AI Automation for Real Estate Agencies and Property Managers
Portal leads going cold. Viewing confirmations sent manually. Tenants chasing you for updates. We build automations that handle the repetitive coordination work so your negotiators focus on closing, not admin.
Where Estate Agents Lose the Most Time
Portal Lead Response
Rightmove and Zoopla leads arrive by email. If you don’t respond within minutes, the applicant has already called the next agent.
Viewing Scheduling
Back-and-forth messages to confirm times, send details, chase no-shows. Per viewing: 10–15 minutes of admin.
Document Chasing
Tenancy agreements, ID verification, references, proof of funds. Chasing the same documents from every applicant.
After-Hours Enquiries
Leads don’t stop at 5:30pm. Every missed call is a potential instruction lost.
Landlord Reporting
Monthly updates on viewings, offers, market conditions. Assembled manually from scattered notes.
Tenant Communications
Maintenance updates, inspection reminders, renewal notices. Same messages, different names.
Automations That Win More Instructions
Portal Lead Auto-Response
Before
Rightmove/Zoopla lead arrives by email. Negotiator sees it 2–4 hours later. Calls back. Applicant has already booked elsewhere.
After
Lead arrives → AI agent responds within 60 seconds → qualifies the applicant (budget, timeline, requirements) → books a viewing directly into your calendar → notifies the negotiator with a summary.
Impact: 3–5x more viewings booked from the same lead volume.
Viewing Management
Before
Negotiator sends confirmation email, reminder the day before, follows up after. Per viewing: 10–15 minutes of messaging.
After
Viewing booked → automatic confirmation with property details and directions → reminder 24 hours before → post-viewing feedback request → follow-up with next steps based on response.
Impact: Viewing admin drops to near zero for confirmed bookings.
Document Collection & Chasing
Before
Email applicant requesting ID, proof of address, references. Chase them 3 times. Manually check what’s been received. Chase again.
After
Automated document request sequence → tracks what’s submitted → chases outstanding items on a schedule → notifies your team when the full pack is complete.
Impact: Document collection time reduced by 70%. Fewer delays to completion.
After-Hours AI Agent
Before
Phone goes to voicemail at 5:30pm. Weekend enquiries pile up until Monday.
After
AI agent handles enquiries via web chat, WhatsApp, or email 24/7. Answers property questions, qualifies applicants, books viewings. Escalates anything requiring human judgement to your team next morning with context.
Impact: Capture leads that would have gone to competitors. No additional headcount.
Landlord Reporting
Before
Monthly report assembled manually from CRM notes, viewing logs, and market data. Takes 1–2 hours per landlord.
After
Automated report pulls viewing data, feedback summaries, offers received, and market comparables. AI-generated commentary. Delivered by email on schedule.
Impact: Reporting time drops from hours to zero. Landlords get consistent, professional updates.
Works With Your Property Software
Reapit
API access for leads, properties, viewings, offers
Alto (Vebra)
Data sync for applicants, properties, and landlord records
Rightmove / Zoopla / OnTheMarket
Lead capture via email feed or API
Goodlord / TDS
Tenancy management and referencing
Xero / QuickBooks
Rental income, commission tracking, landlord statements
Google Workspace / Microsoft 365
Calendar, email, document management
What It Costs
Single Workflow
£1,500–£3,500
Portal lead auto-response, viewing confirmation sequences, or tenant communication automation.
Operations Package
£5,000–£12,000
Lead response + viewing management + document chasing + landlord reporting. Connected end-to-end.
AI Agent
£8,000–£18,000
24/7 agent handling enquiries, qualifying applicants, and booking viewings across channels.
Frequently Asked Questions
Stop Losing Instructions to Slow Response Times
Book a free discovery call and we’ll map out which automations will have the biggest impact on your agency’s revenue and efficiency.