Real Estate
AI Tenant & Maintenance Agent for Property Managers
Answers tenant questions, triages maintenance requests by urgency and creates work orders in your property software; an edition of AI Real Estate…
Real Estate
AI Real Estate CRM Agent
Every call, email and portal enquiry logged into the right CRM record, with stale deals flagged instead of left untouched.
A CRM is only useful when it is current, and agents rarely have time to log every call, email and portal enquiry. This agent does that logging for them. It matches each interaction to the right contact and deal, updates the stage and notes, and flags stale deals or missing fields for a person to review. Your team gets a CRM it can trust.
- Calls, emails and portal enquiries logged to the right record
- Deal stages and notes kept current without manual entry
- Stale deals and missing fields flagged for follow-up
$5,900
20–30 working days
Optional maintenance $295/mo
What it is
AI Real Estate CRM Agent listens to calls, reads emails and portal enquiries, and updates the matching contact, deal stage and notes in your CRM so records stay current without manual data entry. It flags stale deals and missing information for a person to review.
Why businesses buy it
When the CRM falls behind, managers lose sight of the pipeline, follow-ups are missed and reports stop meaning anything. Asking agents to log more rarely works, because selling always comes first. This agent keeps records current in the background from activity that is already happening, and points out the deals that need attention. Pipeline reviews start from accurate data, and nobody spends Friday afternoon catching up on notes. The Scope Card fixes the channel, the two connected systems and the six workflows before purchase, so you know exactly what gets updated and what is flagged.
Problems this solves
The CRM falls behind because agents log calls days later, if ever
The CRM agent reads emails and portal enquiries and listens to calls, then updates the matching contact, deal stage and notes. Records stay current without agents typing everything in.
Managers cannot trust pipeline reports built on stale records
Deal stages update as activity happens, so pipeline views reflect what is really going on. Stale deals are flagged for a person to review rather than lingering at the wrong stage.
Key details like budget or timeline never make it into the record
The agent flags missing information on contacts and deals for someone to fill in. Up to six workflows set what counts as missing and who gets told about it.
A good fit if
Your agents talk to buyers and sellers all day but updating the CRM afterwards is the first thing that gets skipped.
Deals sit in the wrong stage for weeks because nobody moves them after a call or an email exchange.
You already have a CRM such as Follow Up Boss, kvCORE or BoomTown, and want it kept current automatically, not replaced.
You want stale deals and missing information flagged to a person, not silently left for someone to notice later.
Not the right fit if
You need buyer or seller readiness assessed, not records kept tidy. See AI Property Qualification, built for readiness checks.
You need the first response to a brand-new portal enquiry, not ongoing CRM hygiene. See AI Real Estate Lead Agent.
You need scheduled outreach sent to leads, not records updated. See AI Real Estate Follow-Up.
You need more than six workflows or more than two systems with write access, for example five separate CRMs across five offices. Add a note at checkout for a Change Quote, or start from our Custom AI enquiry form.
How it works
- Calls, emails and portal enquiries are read as they come in, whichever channel you connect.
- Each interaction is matched to the right contact and deal record already in your CRM, buyer, seller or a tenant enquiry.
- The deal stage, notes and any new detail, a changed budget, a financing update, an offer made, are written back to that record.
- Your own rules decide what updates automatically and what needs a person, for example moving a deal past a certain stage.
- Deals that have gone quiet past your own threshold, or records missing required fields, are flagged for a person to follow up.
- A weekly summary of what changed and what was flagged is available, so nothing gets buried in the activity log.
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.
- Admin or API access to your CRM and any other connected system, sandbox or test records if you have them.
- Your own rules for deal stages, what counts as stale, and what an update needs a person to approve.
- Ten real sample calls, emails or portal enquiries, so we can test against situations you actually see.
- The name of the approver for updates that fall outside your automatic rules.
- Your business information (company basics, hours and brand voice), shared during intake, reused if you have already completed it.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- One person on your side who can approve decisions during the build.
- 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 and your CRM rules agreed.
Weeks 1–2
CRM and communication channels connected.
Week 3
Update and flagging workflows configured.
Weeks 3–4
50 documented test scenarios run.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded handoff session, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $5,900 |
| Express | 15–25 working days | $6,800 |
| Rush | 10–20 working days | $7,650 |
What you receive at handover
- The CRM agent working across one channel, with read and write access to your CRM and up to one other system
- Up to six workflows for record updates, stale-deal flags and missing-information checks
- Your field definitions and process notes loaded from up to a hundred documents
- A test report from fifty documented scenarios
- An admin guide, the recorded handoff session and 30 days of support
Expected benefits and how to measure them
- Agents can spend less time on data entry.
