AI agent for real estate and one queue for every enquiry
This page is written for estate agencies, for developers selling their own schemes and for firms that manage rentals. Enquiries from property portals, from your website and from the phone land in one queue with a first reply in minutes, and an AI agent answers your team and your clients from your own listings and procedures. The valuation, the negotiation and the decision stay with the agent.
- 14 daysto the first working automation, counting from the end of the workshop
- EUR 3,500net per week of workshop, published up front and not negotiated
- 5 to 10 secondshow long the AI agent takes to answer from your own listings and procedures
The problem
Why does an enquiry about a flat wait until morning?
Enquiries arrive from several property portals, from the form on your website and over the phone. Every source has its own mailbox, its own format and its own recipient. Somebody who wrote at nine in the evening gets a first reply the next afternoon, because that is when a person finally opened that particular mailbox. By then they had written to three other agencies.
The second thing looks minor and eats a whole day. The same property described again from scratch for every portal and separately for your own website. One viewing booked over ten messages back and forth. Transaction documents collected by email from four people, with the list of what is still missing held only in the agent's head. In rental management you add fault reports, contract end dates, rent indexation and utility settlements, each of them tracked in a different spreadsheet.
Then there is a cost the calendar never shows. Client contact details sit in several mailboxes and spreadsheets at once, and Article 12(3) of the GDPR, Regulation 2016/679 gives you one month to answer when somebody asks for access to their data or asks you to erase it. One month looks generous right up to the moment you have to search five mailboxes and two spreadsheets.
- A portal enquiry sits in a mailbox until morning while the client writes to three other agencies
- The same listing described from scratch for every portal and again for your own website
- Booking one viewing takes ten messages back and forth
- Missing transaction documents surface a week before the completion date
- In rentals a fault report comes back by phone to three people, because nobody knows who picked it up
Why now
What changed that makes this pay off today
Enquiries from property portals arrive in a mailbox in a repeatable format, and a mailbox can be read by machine. That is enough to build one queue without changing anything on the portal side and without asking anyone for access.
The second change matters more. A rule will copy an enquiry from the mailbox into the agency system, but it will not answer an agent asking what do I have free today in this budget and this district. A language model reads your own listing base, your meeting notes and your procedures at once and answers in a sentence in 5 to 10 seconds.
The third thing is about the market. A buyer usually sends the same enquiry to several agencies in one evening, so the conversation is won on the speed of the first reply, before anybody starts competing on price. That is the one part of the process where an automation beats a person, because it does not sleep and does not take holiday.
What changes
What is visible after the first month?
One queue instead of five mailboxes
Enquiries from property portals, from the website form and from the phone land in one place. Each gets a case number, a source and an owner, so none of them can quietly slip past.
An enquiry has an owner within seconds of arriving, including out of hours
First reply in minutes
The client gets a confirmation with the property details and two questions that shape the rest of the conversation: budget and timing. The agent walks in with context instead of starting from zero.
Replies go out in the evening and at weekends, with nobody on duty in the office
Viewings booked from the calendar
The client picks a slot from the free windows in a named agent's calendar. Confirmation and reminder go out on their own, and moving the slot takes no phone call.
One link instead of ten messages back and forth
Documents with a list of what is missing
Every case carries the set of documents the transaction needs and a list of what has not arrived yet, together with the person responsible for producing it.
The missing list updated daily, not a week before completion
Rentals on a single case number
A fault report from a tenant gets a number, a status and a deadline, and the landlord sees the same record as the manager. Contract dates, indexation and utility settlements are watched by a calendar rather than by memory.
One case number shared by tenant, manager and landlord
Questions about stock in plain language
What do I have free up to 700 thousand with a lift. Which tenancies end this quarter. What is our procedure on a sale with a mortgage. The AI agent answers from your own listing base and your own procedures.
An answer in 5 to 10 seconds, with no login to the agency system
Proof
Do you handle enquiries this way yourselves?
We do. Since March 2026 enquiries in our founders' agency have been handled by an AI agent built with the same method described above. Below is the scale of that work, together with what the number does NOT prove.
Built for ourselves. These are not client deployments but implementations inside the founders' own companies. We say so plainly, because proof you cannot verify is not proof.
JustBottheir agentJustIdea Agency, a performance marketing agency of around 30 people
- 23
- people from the company work with the agent
- 38
- systems wired in permanently
- 112
- processes run without a human
- 475
- thousand lines of the agent’s code
The agent is wired into the CRM, the website forms, the team messenger and the data warehouse. Enquiries come in from forms, from ads and from referrals, which means several sources at once, exactly like an estate agency.
8 of 38 systems it works in
Google Ads
Meta Ads- HubSpot
- ActiveCollab
- Ahrefs
GA4
Search Console
BigQuery
- Before
- A person read the enquiry, created the contact and the company in the system by hand and decided who to pass it to. Response time depended on who happened to have the mailbox open.
