AI agent for real estate agencies
Handle inquiries 24/7 at your real estate agency without overwhelming your team: meet an AI agent that does the heavy lifting.
Can you imagine only receiving rental inquiries that perfectly match both the landlord’s needs and your agency’s criteria?
The rental process is overwhelmed with requests and paperwork. With an AI agent that operates on WhatsApp and filters all the leads for a property you just listed, you can focus on scheduling appointments with the most suitable prospects.
The challenge
Real estate agencies in major cities receive dozens or even hundreds of daily messages via WhatsApp, email, or listing platforms from potential tenants.
Manually replying to all of these inquiries takes hours. On top of that, each agency works with its own tools and processes, making standardization difficult.
With the current volume of inquiries, efficiently filtering leads has become an urgent challenge.
Imagine
Imagine an AI agent that responds to each new inquiry and filters, directly on your WhatsApp number, those that match your needs and the landlord’s expectations.
The ideal process would look like this 👇
- The real estate agency posts the rental listing on its preferred platform. When a prospective tenant expresses interest, the platform usually sends a notification email.
- The AI agent automatically generates a response, inviting the user to message a designated WhatsApp number to proceed.
- Once the person sends the first message via WhatsApp, the AI agent initiates a pre-configured series of questions: type of employment contract, rental duration, available documents, etc.
- If the prospect meets the minimum requirements, the system creates a profile for a qualified lead and forwards an email to the agency’s visits department, including both the chat history and a summary of key points.
With this method, the agency only spends time on prospects who truly qualify and have the necessary documentation. The result is a cleaner process, filtered leads, and a team focused on closing deals instead of responding to repetitive messages going from spending 5–10 minutes per lead to just 1.
If you want to go further, the AI agent can even schedule the apartment viewing.
- For leads who pass the filter, the AI agent can ask for their availability and schedule the visit. This is possible because it can connect to your calendar and find available time slots.
Detailed explanation
The key to this solution is its modular architecture and seamless integration with each agency’s existing tools. Here’s how it works on a more technical level:
1) Listing and initial interest (performed manually by the real estate agent):
– The agency posts the rental listing on a property portal.
– When someone shows interest, the platform sends a notification email.
2) Detection and automated response
– An automation reads incoming emails from the property portal and replies automatically, inviting the prospect to communicate via WhatsApp.
This helps reduce WhatsApp API costs, as the lead initiates the conversation, making the message free. If the agency sends the first message, WhatsApp charges €0.04 per contact.
3) WhatsApp Business API
– When the prospect sends their first message, the AI agent interacts through the official WhatsApp API.
– It operates 24/7.
4) Filtering and information validation
The agent, built with Langchain and using OpenAI’s latest model, asks pre-configured questions:
– Do you have a permanent contract?
– Desired rental duration?
- Do you smoke?
– Do you have pets?
– How many people will live in the property?
– Can you provide documentation?
– Can you provide guarantors?
– Etc…
5) CRM integration
– The AI agent connects to the agency’s CRM (or database) to cross-check key property data and minimum requirements.
– If the lead does not meet a condition, the system either disqualifies them or redirects them to alternative options.
6) Summary and notification
– If the lead passes the filter, the agent generates a summary with the information and sends an email to the visits team.
– The team reviews the data and contacts the lead from another number or by phone to schedule the visit.
Additional capabilities
– The AI agent can integrate with calendars (Google Calendar, Calendly, or the CRM's) and can also handle appointment scheduling for leads that passed the filter. This way, the real estate agent only needs to review and confirm scheduled viewings. The agent would ask the prospect for their availability, search for open calendar slots, and book the viewing.
– If a more advanced filtering process is needed, the AI agent can use OCR tools to read documents, allowing the agent to verify all documentation within the same conversation.
In summary, this AI-powered workflow coordinated by a Langchain agent reduces operational load, minimizes costs, and ensures that only high-potential leads move forward.
Business impact and ROI
Starting cool AI projects is easy. Keeping them alive is the hard part. Profitable, long-lasting projects, on the other hand, are easy to start and easy to maintain. So let’s assess the ROI. 💰
– The agency saves work hours by focusing only on qualified leads. How many hours? Let’s say you get an average of 30 leads per day. If you spend about 8 minutes per lead, that’s 4 hours a day spent qualifying. In a month, that’s roughly 84 hours of time saved.
– You can also view this as a resource-saving opportunity by increasing your efficiency in closing rental agreements.
What's next?
If you have a similar idea you'd like to implement in your company, feel free to reach out. You can contact me at pablo@ideasforge.io