claimed in the group but not followed up, nobody notices until the buyer has bought elsewhere.

After a viewing, there is rarely a structured follow-up. Feedback is not captured, so agents cannot suggest better-fitting properties.

Each step

1. Pull in every enquiry. Portal leads arrive by email or API, website forms by webhook, and WhatsApp messages directly. Each is matched by phone number so the same buyer enquiring on three portals becomes one record.

2. Open the conversation on WhatsApp. Within minutes the buyer gets a WhatsApp message referring to the exact property they asked about. Portal leads are contacted using an approved template, as WhatsApp requires.

3. Qualify in a natural chat. The agent asks about budget, preferred areas, configuration, timeline and whether a home loan is needed, a little at a time. It replies in the buyer's language and never pushes.

4. Match listings. Answers are checked against the live listings sheet. The buyer gets two or three close matches with photos and a short note, never properties marked sold or on hold.

5. Book the viewing. The buyer picks a slot from the assigned agent's free times. The booking avoids clashes and travel gaps between sites, and both sides get a confirmation and a reminder on the day.

6. Hand over to an agent. Hot buyers, negotiation questions, legal or loan queries go straight to the assigned agent with a summary of the chat. The agent never discusses price negotiation or legal title.

7. Follow up after the viewing. A few hours after each viewing, the buyer is asked what they liked and what did not work. Feedback is logged and used to suggest better options.

8. Keep warm buyers matched. When a new listing fits a buyer's saved criteria, they get a short message. Anyone who replies STOP is opted out of all messages immediately.

What we build

Enquiry agent. Answers and qualifies buyers on WhatsApp in three languages, 24/7.

Listing matcher. Reads the listings sheet and suggests only available, fitting properties.

Viewing scheduler. Books viewings into agents' calendars with reminders and clash checks.

Lead dedupe and routing. Merges repeat enquiries and assigns each buyer to one agent by area.

Daily agent digest. A morning WhatsApp summary for each agent of today's viewings and hot buyers.

Connects to: WhatsApp Business API, Claude, n8n, Google Sheets, Google Calendar, Zoho CRM, 99acres, MagicBricks, Housing.com.

People stay in control

Agents handle all price negotiation, legal, title and loan questions.

Any buyer can ask for a person and is handed over with the full chat.

The office manager approves the message templates and the qualifying questions.

Agents mark listings sold or on hold in the sheet, and the agent stops offering them at once.

Rollout

Week 1: Audit and clean listings. Review enquiry sources and a sample of chats. Tidy the listings sheet so it can be trusted as the single source.

Weeks 2–3: Build the agent. Set up WhatsApp Business API, templates, portal connections, calendars and the CRM. Write the conversation in three languages.

Week 4: Test on real enquiries. Run on one team's leads first, with agents reading every chat. Fix tone, edge cases and matching errors.

Weeks 5–6: Go live and tune. Roll out to all agents. Review missed hand-offs and buyer feedback weekly and adjust.

Where the value comes from

More booked viewings. Evening and weekend portal leads get a reply before competing agencies call, so more of them turn into viewings.

Agents spend time on serious buyers. Budget, area and timeline are known before the first call, so fewer hours go on browsers and mismatches.

Fewer lost leads. Every enquiry is logged and assigned to one agent, so nothing quietly drops out of a WhatsApp group.

Better second viewings. Post-viewing feedback is captured and used to suggest closer matches, which shortens the search.

Value from old enquiries. Past buyers are matched to new listings automatically, turning a dead list into repeat interest.

What to measure: Median time to first response per source; Enquiry to viewing rate; Viewing no-show rate; Viewing to offer rate; Share of chats handed to an agent.