All industries

For sales and lettings agencies

Every lead answered in seconds, even when you’re mid-viewing.

Leads go cold while you’re out on viewings, the same listing is edited on every portal, and booking one viewing takes ten messages. We build an assistant that replies to and qualifies each enquiry instantly, books viewings into your calendar, pushes listing changes to every portal from one place, and chases buyers and sellers for documents.
  • Instant

    hot-lead contact (AI lead qualification client case)

  • 0

    ready-to-buy clients left unbooked (same case)

Why now

Why reply speed decides who gets the viewing

Enquiries arrive at all hours, often while you are out on a viewing, and every hour without a reply is an hour the buyer or tenant spends looking elsewhere.

An assistant answers every enquiry the moment it lands, asks your qualifying questions (budget, mortgage in principle, timeline), and puts hot buyers straight into your diary.

What we fix

The manual work, and what we build for each one

  • You do this by hand: Slow follow-up while you’re in viewings

    We build this: Instant reply and qualification assistant; hot leads routed to the agent

    Result: Instant contact, 0 clients left unbooked in our client case

  • You do this by hand: The same details typed into every portal

    We build this: One listing source that pushes to every portal

    Result: Listings match everywhere

  • You do this by hand: Ten messages to book one viewing

    We build this: Self-serve booking against agent calendars, with reminders

    Result: No double-booking

  • You do this by hand: Chasing buyers and sellers for documents

    We build this: Automated document requests and a status board per sale

    Result: Fewer stalled sales

  • You do this by hand: Monthly reports built by hand

    We build this: Automatic lead and listing KPI report for management

    Result: Report ready on the 1st

Every lead sorted into three tiers

Lead tiering:. Portal and website enquiries feed into AI lead qualification (Your qualifying questions), which updates Hot (Booked or called now), Warm (Nurture sequence), Cold (Newsletter).

What we build

The workflows, step by step

01

Lead response concierge

Inbound enquiries are captured, qualified automatically and booked into viewings, with the agent notified about hot leads.

Expected impact

Every enquiry gets a reply in seconds, 24/7; hot buyers are booked or handed to you with their answers attached.

Without: the reply waits for the viewing to end

  1. 14:02: Enquiry lands

  2. 14:05: Agent in a viewing

  3. 16:40: Agent replies

  4. ✕: Buyer already booked elsewhere

    Lead lost
Illustrative

With: the assistant replies while you’re out

  1. 14:02: Enquiry lands

  2. 14:02: Assistant replies

  3. 14:03: Three qualifying questions

  4. 14:06: Viewing booked

    Agent notified
IllustrativeExample times.

Example conversation

  1. 14:02Is the 3-bed on Elm Road still available?Buyer
  2. 14:02Yes, it is. Are you buying with a mortgage, and do you have an agreement in principle?Assistant
  3. 14:03Yes, agreed last week. We’d like to move within three months.Buyer
  4. 14:04Great. I can book a viewing Thursday at 17:30 or Saturday at 10:00.Assistant
  5. 14:06Hot lead → viewing booked, agent notifiedSystem
IllustrativeExample conversation. Fictional data.

02

Edit once, update every portal

Price, photo and required-disclosure changes are made once and pushed to every portal you list on, with a flag when documentation needs revising.

Expected impact

Listings match everywhere, with no repeated portal logins.

One listing, every portal

Listing sync:. Your listing (Price, photos, disclosures) feed into One listing source, which updates Portal A (Same details), Portal B (Same details), Your website (Same details).

03

Document chase workflow

Missing IDs, proofs of funds, signatures and lender documents are tracked per sale, with automatic reminders to buyers, sellers and agents.

Expected impact

Missing documents are requested and re-requested automatically; you see one status board per sale.

Sale status board

  • Buyer ID (done)
  • Proof of funds (pending)Requested twice
  • Mortgage offer (pending)
  • Signed contract (done)

Chasing continues automatically until every item is in

Illustrative

How it goes live

From first workshop to a running workflow

≈ 6 weeks to first workflow live

  1. Normalise property data

    Property details are standardised so listings and portals never show mismatched information.

  2. Calendar sync

    Viewings are booked without the back-and-forth: buyers pick a slot from your real availability and reminders go out automatically.

  3. Compliant documents

    Required disclosures are built into the rules, so every document is generated with the right clauses.

  4. Performance KPIs

    Lead and listing KPIs are reported automatically, so you can see where response times and listings improve.

Viewing booking without the back-and-forth

  1. Buyer picks a slot

  2. Checked against your calendar

  3. Confirmation sent

  4. Reminder sent

  5. Viewing

What we measure

The numbers we track from week one

We baseline each metric before go-live, so the change is measured on your data, not estimated.
  • Measured from week 1lower is better

    Average lead response time

  • Baseline in week 1lower is better

    Listing update speed across portals

  • Baseline in week 1lower is better

    Time to collect required documents

  • Baseline in week 1higher is better

    Agent satisfaction with admin workload

FAQ

Questions we hear from teams like yours

Can automation handle lead follow-ups while agents are showing homes?
Yes. An AI assistant replies instantly, asks your qualifying questions, and hands hot prospects back to the agent with the answers attached.
Will listing details stay consistent across portals?
We update every portal from a single source, so there is no copy-paste between them and no mismatched details.

Next step

Find out how many leads you lose while you’re out on viewings.

We review a week of your portal enquiries and response times, then show what instant replies and self-serve booking would change.