- Helps pipeline reports reflect current activity.
- Makes gaps in client records easier to spot and fill.
- Activity logged on time
- Sample contacts each week and check whether the latest call or email appears in the record.
- Stale deals
- Count deals with no logged activity past your chosen threshold, from CRM reports, before and after launch.
- Data-entry time per agent
- Ask agents to log CRM admin time for two weeks before and two weeks after launch.
Before you start: Run a CRM report on stale deals and contacts missing key fields. Ask agents how much time they spend logging activity each week.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running it is billed in your own accounts: roughly $50 to $250 a month for AI model usage and hosting, on top of the CRM or helpdesk plan you already pay for.
AI usage during the build and testing is also billed to your accounts, so you keep ownership of every provider relationship. Nothing runs through us.
Ask about running costsCustom requirements
If you need something outside the Scope Card, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Your original order runs on its normal timeline either way. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
For AI Real Estate CRM Agent, monthly maintenance covers monitoring, fixes and a monthly allowance of change hours, enough for an adjusted rule or a new field to track. It starts after the thirty days of support, bills monthly, and can be cancelled any month.
$295/mo (5% of the build price a month, includes 2 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 CRM's own automation add-on charges per seat for basic field updates | A custom agency quotes after discovery calls | Ours is one fixed price, shown on this page before you buy |
| Scope | A CRM add-on updates fields it was built for, not your own rules | An agency agrees scope during the project | Ours is written on the Scope Card before purchase |
| Delivery | A CRM add-on switches on the day you subscribe, with no custom rules | An agency usually takes several weeks, set per project | Ours has a fixed delivery time shown before you buy, with faster options |
| Judgment | A CRM add-on updates whatever it is told, with no flag for stale deals | An agency build depends on what was agreed | Ours applies your own rules and flags what needs a person |
Questions about this product
How much does AI Real Estate CRM Agent cost?
It is a single fixed build price, paid once, shown with each delivery speed in the price and delivery panel on this page. It covers the whole Scope Card: one channel, two connected systems such as your CRM and email or phone platform, six workflows with your update and approval rules, testing and a recorded handoff session. There is no charge per record updated.
How long until AI Real Estate CRM Agent is live?
Each delivery speed has a fixed time, shown in the price and delivery panel on this page, and it starts once your intake is complete and CRM access is verified. Sharing a sandbox or test records, your deal stages and the fields you want kept current helps us stay on schedule. We test the update rules against sample activity before anything writes to live records.
What CRM access does AI Real Estate CRM Agent need?
We need admin or API access to your CRM and any other connected system, sandbox or test records if you have them, plus ten real sample calls, emails or enquiries to test against. Everything is shared by adding our team as a user or creating a key you control, never by email, and one person on your side approves the update rules before launch.
What does AI Real Estate CRM Agent cost to run each month?
Running costs are separate from the build price and paid directly to your own providers, typically $50 to $250 a month for AI model usage and hosting, on top of the CRM or helpdesk plan you already pay for. Agencies with more agents and higher call volume sit toward the higher end. Monthly maintenance is optional.
Can we change the CRM update rules later?
Yes. Two rounds of changes are included in the build, so most adjustments to deal stages, stale thresholds or approval rules happen before launch. After that, small tweaks fit inside the monthly change hours of maintenance, and a genuinely new workflow, for example a rule set for a second office, comes as a quoted add-on.
Does AI Real Estate CRM Agent replace our existing CRM?
No. It works inside the CRM you already use, such as Follow Up Boss, kvCORE or BoomTown, reading calls, emails and enquiries and writing updates back to existing records. Your CRM stays the single system of record for every contact, deal and transaction; this build simply keeps it accurate without manual entry after every interaction.
How is AI Real Estate CRM Agent different from AI Property Qualification?
AI Real Estate CRM Agent keeps existing records accurate: deal stages, notes and flags for stale deals. AI Property Qualification makes the judgment call itself, assessing a buyer or seller's readiness, financing status and timeline. Many agencies run both, with qualification results becoming one of the fields the CRM agent then keeps current.
Who owns the CRM data afterwards?
You do. Every contact, deal and note stays inside your own CRM under your own account throughout the build and afterwards; we never hold a separate copy. We configure and test the update logic, hand over an admin guide and a recorded session, then step away at launch, apart from the 30 days of included support that follow.
Stop losing deal history to a missed update.
Order AI Real Estate CRM Agent and it starts keeping records current from calls, emails and portals on a fixed delivery date. The scope above is what you get, in writing, before you pay.
Works well with
