01
Viewing bookings
Checks the property is still available, asks your qualifying questions, offers slots from the negotiator’s diary or open-house times and texts the address and confirmation.
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AI receptionist for estate agents
An AI receptionist for estate agents and letting agents that books the viewing while the buyer is still keen
Buyers and tenants ring the moment they see a property on Rightmove or Zoopla, often in the evening when the branch is shut. We build an AI receptionist that books viewings and valuations, registers applicants in your CRM and takes tenant repair calls, sending genuine emergencies to your contractor or on-call manager.
Thanks, that’s with us.
A senior engineer reads every enquiry and will reply as soon as they can.
Want to take it further now?
Book a time that suits you, or send a message on WhatsApp.
- Sales and lettings, each with its own call flows and rules
- Answers from your listing data and passes material information questions to a negotiator
- Out-of-hours emergencies go to the contractor or on-call person you name
4.8★
From 944 Fiverr reviews
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Job Success on Upwork
Test line
Try it as a buyer and a tenant first
2020
Building software since
Technologies we build with
- OpenAI GPT
- Anthropic Claude
- Google Gemini
- Deepgram
- ElevenLabs
- Vapi
- Retell AI
- Live listing data
- Fee lists and branch details
- pgvector
- Reapit
- Alto
- Street
- Jupix
- Rightmove enquiries
- Zoopla enquiries
- Fixflo
- WhatsApp Business API
- SMS
- Twilio
- 3CX
Quick answer
What does an AI receptionist do for an estate or letting agent?
An AI receptionist for estate agents answers calls to your branch numbers and deals with the property calls that arrive all day and into the evening: booking viewings, arranging valuations, registering buyers and tenants, and taking maintenance reports from tenants. It works from your current listings, so it can say whether a home is still available and offer viewing times that fit the negotiator’s diary.
Sales and lettings calls need different handling. A buyer asking about a three-bed semi is asked about their position, mortgage arrangements and chain before a viewing; a tenant reporting a leak needs triage and, sometimes, a contractor tonight. We build both, plus vendor and landlord calls, and route each to the right team.
Some questions it deliberately leaves to people. Material information about a property, such as tenure, lease length, service charges, flood risk or restrictions, has to be accurate, so it reads only what you have published for that listing and passes anything else to a negotiator. Offers, Right to Rent checks, referencing and anti-money laundering checks stay with your staff.
What it handles
The property calls an AI receptionist can take
Each agency splits sales, lettings and management differently. These are the calls agents usually hand over first.
02
Valuation appointments
Takes the address, property type, reason for moving and timescale from would-be vendors and landlords, then books the valuer who covers that area.
03
Applicant registration
Records buyers’ and tenants’ budget, areas, bedrooms, position and move date in your CRM so they can be matched to new instructions.
04
Tenant maintenance reports
Asks what has gone wrong, where and since when, requests photos by text or WhatsApp and logs the job in your repairs system for the property manager.
05
Out-of-hours emergencies
Separates emergencies, such as water through a ceiling or a property that can’t be secured, from routine repairs and passes them to the contractor or on-call manager you set.
06
Questions about a listing
Gives price, bedrooms, parking, availability and council tax band from your published listing, and passes anything it can’t answer from that data to a negotiator.
Evening enquiries
Buyers and tenants browse after work, when the branch is shut
A new listing brings calls on the evening it goes live, and tenants report leaks at weekends. Each one hears a closed message, and by morning some have booked a viewing with another agent.
Calls the branch can’t reach
- Portal enquiries wait until the next morning for a reply
- Negotiators break off from viewings to answer the phone
- Applicants are registered with half the details missing
- Tenants report repairs by voicemail, with no photos
- Out-of-hours emergencies depend on whoever has the mobile
- Valuation requests sit in an inbox over the weekend
With an agency AI receptionist
- Evening calls are answered and viewings booked into the diary
- Negotiators get a summary instead of an interruption
- Applicants are registered with budget, position and timescale
- Repairs are logged with photos and a clear description
- Emergencies go to the right contractor or on-call manager
- Valuations are booked on the call, not left until Monday
See how it would work for you
Book a free 30-minute call. We’ll walk you through how an AI receptionist would handle viewing, valuation and maintenance calls across your branches, and tell you honestly if it won’t help.
