AI virtual receptionist for estate agencies: every call answered, even during viewings.
It answers the prospect calling about a listing, the owner who wants to sell or let their property and the tenant reporting a fault. It first establishes the type of transaction, collects the details your consultant needs and books the viewing or the valuation. Everything is recorded in the client record and in the sales funnel.
Single plan: €300 + VAT a month · up and running in 1 day · free integration consulting
€300+ VAT
a month, single plan with 1,000 minutes of conversation includedToday’s activity
Example estate agency · 4 consultants
It never asks about or records the caller’s nationality, origin or religion, even if the owner requests it.
Common cases
Four calls your estate agency receives every day
Your team spends a good part of the day out of the office, at viewings and valuations, and the phone keeps ringing. These are the four most common calls.
Someone calls about a listing
The prospect asks about a specific property. The agent answers with the information you have given it (price, running costs, size, bedrooms and requirements) and, if something is not on record, it does not make it up: the consultant will confirm it. If the property is already reserved, let or sold, it says so and suggests a similar one. It then asks the questions that apply to the transaction and offers a viewing.
An owner wants to sell or let
It takes down the address or the area, the type of property, its size, the number of bedrooms and its condition; whether it is vacant or let, whether it is mortgaged or listed with another agency; the price they expect and their timescale. It then offers a free valuation in the consultant’s calendar.
A tenant reports a fault
If there is a smell of gas or a water leak, it first tells them how to act safely. It then asks what is happening, since when and where, opens the incident with its priority (urgent if they have no water, electricity, gas or heating, if there is a leak or if they cannot get into their home) and gives them the reference.
Someone asks what documents they need
It tells them the listing’s requirements (deposit, additional guarantee, rent default insurance) and the usual documents: DNI or NIE, recent payslips or proof of income, and employment contract. If your agency has WhatsApp Business connected, it sends them the list in writing during the call.
Benefits
What improves in your estate agency from the very first call
In phone handling, in the information your team receives, in the setup and in regulatory compliance.
On the call
It first establishes the type of transaction and only asks the questions that apply, one at a time and after answering whatever it has been asked. It does not book a viewing without knowing which property or area the caller is interested in or, if they are an owner, where their property is. It does not negotiate the price or promise anything on the owner’s behalf: if there is an offer, it records it for the consultant. If the caller would rather speak to a person, it takes a message so that their consultant can call them back; call transfer can also be set up.
In the panel
Every call is transcribed turn by turn. The details it collects for each type of transaction appear in the prospect’s record, in the “Property enquiry” block, and on their card in the sales funnel, where the AI places it in the right stage and shows you where deals are being lost; marking it as won or lost is up to your team. Incidents go to an inbox with an assignee and a committed date: 4 hours if it is urgent, 24 if it is high, 72 if it is normal and 7 days if it is low.
When you set it up
It is set up with your consultants, your opening hours and the requirements for each type of transaction, and it is tested before it is published: the panel shows what is still needed to take real calls. You decide what it answers about your properties and what it must not say. The voice can be that of someone in your office, cloned from ten or twelve seconds of recording and with their express consent.
What the law requires
An announcement states, as soon as the call is answered, that an artificial intelligence is answering, and it cannot be switched off (Regulation (EU) 2024/1689, Art. 50). It never asks about or records nationality, origin, religion or similar data, even if the owner requests it (Spanish Law 15/2022). Income is only asked about for a rental, with an explanation of why. It does not give legal or tax advice. Recording is off by default and every time a recording is listened to it is logged.
Thursday’s viewings
Laura Méndez · Consultant
The agent only offers each consultant’s free times. Whatever your team blocks, such as a signing or a meeting, is not offered over the phone.
An example call
A call about a flat to rent, from the first question to the viewing
What the caller hears and what is recorded in the panel when the call ends.
Good afternoon, you’ve called the estate agency. You’re speaking to a virtual assistant powered by artificial intelligence. How can I help you?
