AI Receptionist
Answers portal and phone enquiries in seconds, at any hour, qualifies the buyer or seller, and books a viewing or a valuation on the call.
- Answers in seconds
- Books viewings and valuations
- English and Spanish
Professional services · SK-RE
Real Estate Team Sub-Account Kit
Configured for speed and patience at once: portal enquiries answered in seconds, viewings booked on the call, and buyers nurtured for the year until they move.
- Portal enquiries answered in seconds, where response time genuinely decides the instruction
- Long-horizon nurture for sellers who are twelve months out
- Viewing feedback captured automatically and returned to the vendor
What is in the kit
Nine components. Exactly nine.
Every SubaccountKit snapshot contains the same nine components and nothing else. What changes between kits is what they are configured to say and do — everything below is written for the Real Estate Team Sub-Account Kit, laid out in the order it runs.
Stage 01Lead capture and first contact
01 03 AI Chatbot
Answers availability, price and process questions on the website, SMS and Meta, captures the buyer's criteria or the seller's timeline, and books inside the conversation.
- Captures buyer criteria
- Seller timeline captured
- Books inside the chat
04 Professional Website
Buying, selling and valuation pages written properly, valuation booking on each, and enquiry forms that capture criteria and timeline rather than just a name.
- Buying and selling pages
- Valuation booking
- Criteria-capturing forms
Stage 02Ten days of multi-channel follow-up
02 AI Outbound Caller
Calls registered buyers when a matching property lists, chases viewing feedback, rings missed viewings the same day and re-engages sellers approaching their timeline.
- New-match calls
- Feedback chasing
- Same-day missed viewings
Stage 03Booking and no-show prevention
05 Smart Appointment System
Viewings and valuations confirmed with the address and access notes, reminded at 24 hours, 1 hour and 15 minutes, and recovered inside the hour when missed.
- Address and access notes
- 24h / 1h / 15min ladder
- Recovery within 60 minutes
Stage 04Reviews and social proof
06 Review Harvesting
The ask fires at post-completion, once the client has actually moved. One satisfaction question, then the public link or an internal escalation.
- Fires post-completion
- After they have moved
- Google and Facebook links
07 Review Automation
Keeps a low-volume, high-value profile growing between completions: one well-timed reminder, alternating platforms, monthly reporting.
- Built for low volume
- Alternating platform links
- Completions-to-reviews view
Stage 05Lifetime client nurture
08 Database Reactivation
Buyers who stopped viewing, valuations that never listed, and past clients approaching a typical move interval, all get an AI call referencing what they were originally looking for.
- 6-month dormancy trigger
- References their criteria
- Throttled batch calling
09 Lifetime Nurture Campaigns
Move anniversaries, annual valuation offers, market updates for long-horizon sellers and a referral programme aimed at clients whose move went well.
- Move anniversaries
- Annual valuation offers
- Referrals from completions
The same nine ship in every kit in the catalog. Delivered within 1–2 business days of purchase confirmation. 12 hours of dedicated installation support, to be used within 14 days of purchase.
The end-to-end run
How the complete system works
From a stranger’s first ring to a client of several years. This is the flow the Real Estate Team Sub-Account Kit wires into a sub-account on day one — the nine components above are what you get, and this is how they run together.
A stranger makes contact
Lead capture and first contact
Multi-channel entry with intelligent routing
Phone calls — AI receptionist
The call is answered on the first ring, at any hour, in a natural speaking voice.
- Answers 24/7 in a natural human voice
- Qualifies with smart questioning rather than a menu
- Books straight into the live calendar on the call
- Bilingual — English and Spanish
- Transfers hot prospects to a person mid-call
Voice AIAuto-bookSmart IQMessages and web chat
The same assistant, on every inbox the business owns.
- Instant replies on SMS, email, Facebook and Instagram
- Website chat carrying the same qualification logic
- Collects enquiry type and stated preferences
- Hands off to a human agent without losing the thread
- Fires the follow-up triggers behind the scenes
Multi-platform24/7 repliesQualifyForms and ads — Google, Facebook, TikTok
A submission is the start of a sequence, not an entry in a spreadsheet.
- Every submission opens the ten-day nurture immediately
- Follow-up runs across email, SMS and AI calling
- Smart routing by enquiry type, so urgent never queues
- Lead-source attribution recorded from the first touch
- Automatic hand-off to consultations when intent is clear
FormsAdsNurtureThey are interested but not ready
Intelligent lead nurture
A ten-day multi-touch sequence across three channels
Days 1–3 · Email
Establish who this is and why they should keep reading.
