AI agent for real estate agencies: inquiries, viewings and paperwork without manual coordination
The agent takes over the coordination that eats the most time on every property: it answers portal inquiries and proposes viewing slots, aligns owner and buyer, prepares a checklist and draft documents from your templates and follows up politely after a viewing. Negotiation, prices and contracts stay with the broker.
Author: Žiga Flis ·
Where the hours go
In a real estate agency a lot of time goes into coordination rather than brokerage. Someone reads every portal inquiry, finds the property, replies with the basic details and proposes a slot. Then someone aligns owner and buyer, sends confirmations and reminders and asks how the viewing went. Once the parties agree, someone collects the documents and builds drafts from templates. Buyers who go quiet after a viewing often get no follow-up, because there is no time for it.
None of this is brokerage, yet each task takes time from a broker who could be out with clients. What that means in hours for your agency you calculate yourself in the savings calculator.
What the agent takes over and where it stops
Below are the four processes we most often suggest to real estate agencies. Each one shows what triggers it, what the agent does, what stays with the broker and where the agent stops. In the analysis we pick the one you start with. During the pilot the agent first works in suggestion mode: a person reviews every message to a buyer or owner before the agent sends it.
- 01
Inquiries from portals and email
Trigger: A message arrives from nepremicnine.net, bolha.com or your own website.
- Takes over
- Identifies the property, collects the buyer's contact and wishes, replies with the basic property details and proposes viewing slots.
- Stays with a person
- A broker at the agency confirms the viewing slot.
- Stops at
- The agent never negotiates the price and makes no commitments on the seller's behalf.
Integrations:- Gmail or Outlook
- Google Calendar
- Excel or CRM
- 02
Viewing coordination
Trigger: A buyer confirms interest in a viewing.
- Takes over
- Aligns the slot between owner and buyer, sends confirmations and reminders and asks for feedback after the viewing.
- Stays with a person
- The broker handles exceptions, such as a last-minute change of slot.
- Stops at
- The agent sends only texts you have approved.
Integrations:- Calendar
- WhatsApp Business or email
- 03
Preparing the deal documents
Trigger: Buyer and seller agree on a purchase.
- Takes over
- From the land register extracts and GURS data you attach, and from your templates, prepares a checklist, a draft sales contract and a list of missing documents.
- Stays with a person
- A lawyer or notary checks the documents; the parties sign them.
- Stops at
- The agent gives no legal assurances and does not assess the property's legal status.
Integrations:- Word
- OneDrive or Drive
- 04
Follow-up after a viewing
Trigger: A buyer has not replied for three days after a viewing.
- Takes over
- Sends a polite reminder and updates the contact's status in the spreadsheet or CRM.
- Stays with a person
- The broker decides whether to keep following the contact.
- Stops at
- The agent sends at most two reminders per contact.
Integrations:- Excel or CRM
Where the agent works: Email, WhatsApp Business, Dashboard. How the channels work.
Which tools we connect
The agent works in the tools the agency already uses: Gmail or Outlook, Google Calendar, WhatsApp Business, Excel or your CRM, Word and OneDrive or Drive. Inquiries from portals such as nepremicnine.net and bolha.com are read from the email notifications the portal sends to the agency. Land register and GURS data come from the extracts you attach. The base package includes up to two integrations; if the process needs a third, the analysis says so, with a price.
How it runs for you
On a free 30-minute call we pick the process, for example portal inquiries. The analysis takes one week and costs 490 €, which is deducted from the agent's price. Then comes a pilot on your inquiries in suggestion mode (2–3 weeks), followed by production and handover in weeks 4 to 5, with documentation and a repository that sits in your organisation from the start. Maintenance from 190 € per month is optional. After any phase you can stop and pay only for completed phases. The full process and pricing are on the main page.
What we do not promise
- Hours or money saved. You estimate that yourself in the calculator, and the pilot then counts the cases actually handled and the exceptions.
- Negotiation or prices. The agent does not negotiate the price; that stays with the broker.
- Legal assurances. Draft contracts are drafts; a lawyer or notary checks them.
- Pushy follow-up. The agent sends a buyer at most two polite reminders, then the broker decides.
An automation blueprint for your process
Pick your sector and describe a repetitive task in two to four sentences (up to 700 characters). Claude suggests three ideas in a few seconds: the first in full, the other two by email. No savings figures; we estimate those on the intro call.
Suggestions are written by AI (Claude by Anthropic) and pass an automatic filter before display, not a human review. Your inputs are processed by Anthropic (USA), without your email; see the privacy policy.
Frequently asked questions
Does the agent publish listings?
No. The agent can draft the listing text from your template; a person publishes it. The agent publishes and changes nothing on the portals.
What about client data and the GDPR?
The agent collects only the data the deal needs and keeps it in your spreadsheet or CRM for the retention periods you set. Processing is covered by a data processing agreement.
Can the agent write draft contracts?
Yes, drafts from your templates and the deal data. A lawyer or notary reviews every draft before the parties sign it.
Other industries
Back to Business process automation: process, channels, ownership and FAQs.
Savings calculator: what the process is worth in hours and euros, from your own numbers.
Ta stran v slovenščini: Nepremičninske agencije.
A 490 € analysis, credited to an agent from 4,900 €.
On a 30-minute call we pick the process. Within a week you get a written analysis and a fixed-price offer, or an honest answer that an agent is not (yet) worth it. Prices are final; the provider is not VAT-registered.