Industry
AI automation for real estate brokerages, teams and property managers who lose leads to slow replies and hours to transaction paperwork.
Sound familiar?
Real estate is a speed and follow-through business. Leads from Zillow, Realtor.com, your website and social ads expect a reply in minutes. Deals involve dozens of dates, documents and parties. Property managers juggle maintenance requests, rent questions and renewals. A lot of that is communication and coordination that can be partly automated.
AI automation for real estate usually starts with lead response. A sales and lead agent can reply to new inquiries by text or email within a minute, answer factual questions about a listing, offer showing times and log everything in Follow Up Boss, Lofty or your CRM before handing the conversation to an agent. It follows up on a schedule your team sets, and stops the moment a person takes over.
On the transaction side, we build workflow automations that read contracts for key dates, create task lists, remind parties about deadlines and flag missing documents in dotloop or SkySlope. For property managers, tenant assistants can answer common questions and log maintenance requests into AppFolio or Buildium.
We take compliance seriously. Assistants we build answer questions about properties, not about who should live in them: they do not screen, steer or describe neighborhoods by the characteristics fair housing law protects, and they route anything sensitive to a licensed person. They respect MLS and IDX data rules and your state's licensing requirements. We are not lawyers and this is not legal advice, so we work with your broker or counsel on anything regulated. You can read more about how we scope and review this kind of work on our process page.
The problem
Brokerages, teams and property managers all deal with high volumes of conversation and paperwork, much of it time-sensitive and repetitive.
Leads arrive from portals, websites, open houses and ads, often outside working hours. Response time matters, and inconsistent follow-up means many leads are never properly worked. Agents also spend time on inquiries that turn out to be renters, browsers or people years away from moving.
Long-term leads need regular, relevant contact: new listings that match their search, market updates, check-ins. Most CRMs can send drips, but generic drips get ignored, and personal follow-up does not scale.
Every accepted offer creates a timeline of inspections, appraisals, contingencies, financing deadlines and closing tasks. Coordinators read contracts, enter dates, chase signatures and answer "where are we?" from agents and clients all day.
Each listing needs a description, photo captions, social posts, emails and flyers. The facts are the same; the formats differ.
Tenants ask about rent, payment methods, maintenance status, lease terms and move-out procedures. Each message is quick to answer, but there are hundreds of them, and urgent maintenance can get buried.
A typical team runs a CRM, a lead portal or two, a transaction platform, an e-signature tool, a marketing tool and a shared drive. Agents re-enter the same contact and property details in several places, and reporting on lead sources or agent performance means exporting and merging spreadsheets by hand.
Automation can handle the first response, the reminders and the drafting. Licensed agents, brokers and property managers keep the relationships and the judgment calls, including anything that touches fair housing, pricing advice or legal terms.
Pricing opinions, negotiation, contract advice and any judgment about an applicant or buyer belong with licensed professionals. Tenant screening decisions in particular should follow your documented criteria and be made by people, not by a model. We design assistants to collect information and coordinate, then hand over cleanly.
Where we start
New portal and website leads get a reply by text or email within a minute, with factual listing details and available showing times. Every conversation is logged in the CRM and handed to an agent as soon as the lead is ready to talk.
Leads receive follow-ups based on their saved searches and conversation history, drafted for agent approval or sent within rules your brokerage sets. Replies are summarized for the agent.
Executed purchase agreements are read for key dates and contingencies, which become a task list and calendar in your transaction tool. A coordinator checks the extracted dates before reminders go out.
Listing descriptions, social captions and email copy are drafted from the property details and agent notes, checked against a list of language your brokerage avoids, then edited and approved by the agent.
Tenants get answers to common questions and can report maintenance issues by chat or text. Requests are logged in your property management system and anything urgent, such as leaks or no heat, is escalated immediately.
A voice agent answers calls outside office hours, takes messages, offers showing slots from your calendar and logs urgent maintenance, then sends a summary to the right agent or property manager first thing in the morning.
Integrations
Follow Up Boss, Lofty, BoldTrail (kvCORE), Sierra Interactive, HubSpot and Salesforce for leads, contacts and activity history.
MLS data through approved IDX or RESO Web API vendors, used within your MLS's licensing and display rules.
Zillow, Realtor.com, Homes.com, website forms, Facebook lead ads and open-house sign-in tools.
dotloop, SkySlope, Brokermint and DocuSign for contracts, checklists and signatures.
AppFolio, Buildium, Yardi Breeze and Rent Manager for tenants, work orders and payments.
Twilio SMS, email, Google Workspace and Microsoft 365, plus voice agents for after-hours calls where you want them.
FAQ
Assistants are limited to factual property information and logistics, and are instructed not to discuss or screen on protected characteristics, describe who a neighborhood is suited for or steer buyers or renters. We test them against prompts designed to provoke those answers and route sensitive questions to a person. Your brokerage remains responsible for compliance, so we review the rules with your broker or counsel before launch.
We recommend being upfront about it, and some states and platforms require disclosure for automated messages. We set the assistant to identify itself and make it easy to reach a person at any point.
Yes, but texting rules such as consent requirements and quiet hours apply, and carriers require registration for business messaging. We build consent checks and opt-out handling into the workflow, and you confirm your consent process with your own advisors.
Usually, through an approved IDX or data feed vendor and within your MLS's rules on display and use. Those rules vary, so we check them with you before building anything that shows listing data publicly.
No. It removes much of the data entry and reminder work so a coordinator can handle more files and focus on problems. Extracted dates are always checked by a person before they drive reminders.
Tell us which CRM and lead sources you use and where follow-up breaks down today. We'll propose a first workflow, including how it stays within your compliance rules and where your licensed team stays in control of the conversation.
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