For real estate and property management
Showing requests and burst pipes arrive on the same phone line.
One line carries a buyer who wants a showing on Saturday, a tenant with no heat, and an owner chasing an update. Miss the first and you lose a commission. Miss the second and you get a complaint, a bigger repair bill and a review about it.
from $1,000 to build. Telephony and compute at cost, on your own accounts.
The calls you are losing
These are the ones that do not call back
- The portal inquiry that calls at nine at night, when whoever calls back first books the showing
- The after hours maintenance call that goes to a cell phone somebody forgot to charge
- The status calls that eat the working day and generate no commission at all
Portal inquiries arrive in the evening and the agent who calls back first gets the showing. By the morning it belongs to someone else.
A small leak that waits until Tuesday because nobody answered is an insurance claim by Wednesday.
Your team spends its day on updates for owners, tenants and buyers, which are the calls that bill nothing.
What it handles
Scripted for real estate and property management
- Books showings into the right agent's calendar, qualified: position, financing or proof of funds, timescale
- Takes maintenance reports properly, with property, unit, access, severity and photos requested by text, then follows your escalation rule
- Applies your management agreement's definition of an emergency rather than its own, so the burst pipe is escalated and the dripping faucet is logged
- Answers status calls: has the offer gone to the owner, when is the contractor coming, where is my deposit
- Calls applicants, sellers and owners back on the schedule you set, including the chase calls nobody gets around to
Where it stops
It does not negotiate rent, discuss a deposit dispute, or answer anything about an applicant's background or circumstances. Those go to a person, always.
A call, start to finish
What the caller hears, and what you get afterwards
Thursday, 11:40pm. No heat, and the tenant is elderly.
- AgentMarchwood Property, automated line. What has happened?
- CallerThe heat has gone off completely and it is freezing in here.
- AgentI am sorry. Can I confirm the property address and unit?
- CallerUnit 4, 118 Camden Row.
- AgentThank you. Is anyone in the home elderly, unwell, or under two years old?
- CallerI am 81.
- AgentThat makes this an emergency under the management agreement for this building, so I am authorizing an out of hours contractor now rather than logging it for the morning. You will get a text with their name and an arrival window.
What the business gets
Escalated on the building's own rule, not the agent's judgment. Contractor dispatched under the standing authorization limit, owner notified by email, ticket raised, and the whole call transcribed in case anyone asks later what was promised.
Sample script on a fictional business. Yours is written around your own calls.
Self-hosted
Tenant data, recorded calls, and the questions a machine must never answer
Two things make property different. First, you hold personal data on more people than almost any other local business: applicants, tenants, guarantors, sellers, contractors. Self-hosted keeps all of it on your infrastructure instead of a supplier's.
Second, phone calls are where fair housing complaints begin. The agent is scoped so it will not engage with a question about family status, national origin, disability or anything else in that category. It hands the call straight to a person. And because every call is transcribed on your own system, you can show precisely what was said.
- Applicant, tenant and owner data stays on your infrastructure
- Complete transcripts on your own systems, which is what you need if a call is ever questioned
- Protected characteristic topics are handed to a person rather than answered
- Consent announcement configured to your state
- Retention and deletion controlled by you
Call recording consent differs by state and we build the announcement and retention to yours. We also keep the agent out of arrears and deposit dispute conversations entirely unless your compliance lead has signed the script, because that contact is regulated and a complaint costs more than the calls are worth.
See self-hosted and hosted compared row by row, including the two places hosted wins.
What it plugs into
It writes into the system you already run
Property management
AppFolio, Buildium, Yardi, Rent Manager
Agent CRM
Follow Up Boss, kvCORE, HubSpot
Lead feeds
Zillow lead numbers, portal inquiry lines
Where a system has a usable API we connect to it. Where it does not, we tell you that before you commit rather than after. How we build them.
Outbound, once inbound is settled
The calls nobody gets around to making
- Showing confirmations that cut no-shows
- Lease renewal calls before the notice window
- Owner and seller update calls on a fixed schedule
Outbound calling is regulated in most places. We build the consent rules and the calling windows to your jurisdiction before it dials anyone.
Start with the audit
Find out what your phone is actually losing
Send us a month of call data. We will tell you what rang out, what it is plausibly worth, and whether this is worth building for you.
Questions from real estate and property management
Can it decide whether something is an emergency?
It applies your definition, taken word for word from your management agreement, and it does not add its own. Anything ambiguous reaches your on-call person with the details already collected.
Will it call tenants about late rent?
Only if your compliance lead signs off the script, and we would suggest not starting there. Collections contact is regulated. Renewals, showings, appointments and updates are the outbound worth doing first.
We already pay for an after hours service. Why change?
Two reasons. Cost per call, and where the recordings live. Ask your current provider where the audio is stored, who can listen to it, and what happens to it when you leave. If you do not like the answers, that is the reason.
What does self-hosted mean in practice?
The agent runs on infrastructure you control, which for most businesses is a cloud account in your own name rather than a server in your building. The call audio, the transcripts and the customer details sit on your systems rather than on a platform vendor's, so you can audit where everything is and delete it yourself.
What does it cost?
from $1,000 to build and deploy. That is the build: scripting, integration, deployment and testing on your infrastructure. After that you pay your telephony and compute providers directly on your own accounts, so there is no per-minute margin sitting between you and your own phone line. We show you what a month costs at your call volume before you commit.
Will it replace our receptionist?
That is not usually what happens or what we would suggest. It runs as overflow, taking the calls that would otherwise ring out: after hours, during the rush, and when everyone is already on the phone. The people who answer today keep answering, with fewer interruptions and a shorter callback list.
Not quite your line of work?
The build is the same. The scripts and the rules about what it must never say are not.
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Stop losing the call to whoever answers first
It runs beside your existing phone system first, so nothing changes for the callers you already reach. You switch more of the line over when the transcripts convince you.