A boutique real estate agency with 4 agents managing 25-40 active listings. They competed against larger agencies with bigger marketing budgets and full-time admin teams.
After 90 Days
AI answered the bulk of incoming calls; SMS auto-reply engaged web leads within minutes.
Faster first response and SMS calendar booking removed friction
Previously, most after-hours leads were lost by the next morning
Attributed to improved lead speed-to-contact
Less phone tag, less manual follow-up scheduling
Slow Lead Response Time
Agents took 6-18 hours to respond to online inquiries. In real estate, 78% of buyers work with the first agent who responds.
Quality leads lost before the team even made contact.
Manual Property Matching
Agents spent 3-4 hours daily reviewing new listings and trying to match them to buyer profiles stored in spreadsheets.
Significant time wasted on admin instead of selling.
After-Hours Leads Going Cold
35% of leads came through TradeMe and the agency website after business hours. By the next morning, many prospects had already talked to competing agents.
Lost opportunities worth thousands in commission.
Inconsistent Follow-Up
Hot leads from open homes often went cold because agents were too busy to follow up within the critical 24-48 hour window.
Poor conversion of warm leads to active clients.
We built an AI voice and SMS system that captures every inquiry instantly and nurtures leads on autopilot.
Phone System Setup
- Connected agency phone line to AI voice system
- Programmed common buyer questions and agent responses
- Created qualification script (budget, location, bedrooms, timeline, pre-approval status)
- Set up SMS auto-responder for website form submissions
Booking Automation
- Connected to agents' Google Calendars for availability
- Created SMS booking links for easy viewing scheduling
- Set up automated confirmation and reminder sequences
- Designed escalation rules so urgent buyers (viewing today or tomorrow) trigger an immediate agent notification
Follow-Up Sequences
- Built SMS drip campaigns for different lead types:
- Hot leads: Daily check-ins for 5 days
- Warm leads: Weekly property suggestions for 4 weeks
- Cold leads: Monthly market updates
- Created templates agents can personalise and send with one click
Launch & Training
- Trained agents on reviewing AI conversation transcripts
- Set up daily digest emails showing all leads captured
- Tested call handling during off-hours
- Went live with full system