Sell and manage more, without more admin.
A managed AI automation that routes every portal enquiry to the right agent, books inspections, keeps tenants and owners updated and pulls the admin across your sales and property-management teams — wired into the CRM and trust system you already run. You approve; it does the legwork.
- Routes realestate.com.au, Domain & website enquiries in seconds
- Proposes and confirms inspection times automatically
- Handles routine tenant, owner and maintenance comms
- Logs everything into VaultRE, Rex, PropertyMe or your CRM
The enquiry that sat for three hours went to the other agency.
A real estate office runs on speed and follow-through, and both leak out through admin. A buyer enquires on a Saturday listing; by the time someone reads it, sorts which agent owns the property and replies, the lead has already called three other agents. Meanwhile the property management side is drowning in routine-inspection notices, arrears reminders, maintenance acknowledgements and owner updates — every one of them time-sensitive, every one of them a template someone still types by hand.
It is rarely one hard task. It is the sheer volume of small, repeatable ones — spread across two portals, a website, a shared inbox, a CRM and a trust-accounting system that do not talk to each other. So agents chase, property managers fall behind, and the people you hired to list, lease and build relationships spend their day copying details between screens.
Where the hours go
- Portal enquiries answered late — after a competitor already called
- Inspection times booked by phone tag and back-and-forth email
- The same lease, arrears and inspection notices retyped weekly
- Enquiry details re-keyed from email into the CRM by hand
- Owner updates that slip because everyone was flat out
Four jobs, across sales and property management.
We wire an AI layer onto the systems your office already runs. It reads and acts like a switched-on assistant would — route, schedule, chase, update — and only interrupts a person for the calls a person should make.
Route every enquiry
Enquiries from realestate.com.au, Domain, your website form and direct email are read in full, matched to the right listing and agent, answered with an instant acknowledgement and logged in your CRM. The lead gets a fast reply and the agent gets a clean record — no manual sorting, no message lost over the weekend.
Schedule inspections
Open homes and private inspections get booked against the listing agent's real availability. The AI proposes times, confirms by SMS or email, sends reminders and updates the calendar — turning the usual phone tag into a booking that just appears, with unusual requests flagged for a person.
Tenant & owner comms
Maintenance acknowledgements, routine-inspection notices, lease-renewal reminders, arrears follow-ups and owner update emails are drafted or sent on the schedule you set. The repetitive property-management writing disappears, and anything that needs judgement lands in front of the right property manager.
Reporting & admin
Enquiry counts, inspection numbers, days-on-market, arrears and listing activity get pulled together into the weekly reports you send owners and principals — no chasing figures across five systems. Details flow from the inbox into the CRM automatically, so the record keeps itself up to date.
It plugs into the CRM and trust system you already run.
Connect securely
We connect to your CRM (VaultRE, Rex, Agentbox and similar), property-management and trust software (PropertyMe, Console and similar), portals, shared inbox and calendar using scoped access — only the permissions each workflow genuinely needs, with credentials held in a secrets manager. Nothing moves and nobody changes systems.
Map how you actually run
On the scoping call we map your real workflow — how enquiries are assigned, who owns sales versus property management, the notices and replies you send on repeat, the reports owners expect. That becomes the logic the AI routes, schedules and drafts against, in your agency's language, not a generic template.
Run alongside first
Before it touches anything live, we test it against your real enquiries and inbox side by side with your current process, so you can watch it routing, booking and drafting correctly. Your sales and PM teams sign off, then it goes live — and we keep monitoring it so it stays working as portals and software change.
Built for agencies where the phone never stops.
Whether you are a sales-heavy office chasing buyer enquiries or a rent roll buried in tenant and owner comms, the same managed build points at where your volume actually is. Independent agencies and multi-office groups alike — we scope it to your rent roll and listing load.
Anyone can build one workflow. Keeping it running through changeovers is the job.
Real reading, not keyword rules
Old filters match on words and break on anything phrased differently. The AI actually understands what an enquiry or maintenance request means, so it handles the way buyers and tenants really write — and knows when something is unusual enough to hand to an agent or property manager.
Wired across your stack
Real estate admin lives in a dozen places — portals, CRM, trust accounting, calendar, inbox. We connect them so an enquiry becomes a logged, assigned, actioned record and a booking, not just another email sitting in a shared inbox.
Owned and maintained
Portals change their formats, software updates its APIs, logins expire. Because we run it as a managed service, we catch failures early and fix them — the only reason the time savings actually last. If you would rather build it yourself, our managed vs DIY comparison lays it out honestly.
Questions agencies ask us
Does this replace our CRM like VaultRE, Rex or PropertyMe?
No — it wires into them. We keep the CRM and trust-accounting system you already run and add an AI layer that reads enquiries, updates records, schedules inspections and drafts comms against them. You are not migrating data or retraining the team on new software; the tools stay the same and the busywork between them goes away.
Portal enquiries come from realestate.com.au and Domain in different formats — can it handle that?
Yes. The AI reads each enquiry in full — whether it lands from realestate.com.au, Domain, your website form or a direct email — pulls out the property, the enquirer and what they asked, then routes it to the right sales agent or property manager and logs it in the CRM. Different portals, different wording, same clean result.
Will it book inspections without a person checking?
You set the rule. Most agencies start with the AI proposing inspection times against the listing agent's real availability and confirming by SMS or email, with a person approving anything unusual. Once you trust it on straightforward open-home and private-inspection bookings, you let those run automatically and keep the edge cases human.
What about tenant and owner communications on the property management side?
That is often where it earns its keep first. Maintenance acknowledgements, routine-inspection notices, lease-renewal reminders, rent-arrears follow-ups and owner update emails are all repetitive and time-sensitive — exactly what the automation handles well. It drafts or sends them on the schedule you set and flags anything that needs a property manager to make a call.
How does it deal with privacy and tenant data?
Access is scoped to only what each workflow needs, credentials are held in a secrets manager, and we agree exactly what data is touched and where it goes before anything goes live. Nothing is sent anywhere you have not signed off on, and you get documentation showing how it works.
How long before it is running in our office?
Most agencies are live within two to three weeks of the scoping call. We map how your office actually runs, build it, test it side by side against your real enquiries and inbox, and only switch it on once your sales and property-management teams are confident it routes and drafts correctly.
Tell us about your busiest bottleneck.
A free 30-minute scoping call. Describe the enquiries that go cold or the property-management comms that eat your team's week, and we'll tell you straight what an AI automation would take off their plate — and roughly what it would save.