- Where it gets stuck
- Portal leads, website inquiries, sign calls, texts and voicemails from your answering service come in evenings and weekends. The questions repeat (is it still available, what are the HOA dues, can I see it Saturday), and a buyer who waits until Monday has often booked showings with another agent.
- What the workflow does
- Each inquiry is read with the listing, and a reply is drafted with the key facts, two slots open in your showing service under the seller’s instructions, and your qualifying questions, including whether they already work with an agent and the buyer agreement to sign before touring. The draft reaches the agent’s phone within minutes, by text or email link with no app to install, and only the acknowledgments you pre-approve can go out without waiting. Past the time you set, the draft goes to the on-duty agent or to you as broker to approve; the lead stays with the agent it belongs to.
AI for real estate brokerages
A buyer lead comes in on your listing Saturday at 9 pm, and by Monday they are touring it with another agent.
We draft the reply to each inquiry, the weekly update for the seller and the follow-up on missing documents, and the agent approves every reply; only acknowledgments you pre-approve as broker go out on their own. No leads to buy, no new CRM.
We have no real estate client yet. The test runs on your own inquiries for an agreed period, with one agent approving every draft, and you see how fast each inquiry got a reply, how many turned into showings and what sellers received each week before deciding.
Today
- Inquiry on a 3-bed listingArrived Saturday at 9 pm, answered MondayBuyer has booked showings with another agent
- Seller asking how showings wentHalf the buyer’s agents never answered the feedback requestSeller calls the office twice
- Under contractHOA documents missing, review period ends FridayContingency date at risk
With the workflow
- Reply to the inquiryDrafted from the listing, the showing instructions and the agent’s calendarApproved in one tap from the agent’s phone
- Weekly seller updateShowing count, portal views and saves, buyer’s agents’ feedback and follow-ups to those who stayed silentAgent edits before the seller sees it
- Document follow-upMissing items and contingency dates per file, with a message to whoever holds each oneTransaction coordinator sends
Three moments where follow-up still slips
Each one comes up every week on active listings, and the information it needs is already in your CRM, your showing feedback or your inbox.
Buyer inquiries arrive while agents are out
Sellers wait for news after every weekend of showings
- Where it gets stuck
- Buyer’s agents run the showings, and half of them ignore the feedback request. The seller wants to know what buyers said and whether anyone is coming back, and the weekly call slips whenever the listing agent’s calendar fills up.
- What the workflow does
- Buyer’s agents who have not answered the feedback request get a short follow-up. Their replies, the showing count and the portal views and saves are drafted into one weekly update for the seller, in the brokerage’s tone, and the listing agent edits it before it goes out.
Files stall on documents and contingency dates
- Where it gets stuck
- Between contract and closing, each document is tied to a contract date: inspection, HOA document review, appraisal, financing, title. A missed contingency can cost the deal or the earnest money, and the dates sit in your transaction software or an email thread.
- What the workflow does
- Each file gets a list built from your compliance checklist, with the contract dates. Missing items are flagged ahead of each deadline and a follow-up is drafted to whoever holds them: the seller, the buyer’s agent, the HOA, the lender or the title company. Your transaction coordinator approves the follow-ups and the file status is updated.
These are examples of flows to scope with you; one is tested first, on the terms set out at the top of this page.
Which flow should you start with?
Three questions, about a minute. The answer points to one of the moments above, or to a smaller step when a workflow would be too much.
Answer the three questions to see where to start.
This is an exercise: nothing is sent when you use this selector.
Do we have to change our CRM?
No. The workflow reads what is already in your CRM, your showing feedback, your transaction files and your inbox, prepares the reply or the update, and sends it from the agent’s own address once the agent has approved it.
- An inquiry, feedback or document arrivesFrom your website, a portal, a showing feedback reply or an email.
- The listing and the file are readThe MLS listing, the contact’s history in your CRM, the contract dates and your approved answers to common questions (HOA dues, pets, parking).
- A reply, update or follow-up is preparedWith the facts it relied on shown next to it.
- The agent decidesThe agent or the transaction coordinator approves, edits or drops it.
- Back into your toolsThe message leaves from the agent’s address and the CRM is updated.
- Real estate CRM
- MLS
- Showing feedback
- Transaction management
- Portal lead emails
- Brokerage website
- Gmail
- Google Calendar
Three conditions before anything acts
Your existing tools
The workflow runs inside the tools you already pay for, with the access rights they already have, so the team keeps its usual screens.
A named person approves
Every draft waits for a named person. Nothing goes out in the brokerage’s name without that approval, and exceptions go back to a human.
Every step leaves a trace
Sources, drafts, corrections and approvals are recorded, so you can see why an output was prepared and improve the next one.
Two ways to work with us
Managed AI agent serviceWe build, run and maintain one defined flow, with named approvals, a written boundary and a record your team can take over.See the managed service →Leverage AssessmentA recommendation on the first flow worth testing, the alternatives (including no AI) and an action plan, reviewed by a person.See the assessment →
What brokers ask before a first test
Which brokerages is this for?
Independent brokerages and small teams, from a handful of agents to a few dozen, where the broker of record still takes listings, follows up leads and keeps sellers informed. Agents opt in one at a time, and those who don’t keep working as they do today. Each agent keeps their own approval queue; as supervising broker you see the messages sent under the brokerage name and can set wording the drafts must never use. Lead ownership follows your existing policy, brokerage or agent, and nothing moves between the two. An agent’s calendar is read only if that agent opts in, and listing data comes from your own listings or IDX feed. A large franchise with a central lead-routing team usually has other needs.
Our CRM already has an AI assistant. Why this?
Your CRM’s auto-text answers in seconds with a template. This one answers with the listing’s real facts and two slots open in your showing service, and the agent sends it in one tap. It also covers what sits outside the CRM: the listing’s showing instructions, the buyer’s agents who never answered the feedback request, and the contingency dates in your transaction files. Every edit an agent makes is recorded, so the next draft needs fewer.
Can you connect our CRM, showing service or transaction software?
Tell us on the call what you use (Follow Up Boss, kvCORE, ShowingTime, dotloop, SkySlope or others) and where your leads come in: we check what each allows (a direct connection, an export or the notification emails) before anything is built, and we tell you which steps would stay manual.
Where do buyer and seller data go?
The workflow reads only the accounts agreed in scope and writes only what an agent approved: a message sent from their address or a note in the CRM. It never touches escrow or earnest money. A data processing agreement is signed before the test, each client deployment is isolated, the hosting and the model provider are named in writing before the build, and if you stop after the test, the access is removed.
What should we start with?
The flow where buyers or sellers wait longest, usually the inquiries that arrive overnight or the seller update. Use the selector on this page, then bring three real examples to a 30-minute call.
Have you done this for other brokerages?
No, not yet. Our documented client work is in professional services. For a brokerage, we scope one flow, test it on your real inquiries with an agent approving each output, and decide with you whether it is worth continuing.
Will the AI price homes, advise buyers or text leads on its own?
No. Pricing, offer advice and anything that commits the brokerage stay with your licensed agents, and every draft is reviewed by an agent, including for fair housing language. It drafts texts only to leads who opted in to receive them (TCPA), and an agent still approves each one.
Bring three inquiries or files from this week to a 30-minute call.
Blur names, phone numbers, email addresses and any loan details; nothing needs to be sent beforehand. On the call we look at where follow-up slips while agents are out, which tools hold the information, and whether one flow is worth testing.