Good afternoon. I’m calling about the flat to rent on Calle Colón, reference 4521.
It’s a two-bedroom flat of 75 square metres, at 950 euros a month including community fees, and pets are allowed. How many people would be living there?
My partner and I, with a small dog.
Thank you. To check that it fits what the landlord is asking for, could you tell me your employment situation and your approximate income?
We both have permanent contracts and together we earn about 3,800 euros a month. We’d like to move in at the beginning of November.
Perfect. I can offer you a viewing with Laura Méndez on Thursday the 15th at six in the evening or on Friday the 16th at one. Which day would you prefer?
Thursday at six. My name is Ana Torres.
That’s booked, Ms Torres: Thursday the 15th at six, with Laura Méndez. Shall I send the list of documents you’ll be asked for to this number by WhatsApp: DNI or NIE, recent payslips and employment contract?
Yes, please. Thank you very much.
I’ve just sent it. Thank you, and have a good afternoon.
Automatically recorded in the panel
Dialogue re-created for this page, with made-up names and references. It is not the recording of any real call or of any real customer.
Management panel
A panel that speaks your estate agency’s language: clients, consultants and viewings
Real screenshots of the panel, unretouched.
Sample data
Viewings, in each consultant’s calendar
The agent only offers each consultant’s free times. Whatever your team blocks, such as a signing at the notary’s office, is not offered over the phone.
Sample data
Tenant incidents
Every fault comes in with its priority, its assignee and its committed date. The ones closest to falling due appear first.
Included in the plan
Everything it includes for your estate agency from day one
Up and running in 1 day, set up with your consultants, your opening hours and the requirements for each type of transaction.
Questions for each type of transaction
To rent: listing or area, budget, how many people would live there and whether there are pets, employment and approximate income, and move-in date. To buy: listing or area, budget, financing and move-in date. To sell or let: address, type, size, bedrooms and condition of the property, whether it is vacant or let, whether it is mortgaged or listed with another agency, expected price and timescale.
Viewings and valuations in the calendar
One calendar per consultant. The agent books the viewing or the valuation only in free times, and the subject line captures what is known: reference, transaction, number of people and move-in date.
AI sales funnel
Every prospect enters the sales funnel with their “Property enquiry”. The AI summarises the call, places the card in the right stage and shows you where deals are being lost; marking it as won or lost is up to your team.
Tenant faults, prioritised
Safety first (gas, water). Then an incident with a reference and a deadline: urgent (4 h) if there is no water, electricity, gas or heating, if there is a leak or if the tenant cannot get into their home. If the tenant asks how it is going, the agent tells them the status and, if it has already been set, the day the technician will come.
Messages for the property manager
Notices to vacate, late payments or questions about the tenancy agreement: the agent listens tactfully, takes a message and does not confirm deadlines or amounts. The property manager receives it in the panel.
Limits it never crosses
It does not negotiate prices or promise anything on the owner’s behalf, it does not advise on taxes, contracts or the law, it does not give out other people’s details and it never asks about nationality or origin (Spanish Law 15/2022).
In development
Complete management of every property, from listing to repair
These features for estate agencies are in development. Integrations with your systems are ready within 3 weeks at most and integration consulting is free of charge.
Your listings, synchronised
Your portfolio is read from your property software via API or from the same file you already send to the portals (Kyero XML, JSON or CSV). The agent recognises the reference the caller is asking about and answers with the up-to-date price and availability. If something is not in the listing, it does not say it.
Documents for renting and for selling
A list of requirements for each type of transaction, which you can adjust: payslips, employment contract and employment history report for renting; land registry extract (nota simple), energy performance certificate and latest IBI (property tax) receipt for selling. Each person receives a personal link to upload their documents from their mobile, and your consultant approves them or rejects them with a reason. The files are stored encrypted and none of them goes through an AI model.
