Scheduling twenty viewings, answering the same question thirty times, and the listing texts still need writing.
An estate agency sells availability and speed. Whoever responds first gets the appointment. At the same time, each property swallows a surprising amount of time in work that has nothing to do with brokering: scheduling viewings, answering the same questions, writing texts, collecting documents and passing on the status to people who need to hear nothing more than that it will be fine.
An estate agency with two to twenty staff, active in sales, buying agency or lettings, with dozens of properties on its books.
Sound familiar?
- Scheduling viewings is a series of phone calls and messages between candidate, seller and diary.
- The same questions about service charges, leasehold, completion and energy label come up again with every property.
- Writing property listings takes an hour per home and often happens at the last minute.
- Sellers are slow to supply documents, which holds up putting the property on the market.
- Responses from Funda, email, WhatsApp and your own site arrive in four different places.
- After a viewing, the feedback to the seller sits waiting until someone has time for it.
- In lettings, screening candidates is manual work, and the waiting list lives in a spreadsheet.
What usually runs here
That does not have to go. We build in between and around it.
Where the gains are
Viewings that schedule themselves
Candidates choose from slots the seller has released, with confirmation, reminder and a waiting list when a slot fills up. Cancelling automatically moves the next one up.
scheduling takes no more phone calls and fewer slots stay emptyFirst response within a minute, day and night
An assistant answers questions about a property using the data from your own system, schedules a viewing and hands over to the agent when it really comes to negotiating.
you are the first to respond, in the evening and at the weekend tooListing text and presentation as a draft
From the features, the measurement report and your own house style comes a draft text for the listing, in your tone. The agent edits and puts it live.
from an hour of writing to a quarter of an hour of checking per propertyCompleting the file without chasing documents by phone
Each property has a set list of the documents needed. The seller sees an overview of what is still missing and gets reminders; whatever comes in is recognised and filed in its place.
properties go on the market sooner and the files are in orderEvery channel on one list
Responses from Funda, email, WhatsApp and your own site come together in one place, linked to the property and to the candidate, with who did what and when.
no response falling through the cracks and feedback that is accurateThe honest bit
- An assistant may inform and schedule, not negotiate or make commitments about price and conditions. We set that boundary firmly; without it, it is a risk instead of a tool.
- Anyone talking to an assistant should know it isn’t a human. That is not our choice but a requirement of the EU AI Act, and it works better too.
- In lettings and screening, data and equal treatment are sensitive. We don’t leave selecting on characteristics to a model; the system collects and organises, a human decides.
- The Funda integration and the NVM exchange determine how much can be automated. Whatever can’t pass through there, we can’t fix either.
How we start
The core session lasts one half-day of four hours and costs €596 excluding VAT and travel costs. We walk through one property from instruction to handing over the keys and add up where the time goes. Usually scheduling viewings and the first response to enquiries come out first; you notice that within two weeks.
Further reading
From our insights
Most businesses start with the tool and then get stuck. It is better to start with one piece of work that comes back every week and nobody enjoys.
The build costs are usually the easiest part of the bill. The surprises are in the clean-up beforehand, the monthly usage and the maintenance afterwards.