A buyer sends an enquiry at 9:40 on a Tuesday night. By the time an agent opens the CRM on Wednesday morning, three other agencies have called. Nothing about the listing decided that; response time did, and response time is a staffing problem rather than a skill problem.
Agencies have tried answering services and virtual receptionists, and they solve the wrong half. Someone picks up, takes a name, and emails an agent who is out at a viewing. The lead is still uncalled. What we build does the calling, so an inbound enquiry gets answered instantly, a portal lead gets called within two minutes of the record appearing, and the appointment is booked with the answers attached.
Workflow
Portal leads arrive at midnight and have been worked by three other agencies before breakfast. Two minutes is the window that matters, so that is when the call goes out, asking whether they are buying or selling, which areas they are looking at, what they can spend and whether they are already working with someone.
Workflow
Valuation requests sit in a folder because calling them back is always tomorrow's job, and tomorrow arrives with its own leads. Working that folder on a cycle turns up owners who are still thinking about selling, and roughly when. Those become valuations.
Workflow
Most agencies treat no-shows as a cost of doing business. Confirming every viewing by hand is an afternoon nobody has, so nobody does it. A call the day before catches the appointments that no longer suit, moves them to a slot the buyer can actually make, and tells the agent what changed before they drive across town.
What we do
We write the conversation around how your agency sells, then connect the agent to your CRM, your portal feeds and your calendars. Leads route by area, price band, or whoever is on duty. Anything it cannot handle transfers with the transcript already on screen. The leads that are months away go into a call cycle that runs whether or not anyone remembers, which is usually where the second half of a year's commission has been sitting.
We work with HubSpot, Salesforce, Pipedrive, GoHighLevel, and industry CRMs that expose an API, so the agent fits the tools your team already runs.
Outbound compliance is built in, so the agent only calls people who have enquired or opted in, identifies itself clearly, and respects calling hours and do-not-call requests.
Lead response time, viewing bookings, and conversion from enquiry to instruction all improve, while missed calls, manual follow-up, and CRM admin disappear.
How we work
Every build follows the same disciplined path, so you always know what happens next and where things stand.
We find where work enters, what breaks, and which systems have to stay in sync.
We implement the logic, AI, approvals, and integrations that remove the manual steps.
We test the edge cases, document the flow, and hand off a system your team can trust.
FAQ
It reads from your portal feed or CRM, so a caller asking about the three-bed on Oakfield Road gets the asking price, whether it is still available and when the next viewing slot is, rather than a promise that somebody will ring back. Where a question goes past what the feed holds, such as whether the vendor would take an offer, it takes the details and puts the caller through to the agent handling it.
Yes, and most of our estate agency clients are on something we have already connected, whether that is HubSpot, Pipedrive, GoHighLevel or one of the property-specific systems with an API. Leads arrive with the answers attached rather than as a name and a number, so the agent picking it up already knows the budget, the area and whether they have a place to sell first.
Next step
Share your stack and the bottleneck. We'll map the first automation worth building and how it rolls out.