- After
- The agent picks the enquiry up, creates the contact, checks for a duplicate and notifies the team. A person steps in only for the conversation with the client.
3,432 operations on enquiries and 1,301 on form submissions in 30 days, with no human involved
And in your agency
What if our agency works differently?
Four sentences come up in estate agencies more often than any others. We answer them here the way we would answer them on a call.
Portal enquiries arrive by email, there is no way to pull that out.
There is, and that is usually where we start. We read the mailbox, recognise the message format, extract the listing it refers to and open a case. Nothing changes on the portal side and we ask the portal for no access at all.
We have an agency system and we are not replacing it.
You do not need to. We read data out of it through its interface and leave it where it is. If the system exposes no interface, we work from an export and from the mailbox, and your team carries on in the tool it already knows.
Our agents will not type data into yet another tool.
That is why we start with data that appears on its own: messages in the mailbox, entries in the calendar, the form on the website. Manual entry gets added only where a case cannot be closed without it, and kept as short as possible.
Clients want to talk to a person, not to a machine.
And they do. The automation sends the material, asks two questions that put the conversation in order and books a slot. The AI agent does not value a property, does not give legal or tax advice and does not negotiate. The conversation and the decision stay with the estate agent, because that is the part the client is paying you for.
- CRM
- HubSpot, Pipedrive, Salesforce
- Enquiry sources
- property portals, the form on your website, phone, chat
- Mail and calendar
- Google Workspace, Microsoft 365
- Listing base and materials
- agency systems, spreadsheets, Google Sheets, the drive holding photos and floor plans
- Documents and billing
- Fakturownia, Xero, document workflow tools, electronic signature
- Automation layer
- Make, n8n, custom API integrations
What exactly we automate in an estate agency
A typical split of work in an agency and in rental management, before the rollout and after it.
| Area | Today | After the rollout |
|---|---|---|
| Enquiries from portals and the website | several mailboxes, a reply when somebody looks | one queue with a case number and an owner |
| First contact | depends on who happens to be reading the mailbox | a reply with the material in minutes, at any hour |
| Qualifying the enquiry | the agent asks about budget only on the call | budget, timing and financing collected in the first message |
| Listing description | rewritten from scratch for every portal | one set of data, portal and website versions built from it |
| Booking viewings | messages and phone calls back and forth | free windows from the agent's calendar, confirmation and reminder |
| Transaction documents | collected by email, gaps show up at the end | a missing list on the case, updated daily |
| Rentals: faults, contracts, utilities | calls and texts to different people, dates in a spreadsheet | one case number, reminders before each date, utilities settled from meter readings |
The scope of the first rollout is agreed in the workshop. We take the two or three items with the highest return, not all of them at once.
How we work
Four steps from five mailboxes to one queue
Every step ends with something you can judge before you decide on the next one.
Workshop inside the agency
One week. We walk the route an enquiry takes from the portal and the form, through first contact and the viewing, to documents and settlement. We come out with a map and a list of the points where an enquiry waits or gets created a second time.
Picking two or three automations
From the map we take the ones with the highest return and measure the starting state: how many enquiries arrive from each source and how long it takes to send the first reply. Without that measurement, after 30 days nobody can say whether anything changed.
Building the first one
14 days to a working solution. In an estate agency we usually start with the shared enquiry queue, because its effect shows from day one and it does not ask the whole team to change how they work.
Measurement and the next one
After 30 and 90 days we check the indicators agreed in the workshop. Only then do we decide on the next area: transaction documents, listing descriptions or fault reports on the rental side.
Before and after
How an estate agent's day changes
Before
- The morning spent going through four mailboxes looking for new enquiries
- One viewing booked over ten messages back and forth
- A new listing description retyped separately for every portal
- Missing documents spotted a week before the completion date
After
- New enquiries wait in one queue, with the first reply already sent
- The client picks a slot from the free windows, confirmation goes out on its own
- The description is written once, portal versions come off one set of data
- The list of missing documents is current every day
What does not change is the number of enquiries or the number of viewings. What changes is how many enquiries fall away before anybody manages to reply to them.
For the agency owner and the sales manager
What the person signing this off gets out of it
The first thing shows immediately: you stop opening the day with the question of whether anybody replied to yesterday's enquiries. Time from an enquiry arriving to the first reply becomes a number in the system rather than an impression from a team meeting.
The second matters more in front of a landlord or a developer you sell for. You show how many enquiries their scheme brought in, how quickly each was picked up and what happened next. That is an argument for renewing a sole agency agreement, and today you do not have it in the form of a number.