- Welcome email carrying the offer
- Service overview, copy already written
- Social proof placed where it does work
- A clear call to book or call
Days 4–7 · SMS
Shorter, closer, easier to act on from a phone.
- A time-sensitive offer
- A brief testimonial in the message body
- One-click booking link
- Urgency that reads as helpful, not desperate
Days 8–10 · AI call
The touch almost every sequence is missing.
- Friendly re-engagement, not a pitch
- Handles the objections that stopped them
- Books the appointment on the call
- Smart voicemail with a reason to call back
They have booked
Booking and no-show prevention
Protecting the slot from the moment it is taken
Instant booking confirmation
Confirmation lands before they have closed the tab.
- SMS confirmation with the details
- Calendar invite for Google and Outlook
- Email confirmation for the record
- Pre-visit questionnaire attached
Smart reminder sequence
Three reminders, three different jobs.
- 24 hours out — SMS and email, what to prepare
- 1 hour out — the "on the way" message
- 15 minutes out — the final alert
- Rescheduling in one tap, at any point
AI no-show recovery
The slot is missed, and the phone rings while the intent is still warm.
- Automatic call within 60 minutes
- Understands what happened rather than reading a script
- Reschedules immediately, offering concrete times
Auto callingDesigned to a 70% recovery targetThe completion is done
Reviews and social proof
Turning finished work into public evidence
Intelligent review request
Two hours after the completion, one question decides where it goes.
- Satisfaction check sent two hours after the completion completes
- Satisfied — straight to the Google or Facebook link
- Unsatisfied — private form and internal escalation
- A steady flow rather than occasional bursts
Designed to produce 5–10 reviews a monthAI comment reply bot
Reviews are answered, which is half of what a profile is judged on.
- Auto-replies to positive reviews
- Personalised thank-yous, not one template
- Negative reviews handled with genuine empathy
- Serious issues escalated to a person immediately
Social proof engine
The reviews go back onto the site rather than sitting on a platform.
- Publishes review snippets automatically
- Builds visible trust signals on the pages that convert
- Lifts conversion on the same traffic
- Supports local search ranking signals
They are a client
Lifetime client nurture and retention
Keeping the relationship alive for years, not weeks
Continuous engagement
Low frequency, long horizon, never silent for a whole year.
- Seasonal reminders keyed to the business calendar
- Quarterly check-ins that expect no reply
- Birthday and anniversary offers
- An annual review of what they last had done
AI client support bot
Existing clients get answers without waiting for office hours.
- Instant answers to the standard questions, 24/7
- Rescheduling handled in the conversation
- Status enquiries answered from the record
- Document lookups without a phone call
Database reactivation and referrals
Nobody is allowed to quietly disappear.
- Six-month inactivity trigger on every contact
- "We miss you" sequences with a real reason to return
- Monthly referral prompts to the people most likely to give one
- A VIP tier for the clients who keep coming back
The two performance figures above — a 70% no-show recovery rate and 5–10 reviews a month — are the system's design targets, supplied by the product team. They are not measured results from named customers, and they are never published as review or rating markup.
The problem it is pointed at
What this business loses today
Portal enquiries are answered too late
Enquiries arrive in bursts and the first agency to respond books the viewing. Everyone else is negotiating for second place.
Vendors never get viewing feedback
The one thing every vendor asks for is the one thing that consistently arrives late or not at all.
Long-horizon sellers are dropped
A homeowner twelve months from listing gets two emails and is then forgotten, and instructs whoever stayed in touch.
Past clients are never contacted
Every past client is a future instruction and a referral source, and the database sits untouched between moves.
What changes, and which component does it
- Portal and phone enquiries answered in seconds, at any hourAI Receptionist
- Buyer criteria and seller timelines captured automaticallyAI Chatbot
- Matching buyers called the day a property listsAI Outbound Caller
- Viewings and valuations confirmed, reminded and recoveredSmart Appointment System
- Viewing feedback chased and returned for the vendor reportReview Harvesting
- Long-horizon sellers kept warm for a yearLifetime Nurture Campaigns
Built for
- Independent agencies and agent teams handling 60+ enquiries a month
- Teams whose portal enquiries arrive faster than anyone can answer
- Agents with a database of past clients they never contact
Not built for
- Agents whose enquiries are owned entirely by a portal's own messaging
- Commercial agencies working from off-market relationships
- New-build sales teams working a single development
If you are in the second list, say so and we will tell you what would actually help — or that nothing we sell would.
Where the hours come back
An agency taking 140 enquiries a month, booking about 60 viewings, with an average commission of $4,900 per completion.
