Customer Support and Voice AI
AI receptionist for small business: calls, bookings and handoffs
What an AI receptionist does on a real call, the rules that apply, a sample greeting and a pass/fail checklist to launch one safely.
Outbound
AI Outbound Calling Agent for Real Estate
Portal enquiries get a call back within minutes, viewings get booked, and sellers hear how their listing is going.
A portal enquiry goes cold fast, and agents are usually out on viewings when it lands. This agent rings enquirers back inside your calling window, books viewings into your agents' calendars, phones registered buyers when a new listing fits, and gives sellers scheduled updates from what your team has logged. Every call is recorded in your real estate CRM.
- Calls portal enquiries back while the lead is still warm
- Books viewings straight into the listing agent's calendar
- Keeps sellers updated on schedule from notes in your CRM
$8,400
20–30 working days
Optional maintenance $420/mo
What it is
AI Outbound Calling Agent for Real Estate phones portal enquirers back while the lead is still warm, books viewings into your agents' calendars, calls registered buyers when a listing fits their criteria and gives sellers scheduled updates. Every call lands in your real estate CRM with a transcript.
Why businesses buy it
In real estate, the agency that calls first usually gets the viewing. When agents are out showing homes, portal leads wait hours, buyers move on, and sellers ring the office wondering what is happening. This agent makes those calls on time, every time, from your approved listing details, and leaves offers, pricing and strategy to your agents. Your team spends evenings on deals, not diary admin. The Scope Card fixes the flows, systems and calling rules before you buy, so you know exactly which calls it takes on.
Problems this solves
Portal enquirers go cold before an agent rings them back
The agent phones portal enquirers back while interest is still fresh. It answers listing questions from your approved information and books a viewing into the right agent's calendar.
Registered buyers miss new listings that match their brief
When a listing fits a buyer's saved criteria, the agent can call them about it. Interested buyers are offered a viewing, and the outcome lands in your real estate CRM.
Sellers chase the office for updates on their sale
Scheduled update calls keep sellers informed using the details your team records. Questions about offers or price go straight to the listing agent by live transfer.
Viewing feedback is rarely collected and never written down
A feedback call can be one of up to five flows in the real estate workflow template. Every call is saved to your CRM with a transcript for the agent to read.
A good fit if
Enquiries from listing portals reach your inbox or feed faster than your agents can ring them back, and the slow ones go cold.
Agents spend evenings phoning people to arrange and confirm viewings that a scripted call could set up.
You keep buyer requirements, such as area, budget and bedrooms, in a real estate CRM and want new listings matched to them by phone.
Sellers ring the office asking what is happening with their property, and you would rather call them first on a set schedule.
Not the right fit if
Most of your calls are incoming, from buyers ringing about a board or a listing. See AI Voice Receptionist for Real Estate, which answers the line rather than dialling out.
You only need viewings booked around agent availability, with no outbound calling campaigns. See AI Viewing Booking Agent, the narrower build.
Your priority is following up leads after enquiries and viewings, without buyer matching or seller updates. See AI Real Estate Follow-Up, which focuses on that step.
Overseas buyers or tenants need calls in a second language. This build covers one; add the Additional Language Pack, with your order.
Several branches each need their own numbers, agents and calendars. Add Multi-Location Setup, alongside the build.
How it works
- A portal enquiry arrives by email or feed and the lead is queued for a call inside the calling window you set, so first contact happens while they are still browsing.
- The agent opens with your disclosure wording, confirms which property they asked about, and checks the basics your branch needs before arranging a viewing.
- If they want to see it, the agent reads the listing agent's Google or Outlook calendar, books a slot, and repeats the time back before hanging up.
- Buyer-matching calls go to CRM contacts whose saved requirements fit a listing you choose, asking whether they would like the particulars or a viewing.
- Sellers get update calls on the cadence you agree, covering only what your team has logged, such as viewings held and feedback noted.
- Each call ends in your real estate CRM as a transcript, a summary and an outcome, and anyone who asks for a person is transferred live to the number you choose.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- A Twilio, Vonage or Exotel account in your name, approved for outbound calls, with the number you will dial from.
- Access to your real estate CRM and to the calendars agents use for viewings.
- How portal enquiries reach you today, by email or feed, and which portals you list on.
- Notes or scripts for each call type: enquiry call-back, viewing booking, buyer matching and seller updates.
- Your calling windows, retry limits, opt-out handling and call-recording disclosure wording.
- Transfer numbers for each agent or branch, office hours, and the voice you prefer.
- One decision-maker who signs off the flows and the test calls.
- Documented prior consent for every number we call, with your lists scrubbed against applicable do-not-call lists before each campaign. We do not give legal advice, so confirm your calling obligations with your own counsel.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified; portal sources, call flows and calling windows agreed.
Weeks 1–2
Enquiry call-back, viewing, buyer-matching and seller-update flows built.
Week 3
Real estate CRM and agents' calendars connected; portal enquiries routed to the calling queue.
