Typical scenario · Real estate
Real estate agency: no inquiry left unanswered
Inquiries from portals, website and phone that reach everyone and no one, and viewings with people who won't buy.
Typical scenario: results are estimates based on similar projects, not data from a real client.
Sound familiar?
- “You find out a colleague already called the same client back”
- “Saturday's leads get a reply on Monday, when they've already seen something else”
- “You spend afternoons on viewings that will lead nowhere”
- The challenge
- Six agents, around a hundred properties on the books. Inquiries come from listing portals, the website and the phone, and end up in a shared inbox: nobody knows who replied to whom. On weekends, leads wait until Monday. Many viewings are with people who haven't checked their mortgage options yet, and listings are written one by one, in the evening.
- The approach
- A morning with the agents to trace a lead's journey: where it comes from, who picks it up, what they're asked, where it gets lost. Together we wrote the few questions that separate a ready buyer from a browser, and decided what automation must never do: negotiate the price or promise anything on the agency's behalf.
- The solution
- All inquiries flow into a single CRM. Each one gets an immediate reply with property details and a few questions about timing, budget and mortgage; then it's assigned to an agent, with reminders if nobody follows up. When a new property comes in, the system flags clients with matching requests. AI drafts listings in Italian and English from the property sheet, and the agent reviews them.
Tools
- Real estate CRM connected to portals and website
- Automatic replies and qualifying questions
- Automatic matching of properties and requests
- AI assistant for listing drafts
Timeline
6–8 weeks, including moving existing contacts into the CRM and two training sessions.
Expected results (estimates)
- Estimate: first-response time from hours (or days, on weekends) to minutes
- Estimate: 2–4 hours a week saved per agent on listings and callbacks
- Fewer wasted viewings, because you arrive already knowing timing and budget
The people
Trust in real estate is built face to face. Automation replies straight away, but the call, the viewing and the negotiation stay with the agent, who arrives at the first meeting already knowing the client.
How many leads does your agency lose each month? Let's analyze your inquiry flow together.
Book a consultation
Let's talk about your next project.
A focused consultation to understand how technology can really help you. First we understand your work, then we find the right technology.