Examples
AI receptionist use cases for estate and letting agents
Illustrative examples of what we build, not client results.
Launch-night calls on a new instruction
When a listing goes live, it answers the calls that follow, asks buyers about their position and finance, and fills the first viewing slots or open-house times.
Aim: viewings booked the night a property goes live
Valuation leads
Books market appraisals for homeowners who ring after seeing a board or a sold price, asks why and when they are moving, and logs the lead for the valuer.
Aim: valuation requests booked before another agent calls back
Rental enquiry overload
Answers questions about a rental from the listing, asks the move date, household size and pets, and books viewings in the order you set. It applies only criteria you approve and never turns callers away for receiving benefits.
Aim: every rental enquiry answered, fairly and consistently
Tenant repairs line
Takes repair reports, asks for photos by text or WhatsApp, logs them in your repairs platform, such as Fixflo, and tells the tenant what happens next.
Aim: complete repair reports without phone tag
Out-of-hours emergencies
Uses your rules to separate emergencies from routine repairs, calls out the approved contractor or the on-call manager, and gives safety instructions such as the gas emergency number.
Aim: the right person called out at 2am, routine jobs left for the morning
New landlord enquiries
Explains your let-only and managed services and fees from your published fee list, and books a meeting or valuation with the lettings manager.
Aim: landlord leads booked while they are still comparing agents
Routing by area
Works out which branch covers the property or area the caller means and books with that branch’s team.
Aim: no caller passed from branch to branch
Leaseholder calls
Logs communal repairs, tells leaseholders who handles service charge queries and passes building safety concerns to the property manager immediately.
Aim: communal issues recorded once, with the details needed
How we work
How we build an AI receptionist for your agency
Six steps, with separate flows for sales, lettings and management. You test it as a buyer, a tenant and a landlord before it takes a real call.
Discovery
We look at how your branches take sales, lettings and management calls, trace where portal leads go and agree which calls stay with negotiators and property managers.
Week 1Design
We write flows for buyers, vendors, tenants, landlords and repairs, and agree your emergency definitions and on-call rota with your property manager.
Week 1Build
We connect your phone lines, agency CRM, diaries and repairs platform, and set up text and WhatsApp for photos and confirmations.
Weeks 2–3Train
We load listing data, fee lists, branch details and repair rules, then test with mock buyers, tenants and emergencies, including a few difficult ones.
Weeks 2–3Launch
It usually starts on evenings, weekends and overflow calls while negotiators check every viewing and repair it logs.
Typically week 4Optimise
We review transcripts, adjust qualifying questions and update emergency rules as contractors change. Optional monthly support covers this.
Ongoing
Clear scope · Regular demos · Full handover
Is it right for your agency?
When an AI receptionist helps an agency, and when it won’t
Not every branch needs one. Here is how we judge it.
Worth it when…
- Portal and board enquiries peak in the evening and at weekends
- Negotiators spend the day breaking off to answer the phone
- You manage lets and need a dependable out-of-hours repairs line
- Your CRM and diaries can be connected, or accept structured emails
- You want every applicant registered with the same details
Not worth it when…
- A small branch already answers every call, day and evening
- Your listing data is out of date, so its answers would be wrong
- Your landlords expect a named person on every call
- You want it to negotiate offers or give valuations by phone
- You need it to carry out Right to Rent or AML checks
Pricing
How much does an AI receptionist for an estate agent cost?
The main factors are whether it covers sales, lettings or both, how many branches it serves and how your CRM and repairs platform connect. You get a written quote with scope and exclusions agreed up front.
Free consultation
Free
30 minutes
We look at your call routes, portal leads and out-of-hours arrangements, walk you through how a viewing call would go and send a written estimate.
Get a quote →Agency AI receptionist
From £2,500
Typically 3–4 weeks
Sales and lettings flows, repairs triage, CRM, diary and repairs platform connections, testing and launch on your branch numbers.