Weeks 3–4
50 test calls across the four flows, with transcripts sent to you.
Week 4
Your review, then two rounds of changes to scripts and timing.
Go-live
Live on your number, recorded handoff session, 30 days of support begins.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $8,400 |
| Express | 15–25 working days | $9,450 |
| Rush | 10–20 working days | $10,500 |
What you receive at handover
- The real estate outbound calling agent, configured and live on one phone number
- The real estate intent library and workflow templates, set up as up to five call flows with live transfer
- Connection to up to two agreed systems, such as agents' calendars and your property CRM
- A test report using real estate scenarios, with transcripts of 50 test calls
- An admin guide and recorded 60-minute handoff session
- 30 days of post-launch support
Expected benefits and how to measure them
- Portal leads can hear from you while they are still actively looking.
- Agents can spend more time at viewings and less time on callbacks.
- Sellers can stay informed without ringing the office.
- Time to first callback
- Compare the gap between portal enquiry and first call in your CRM, before and after launch.
- Viewings booked from portal leads
- Count viewings created from portal enquiries in agents' calendars for a month on each side of go-live.
- Feedback captured per viewing
- Check how many viewings have feedback logged in the CRM, comparing the same two months.
Before you start: Pull a month of portal enquiries from your CRM with the time each was first called. Note how many viewings resulted and how many have feedback.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is paid once. Calls are billed in your own voice and telephony accounts at roughly $0.13 to $0.31 per connected minute all in, plus number rental. Spend follows how many enquiries you call and how many retries you allow, since unanswered attempts also use telephony time.
AI usage during build and testing is billed to your accounts too, alongside your existing CRM plan.
Ask about running costsCustom requirements
Need a sixth flow, such as lettings renewals, or a third connected system like a separate lettings database? Add a note at checkout for a written Change Quote. That work starts only once you accept it, and your original order keeps its timeline.
Request a custom versionKeep it running
Optional monthly maintenance covers monitoring, fixes and monthly change hours, such as a new development's FAQ or revised seller-update scripts. It begins after the 30 days of support.
$420/mo (5% of the build price a month, includes 4 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A dialler subscription charges per seat plus minutes | A lead-response call team charges a monthly retainer | Ours is one fixed price, shown on this page before you buy |
| Speed to lead | A dialler waits for an agent to press call | Callers work set shifts | Ours calls each portal enquiry inside your calling window |
| Viewings | The agent books it by hand afterwards | Depends on the calendar access agreed | Ours books into the listing agent's calendar during the call |
| Records | Call logs without an outcome | Notes arrive in a daily summary | Ours writes transcript, summary and outcome to your CRM |
Questions about this product
How quickly does the Real Estate calling agent ring a new portal enquiry?
As soon as the enquiry reaches the connected source and the time falls inside your calling window. Enquiries arriving by email or feed from listing portals are queued straight away. Outside your permitted hours the lead waits for the next window rather than being called late, and every attempt and its outcome are logged in your CRM.
Can the Real Estate calling agent book a viewing straight into an agent's diary?
Yes. It reads the listing agent's Google or Outlook calendar, offers open slots inside the rules you set, such as viewing length and travel buffer, and books the one the buyer picks. The time is read back before the call ends, and the booking appears in the calendar and against the contact in your real estate CRM.
How does buyer matching by phone work for an estate agency?
You choose the listing, and it calls contacts in your CRM whose saved requirements fit it, using the criteria fields you name at intake. It describes the property from your approved listing details, asks whether they want the particulars or a viewing, and records the answer. It never quotes anything that is not in the information you supplied.
What do the seller update calls tell a vendor?
Only what your team has recorded. On the schedule you set, it calls each seller and passes on the updates logged in your CRM, such as viewings held or feedback noted. Questions about price changes, offers or strategy are not answered on the call; they go to the seller's agent as a callback request with the transcript attached.
What does the Real Estate outbound agent cost to run each month?
Roughly $0.13 to $0.31 per connected call minute all in, covering the voice platform, AI model and telephony, plus number rental, all paid in your own accounts. Retries on unanswered portal leads add telephony time, so your retry limit matters. Monthly maintenance is optional.
How long until the Real Estate calling agent is dialling?
The delivery panel on this page shows the timeline for each speed. Intake is due within 72 hours of ordering, and late items push the date, so arrange CRM and calendar access first. Before launch we place fifty test calls covering portal call-backs, viewing bookings and seller updates, and you get two rounds of changes.
Will buyers and sellers know an AI agent is calling them about a property?
Yes. Every call opens with a disclosure in wording you approve, before the conversation moves on. Rules on automated calls differ by country and state, so you supply the wording and calling windows, and your telephony account must already meet the rules where you call. Anyone can ask for a person or opt out.
Guides on this topic
All guides Call the portal lead before another agency does.
Order AI Outbound Calling Agent for Real Estate and portal enquiries, viewings, buyer matches and seller updates are handled by phone on a fixed delivery date.
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