Contracts from your own templates
You upload your own contracts in Word (tenancy agreement, arras deposit contract, sales mandate, inventory) with placeholders, and the panel fills them in with the details of the owner, the tenant, the guarantor and the property. Before you download it, it tells you which details are missing. The legal wording is always your agency’s own.
The record for each property
Electricity, gas and water contracts with their supplier, account holder and fault line number; insurance policies with their policy number; the warranties for the boiler and the appliances; and the property’s documents, such as the title deed or the energy performance certificate. Everything to hand when a tenant calls.
Periodic inspections
The boiler, the gas installation, the air conditioning or the energy performance certificate, each with its last inspection, the next one and the company that carries it out. The panel sends a reminder 30 days before it is due and on the day itself.
The AI calls the insurer and the repair service
Once the incident is open, the AI calls the insurer, the repair service or the maintenance company on behalf of your agency: it explains the fault, provides the policy details, records the claim reference and the day the technician will come, and the tenant receives it by WhatsApp. These outbound calls are billed at €0.65 + VAT per minute.
Frequently asked questions
Frequently asked questions about the virtual receptionist for estate agencies
Answers to the most common questions before you request a demo.
What information does it ask for when someone wants to rent?
The details your consultant needs to assess the application: the listing or the area, the budget, how many people would live there and whether there are pets, their employment situation, their approximate income (explaining why it is needed) and the move-in date. It never asks about or records nationality, origin, religion or similar data, even if the landlord requests it: Spanish Law 15/2022 prohibits discrimination in access to housing.
Does the caller know they are talking to an artificial intelligence?
Yes. As soon as the call is answered, an announcement tells the caller they are speaking to a virtual assistant powered by artificial intelligence, as required by Regulation (EU) 2024/1689, and it cannot be switched off. If they would rather speak to a person, the agent takes a message so that their consultant can call them back or, if you set it up, transfers the call to whoever is available at that moment.
Can it negotiate the price or give advice on the contract?
No. If someone makes an offer or asks something only the owner knows, it takes a message so that the consultant can call them back and records it in the sales funnel. Nor does it give advice on taxes, contracts or legal matters: it offers a call back from your team. And it never gives out details of owners, tenants or other prospects.
What does it do if a tenant calls with an emergency?
Safety first: if there is a smell of gas, it tells them not to touch any switches, to open the windows, turn off the gas at the meter, leave the property and call 112; if there is a water leak, to turn off the stopcock. It then opens the incident as urgent, with a 4-hour deadline, and gives them the reference. It does not tell them who pays for the repair: that is for the property manager to decide.
Does it connect to my property software or to the property portals?
Today the agent answers with the information on your properties that you upload to the panel or that it looks up live in one of your systems with an API. Automatic synchronisation of your portfolio, via API or using the file you already send to the portals (Kyero XML, JSON or CSV), is in development, with integration within 3 weeks at most. The panel already connects to Salesforce, HubSpot, Microsoft Dynamics 365, Zoho CRM, Pipedrive and other CRMs, and integration consulting is free of charge.
Does it send the list of documents by WhatsApp?
Yes, if your agency has WhatsApp Business connected. During the call it sends the list of documents to the mobile they are calling from (if they are calling from a landline, it asks for a mobile number): DNI or NIE, recent payslips or proof of income, and employment contract. Collecting the documents through a personal link is in development.
How much does the virtual receptionist for estate agencies cost and when can it be up and running?
A single plan at €300 + VAT a month, with 1,000 minutes of conversation included. Each additional minute costs €0.65 + VAT. We have it up and running in 1 day, additional integrations are ready within 3 weeks at most and integration consulting is free of charge.
Request a demo with your properties and your requirements
We set up the demo with two or three of your listings, the requirements for each type of transaction and one consultant’s calendar, and we show you the resulting call. We do not need any data about your clients.
Single plan: €300 + VAT a month with 1,000 minutes included · additional minute €0.65 + VAT · up and running in 1 day · free integration consulting