- Time to first reply measured, not estimated
- Every enquiry has an owner, none of them disappears between mailboxes
- The history of contact with a client stays in the business when an agent leaves
- The rollout runs in stages, so you can stop it after the workshop
What it costs
The workshop price is published, the rollout is quoted after it
The workshop costs EUR 3,500 net per week and we give that number before the first call, because an agency has a right to know what it is agreeing to. One to two weeks is usually enough. The rollout is quoted after the workshop, once we know how many enquiry sources and systems we are connecting to and what state they are in.
The cost of the language models and the automation tools you pay directly to the provider, with no margin from us. Expect roughly EUR 0.005 to 0.07 per query on the provider's side. Where the whole thing runs on your own infrastructure, part of that costs nothing at all.
Process workshop
EUR 3,500 net
per week, one to two weeks in a typical estate agency
A self-contained piece of work. It ends with a process map and a 30 day plan you can execute without us.
- A week of work inside the agency and inside your systems
- A map of the route an enquiry takes, from the portal to the signed contract
- Two or three automations with the highest return, counted before the start
- The indicators to measure after 30 and 90 days
- Most popular
Workshop and first rollout
Quoted after the workshop
the scope follows the number of enquiry sources and systems
For an agency that wants a shared enquiry queue within two weeks of the workshop ending.
- Everything in the workshop
- The first automation live 14 days after the workshop
- Connection to the mailboxes, the agency system and the calendar
- Training for the person who runs it on your side
- Measurement after 30 and 90 days
AI agent for the agency
Quoted after the workshop
for teams that ask about stock a dozen times a day
Everything in the rollout plus an AI agent answering from your own listing base, your notes and your procedures.
- Everything in the rollout
- An AI agent answering questions about listings, dates and procedures
- Reminders on contract dates, indexation and utility settlements
- Access for sales agents, rental managers and the front desk
The workshop ends with a document that stands on its own without us: a process map, a list of the points worth fixing and a 30 day plan. If after the workshop we conclude there is nothing worth automating, we say so plainly and propose no rollout.
Frequently asked questions
What does automation mean in an estate agency?
It means a system taking over work somebody does by hand today: pulling enquiries from property portals and the website into one place, sending the first reply, booking viewings from a calendar and watching the set of documents a transaction needs. The data for all of that is usually already in the agency, it just sits in several mailboxes and spreadsheets. Automation is about bringing it into one queue, not about buying another system.
Does the AI agent value a property or advise on the contract?
No, and that is a boundary we do not move. The AI agent sends the material, collects budget and timing, books the viewing and chases the documents. It does not quote a transaction price, does not give legal or tax advice and does not negotiate. The valuation, the conversation and the decision stay with the estate agent.
Do we have to change our agency system or CRM?
No. We read data out of it through its interface and leave it where it is. If the system exposes no interface, we work from an export and from the mailbox. Replacing an agency system is a project for a quarter, while the first working automation is due 14 days after the workshop ends.
Where do you get the enquiries from property portals?
From the mailbox the portal sends them to. We recognise the message format, pull out the contact details and the listing it refers to, and open a case in one queue. We need no access on the portal side and no change to the way you publish listings today.
Will this work for rental management rather than sales?
Yes, the centre of gravity is just different. In rentals the biggest gain comes from one case number for fault reports, a calendar of contract and indexation dates, and utilities settled from meter readings. In sales we start with the enquiry queue and the first reply. In the workshop we tell you which of the two is worth money in your case.
How long does the rollout take and where do you start?
A week of workshop and 14 days to the first rollout, counting from the end of it. We usually start with the shared enquiry queue, because the effect shows from day one. The result is measured after 30 and 90 days against indicators agreed before the start, so that nobody has to judge it by impression.
What about the personal data of clients and landlords?
We work on your infrastructure or on a cloud you name, and the access scope is agreed in the workshop and written down. Only the fields needed to handle an enquiry are passed into the process. We also agree how long to keep contacts that never reached a viewing, because today nobody usually deletes them at all.
How much does the rollout cost after the workshop?
It depends on the number of enquiry sources and systems we connect to, and on the state of the data inside them. We quote after the workshop, because that is when we know the answer. The workshop costs EUR 3,500 net per week and you have that number before the first call.
Let us start with one enquiry
The free consultation takes 30 minutes. We walk one enquiry through: which source it comes from, whose mailbox it lands in, how long it waits for a first reply and where it gets lost. We tell you what can be taken out of that in a first rollout, and if we see nothing worth doing there, we say so on the call. You do not have to give us access to any system at this stage.
We run at most two rollouts at a time, so that somebody is genuinely sitting on each of them.
Book a free consultationPS. If an enquiry from a portal sat overnight in your mailbox this week, that is exactly the problem. We promise you no more transactions and no shorter selling time. We promise a shorter time to the first reply, and that no enquiry disappears between mailboxes.