An AI receptionist for estate agents that books viewings while your negotiators are out
Buyers, tenants, vendors and landlords all ring the branch, and the branch is often empty because everyone is at a viewing. OptiFlow answers every call to your agency, books viewings and valuations, captures applicant details and routes landlord and tenant calls correctly, from £49 a month.
Why agencies lose applicants on the phone
Estate and letting agency runs on viewings, and viewings are booked by phone. A buyer sees a listing at lunchtime and rings. A tenant finds a flat on a portal at 9pm and rings the next morning. A homeowner thinking of selling rings two or three agents for a valuation. If the branch phone is not answered, because the negotiators are out and the one person left is on another call, that applicant books with the agent who picked up. Portals send you leads, but the phone is still where most viewings are booked.
An AI receptionist answers every call in your agency’s name. It identifies the property the caller is interested in, captures their situation such as whether they are proceedable or a first time buyer, and books a viewing into the right negotiator’s diary. Valuation requests get the property details captured and an appointment booked with a valuer. Landlord and tenant calls about maintenance, rent or renewals are routed to property management with an accurate message. Offers are captured and flagged immediately.
OptiFlow Lite starts at £49 a month with unlimited calls answered around the clock, built for independent agencies and single branches. Multi branch agencies can step up to the OptiFlow Voice Agent, which handles more complex routing and takes holding deposits on the call.
What it handles for an estate or letting agency
Viewing requests
It identifies the property, captures the applicant’s details and position and books the viewing into the negotiator’s diary.
Valuation enquiries
Vendors and landlords thinking of instructing get the property details captured and a valuation appointment booked with the right person.
Applicant qualification
It asks the questions you set, such as chain position, finance and timescale for buyers or income and move date for tenants.
Offers and urgent calls
An applicant ringing to make an offer is flagged to the negotiator immediately with the figure and the details.
Tenant and landlord calls
Maintenance reports, rent queries and renewal questions are routed to property management with an accurate message.
Out of hours and weekends
Portal traffic peaks in the evening. It answers the calls that follow, so applicants book with you and not the agent who was open.
Set up around your branch, your negotiators and your diary
We start with a short set up call to learn your negotiators and valuers, their diaries, the questions you ask applicants and how you route lettings and property management calls. The receptionist then books into the diary you use and says only what you have approved about properties and fees.
Caller information is handled securely and the agency controls what is recorded and where it goes. Every call ends with a message to the right person containing the caller’s name, number, the property and what was booked or asked. Managers can see how many enquiries came in and how many turned into viewings.
You keep your branch number and forward it, all the time or only when nobody answers within a few rings. Most agencies start with overflow while the team is out on viewings, then add evenings and weekends when they see how many applicants were ringing after hours.
Calls it answers in an agency
The buyer at lunchtime
A couple have seen a listing and want to view on Saturday. The receptionist captures their position, books the viewing with the negotiator and confirms it, while the branch is empty.
The landlord with a leak
A tenant reports water coming through the ceiling. It takes the details, flags it as urgent to property management and tells the tenant what happens next.
The vendor ringing three agents
A homeowner wants a valuation. It captures the property details and books the valuer for the following day, before the other two agents have rung back.
Questions people ask
Can it book viewings into our negotiators’ diaries?
Yes. It books into the diary you use and we discuss during set up how it fits with your agency software.
Can it qualify applicants?
Yes. You set the questions, such as chain position and finance, and it asks them consistently on every call.
Does it handle lettings and property management calls?
Yes. It routes maintenance, rent and renewal calls to the right people with accurate messages and flags urgent issues immediately.
What does it cost?
OptiFlow Lite starts at £49 a month with unlimited calls answered. The Voice Agent for multi branch agencies starts at £1,500 a month. See the pricing page for the full detail.
Hear it book a viewing
Book a ten minute demo and we will ring your phone with the receptionist live so you can hear how it handles a viewing request, a valuation and a tenant.
Related reading: AI receptionist UK, AI receptionist for law firms, AI receptionist for accountants, AI receptionist use cases by industry.