- Off enquiry response8h/wk140 enquiries ÷ 4 weeks × ~14 min of first-response work = ~8 hours a week
- Off viewing admin4h/wk~15 viewings a week × ~15 min of confirming and rearranging = ~4 hours a week
- Off feedback chasing3h/wk~15 viewings × ~12 min of chasing and writing vendor updates = ~3 hours a week
- Off database outreach3h/wk~200 past clients and long-horizon sellers contacted on a schedule rather than never
~18 hours a week in this illustrative scenario — roughly 78 hours a month. Your figures will differ; the arithmetic is shown so you can substitute them.
When it pays back
One additional completion a quarter at $4,900 covers this kit four times over. The eighteen hours a week is what lets an agent be on a viewing instead of on the phone chasing feedback.
Run your own numbers
An illustrative scenario, with your inputs
These are not measured customer results and never will be presented as such. They are arithmetic. Change any field and the sentence below changes with it — including the sub-account multiplier, because most people reading this are rolling the Real Estate Team Sub-Account Kit out across more than one client.
Illustrative arithmetic only. It assumes every missed enquiry is answered and that your own close rate holds on recovered contacts — neither is guaranteed, and both depend on your offer and your team. No figure here is a measurement from a real customer, and none of it is published as review or rating markup.
Response time decides the instruction
Portal enquiries arrive in bursts and the agency that replies first gets the viewing. This is one of the few genuinely measurable facts in estate agency, and it is unwinnable by a human at volume. The receptionist and chatbot answer in seconds on every channel, qualify, and book the viewing.
Two horizons at once
A registered buyer needs viewings this week. A homeowner who might sell next spring needs a light, useful cadence for a year. Both tracks run here, separately, because collapsing them into one sequence fails both.
Viewing feedback, returned
Every vendor asks the same question after a viewing, and most agents answer it late or not at all. Feedback is requested automatically and routed back for the vendor report, which removes the single most common source of vendor frustration.
After completion
Review harvesting fires post-completion, when the client has moved and the relief is real. Lifetime nurture then keeps the relationship alive through anniversaries and market updates, which is where repeat instructions and referrals actually come from.
Related work
Teams running per-agent sub-accounts should look at bulk sub-account provisioning.
Delivery and support
What is in the box, and what is a separate job
Clear edges make a better engagement than a long list of exclusions. Here is where the included support ends and where a quote begins.
Included with every kit
- Support for the snapshot itself and everything inside it
- Adjusting the automations that ship with the kit
- Adding a few more automations alongside them
- Tuning triggers, timings and message copy in the components
- Help getting the kit loaded and configured in your sub-account
Quoted separately, or run by a VA
- Third-party integrations with systems outside the sub-account
- Third-party API work, in either direction
- Custom software and middleware development
- Ongoing campaign management run on your behalf
All four are real services we offer — seeintegrations, APIs and custom software. They are scoped and quoted so you know the cost before anyone starts.
- Delivery
- Within 1–2 business days of purchase confirmation
- Installation support
- 12 hours dedicated, to be used within 14 days of purchase
- Licence
- Unlimited installs into sub-accounts you own or manage
Reviews
Reviews of this kit
These are sample entries. SubaccountKit is new, so rather than invent testimonials we are showing clearly-labelled placeholders while the deck waits for real customers. Nothing here is published as review or rating markup either — search engines see no ratings from this site until the words are real.
This is a preview card so the review deck can be styled and tested before real feedback exists. The kit went into a fresh sub-account, the load sheet listed every custom value in order, and the build was finished before lunch.
Placeholder copy standing in for a real review. The point being illustrated here is the follow-up ladder stopping the moment someone books, which is the thing most sequences get wrong.
A preview entry, not a customer quote. It exists so the deck renders with a realistic length of text and the shuffle animation can be judged honestly before launch.
Sample text. Deliberately four stars rather than five, so the star row is tested at more than one value and the layout is proven before real reviews arrive.
Another preview card. Real reviews will replace every entry in this file, and the same change that swaps them in also switches the review structured data on.
Questions about the Real Estate Team Sub-Account Kit
Seconds, on every channel. Portal enquiry response time is one of the few things in this industry that measurably decides who gets the viewing, and a human simply cannot beat it at volume.
Yes, on separate tracks with different horizons. A seller twelve months from listing needs a light, useful cadence; a buyer registered this week needs viewings.
Yes. Feedback is requested automatically after a viewing and routed back for the vendor report, which is the update every vendor asks for and few agents send reliably.
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The exit conditions are the test, not the first message.
Comparing kits in the same group?See every professional services kit, with what the nine components are configured to do there and who they are wrong for.
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Delivered within 1–2 business days of purchase confirmation, with 12 hours of dedicated installation support to use within 14 days.
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