Get a quote →Monthly support
From £200/month
Optional retainer
Transcript reviews, fee and contractor updates, new branches and technical monitoring.
Get a quote →Call minutes, text and WhatsApp messages and phone line charges are billed by the providers and estimated in your quote.
Technology
What powers an AI receptionist for estate agents
On each call, speech recognition turns the caller’s words, including street names and postcodes, into text. A large language model (the kind of AI behind ChatGPT and Claude) decides whether it is a buyer, tenant, landlord or repair call and what to ask next. Retrieval over your own data (RAG) pulls answers from your current listings and fee lists rather than the internet. Text-to-speech replies, and APIs book into diaries and write to your CRM and repairs system.
Understanding: language models
- OpenAI GPT
- Anthropic Claude
- Google Gemini
Voice
- Deepgram
- ElevenLabs
- Vapi
- Retell AI
Your property data (RAG)
- Live listing data
- Fee lists and branch details
- pgvector
Agency software
- Reapit
- Alto
- Street
- Jupix
Leads and repairs
- Rightmove enquiries
- Zoopla enquiries
- Fixflo
Messaging and phones
- WhatsApp Business API
- SMS
- Twilio
- 3CX
Who it’s for
Sales, lettings and property management
The same receptionist can run different flows for each side of the business, or for each branch.
Estate agentsViewings, valuations and buyer registration.Letting agentsRental enquiries, tenant repairs and landlord leads.Block and property managersLeaseholder calls and communal repairs.Holiday let managersGuest and owner calls, including out of hours.
New homes and developersPlot enquiries and sales-centre appointments.
Real estateHow we build software and AI for property businesses.FAQ
Estate and letting agent AI receptionist FAQs
Straight answers to what buyers ask before they sign.
Still have a question?
Ask us directly. A senior engineer reads every question.
Ask about your projectCan an AI receptionist book viewings into Reapit or Alto?
It can where your CRM gives integration access for your account, which varies by system and licence. Where direct booking isn’t available, it offers slots from a linked calendar and sends the booking to your team to confirm in the CRM. We check what your set-up allows before we quote.
Can it answer questions about a property?
Yes, from the listing data you publish: price, bedrooms, availability, parking, council tax band and similar. Material information that must be accurate, such as tenure, lease terms, service charges or known issues, is read exactly as published or passed to a negotiator. It won’t guess or describe a property beyond your data.
How does it handle out-of-hours emergencies from tenants?
It follows the emergency rules you set. It asks what has happened and where, gives immediate safety instructions such as the gas emergency number, 0800 111 999, for a suspected leak, then calls or messages your approved contractor or on-call manager. Routine repairs are logged for the morning with photos attached.
Can it register applicants for us?
Yes. It registers buyers and tenants with the details your CRM needs: budget, areas, property type, bedrooms, position and timescale. Matching then works as it does now inside your CRM. If you want, it can also text the applicant a link to your current listings at the end of the call.
Will it carry out Right to Rent or anti-money laundering checks?
No. Those checks need a person and your own procedures. It can tell callers which documents your team will ask for and book the appointment where they are checked, but identity verification, referencing and AML decisions stay with your staff and the providers you already use.
Does it work for both sales and lettings?
Yes, with separate call flows. Sales callers are asked about position and finance before a viewing; lettings callers about move date, household and budget; tenants and landlords about their property. Each branch chooses which flows to switch on, and every call is routed to the right team.
Start here
Book a free consultation for your agency
Tell us whether you do sales, lettings or both, how many branches you have and which CRM you use. We’ll walk you through how a viewing call would go and tell you honestly where it would help.
- You tell us what you needTwo minutes on the form, or a message on WhatsApp.
- A senior engineer reviews itAnd comes back with questions, a realistic range and an honest view on fit.
- Free 30-minute scoping callWe talk through scope, options and a realistic estimate, with no obligation.
Thanks, that’s with us.
A senior engineer reads every enquiry and will reply as soon as they can.
Want to take it further now?
Book a time that suits you, or send a message on WhatsApp.