Why agencies lose listing enquiries
Most enquiries about a listing arrive at the moments an agent can least answer them. The agent is walking through a property with a buyer, driving between inspections or sitting in a settlement call. The buyer has a gap in their day and wants an answer now.
The buyer who gets no answer rarely leaves a message. They call the next agency on their list, and that agency is usually the one that picks up. The same thing happens with vendors. Someone who is quietly deciding whether to sell will talk to the agency that answered, and the one that did not will hear about it later.
An AI receptionist answers in those gaps. It handles the routine questions, books the viewing or appraisal, and gives your agents a clean summary of every call they need to return.
Answering listing questions from your own information
Buyers ask the same questions about most listings: the price guide, the inspection times, the land size, the parking, the building age and whether the owners are still living there. Your AI receptionist answers them from the listing details you supply and approve, so the answer is the same one your agents would give.
When a buyer asks something the listing does not cover, it says so. It offers to take their details and have an agent confirm the answer, instead of guessing. That keeps the information accurate, which matters more in property than almost anywhere else.
Inspections and open homes, booked on the spot
If you are at an inspection when a buyer calls, they may book with the next agency on their list. Your AI receptionist gives the open home or inspection times for that listing, checks how many people are coming and registers them. Where you need photo ID or a sign-in form before entry, it tells the buyer what to bring.
Each registration is recorded with the buyer name, mobile number, number attending and any access needs, so your agent knows who is coming through the door. The buyer gets a confirmation and a reminder by SMS.
- The listing and the time the buyer wants to see it
- Name, mobile number and how many people are attending
- Any access needs, such as a wheelchair or a child in a pram
- Whether they are pre-approved or still talking to a lender, passed on as a note only
Appraisal requests from potential vendors
An appraisal request is one of the most valuable calls your agency takes. The person calling may be weeks or months from listing, and they often ring more than one agency. A booked visit is what keeps them talking to you.
Your AI receptionist takes the property address, the owner names, the reason for the sale and the timeframe in the owner's own words. It offers the agent visit times from your diary, confirms the one they choose and sends your agent a short brief before the visit. The agent arrives knowing the property and the situation.
When the agent is out at an inspection
Agents spend much of the day out of the office. A call that rings while they are in an inspection still needs an answer, and the caller should not have to wait until the agent is back.
When the agent is out, your AI receptionist takes a message that is worth reading: who is calling, what it is about, how urgent it is and the best number to call back on. Calls about a live offer, a settlement date or a vendor who is ready to sign can be marked urgent under the rules you set, and those are put through to the office or sent to the agent by SMS.
- Caller name, number and the property or listing they mean
- What the call is about, in one clear line
- Urgent under your rules, or can wait until the agent is free
- Best time to call back, and whether the caller prefers SMS
Offers, contracts and legal questions
Offers and contract questions need a person. Buyers want to know how to make an offer, what a cooling-off period means for them or when they will hear back. Your AI receptionist explains the steps you have published, takes the details and routes the call.
It does not give legal or conveyancing advice, and it does not negotiate. If a caller asks what a contract means for them, it tells them the agent or the right adviser will answer that, and it passes the question on with the details attached.
What setup involves
Setup is built around your agency. We work from your listing information, your inspection and open home schedule, your agents diaries, your rules for urgent calls and your standard answers to the questions buyers and vendors ask. Nothing goes live until you have read and approved it.
Where your diary and CRM allow it, bookings go straight into them. Where they do not, the AI takes the booking request and your team confirms it. We confirm which applies on the discovery call. Receptionist plans are on the pricing section, and the AI receptionist service page explains the full setup in more detail: AI receptionist.
Buyer and vendor privacy
Callers are told they are speaking with the agency AI assistant at the start of every call. Each call is transcribed so your team gets an accurate summary. Callers only hear information you have approved, and personal details are passed to your agents rather than shared more widely. For how call details are kept, read the privacy policy.