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Real estate

AI answering service and receptionist for real estate agents

Sign calls come in while you’re at a showing, in a negotiation or asleep. Your AI virtual receptionist answers the calls you forward to it, gives listing facts from the details you approve, takes showing requests and the buyer’s situation, and sends hot leads to the right agent at once. It never gives a price opinion, and it never comments on who lives in a neighbourhood.

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Leads go cold in minutes

A buyer standing in front of your sign is ready now. An hour later, they’re looking at another listing.

A study of sales leads found that companies that tried to reach a lead within an hour were nearly seven times as likely to qualify it as those that waited longer (Harvard Business Review, 2011). A buyer who reaches voicemail calls the next agent on the next sign.

Your virtual receptionist answers every sign call, portal call and referral, gives the same accurate listing facts to everyone and sends the agent a short summary: who called, about which property, whether they’re pre-approved, whether they already have an agent and when they want to see it.

Fair, consistent answers

Every caller gets the same listing facts. It never comments on who lives in an area and points questions about schools or safety to official sources. Price opinions, offers and negotiation stay with licensed agents.

What agents get called about

Six kinds of call, each with its own ending, so the right agent hears about the right call.

A call comes in from a sign, a portal listing or your website. The greeting says it’s an AI and that the call is recorded.

  1. Buyer at a sign Is 42 Elm still for sale? What are they asking?
    Your virtual receptionistGives the listing facts you approved, then asks about pre-approval, an agent and timing.
    The call endsA hot lead, and a showing request if they want one
    Your team receivesA lead email to the listing agent, the moment the call ends.Sign and listing calls
  2. Showing request Can I see it tonight?
    Your virtual receptionistTakes the times that suit them and their details. Confirms nothing until the seller agrees.
    The call endsA request for the listing agent
    Your team receivesThe request, with the buyer’s times, to confirm with the seller.Showing requests
  3. Seller or valuation What’s my house worth?
    Your virtual receptionistTakes the address, the timeline and why they’re thinking of selling. Gives no estimate.
    The call endsA valuation lead
    Your team receivesA seller lead email for the agent who covers the area.
  4. Buyer’s agent I’m the buyer’s agent, and I have an offer.
    Your virtual receptionistTakes the agent’s name and brokerage.
    The call endsPut through to the listing agent, or emailed at once
    Your team receivesThe call, or an email headed Offer.Calls from other agents
  5. Past client Is Dana around? She sold our house last year.
    Your virtual receptionistTakes the message for the agent they name.
    The call endsA message for that agent
    Your team receivesA referral email with the caller’s details.
  6. Tenant or landlord I rent a house your office manages, and the furnace is out.
    Your virtual receptionistFollows your property management rules, emergencies first.
    The call endsPut through to on-call, or a work order
    Your team receivesThe same as a property manager would.Property management calls

A sign call on a Sunday

The caller asks the one question only the listing agent can answer. The virtual receptionist says so, then finds out what the agent needs to know.

Sample call · Harbourview Realty (example brokerage)
  1. AI receptionistThanks for calling Harbourview Realty. I’m an AI assistant. This call is recorded and transcribed so we can handle your request. How can I help you today?
  2. CallerI’m outside 42 Elm. Is it still for sale, and what are they asking?
  3. AI receptionistIt is. It’s listed at $689,000, with three bedrooms and two bathrooms, and there’s an open house on Saturday from 2 to 4. Would you like a private showing before then?
  4. CallerYes. Is the price negotiable?
  5. AI receptionistThat’s a question for the listing agent, Dana. Are you working with an agent already, and are you pre-approved for a mortgage?
  6. CallerNo agent, and yes, we’re pre-approved.
  7. AI receptionistThank you. When would you like to see it?
  8. CallerToday, if possible. Or tomorrow evening.
  9. AI receptionistI’ll send Dana your request for today or tomorrow evening, and she’ll confirm a time with the seller. Can I get your name and the best number to reach you?

The hot-lead email the agent receives

The headline says what matters most to an agent: the property, and whether the buyer is ready. The details below are the ones you’d ask for yourself.

At a brokerage, the email names the listing agent at the top and goes to everyone on your call notifications list. An agent who wants calls put through directly can have a line of their own, with its own agent.

New call · Buyer leadExample

42 Elm Street: pre-approved buyer, no agent, wants to see it today

Caller
Jordan Park · (617) 555-0174
Listing
42 Elm Street · $689,000 · listing agent Dana Brooks
Buyer’s situation
Pre-approved. Not working with an agent.
Showing request
Today, or tomorrow evening
Asked
“Is the price negotiable?” Told that’s for the listing agent.
Next step
Confirm a showing time with the seller, then call Jordan.
Example. The recording and the full transcript are in your 365vox portal.

Who should hear about each call

At a brokerage, the right agent matters as much as the fast answer. A common routing, set in your business rules:

Real estate call routing at a brokerage
The call is aboutWho hears about itHow
A specific listingThe listing agentNamed at the top of the lead email; put through if it’s their line
A valuationThe agent who covers that areaA seller lead email, by your area rules
A new buyer with no listing in mindThe agent on dutyBy your rota, in your business rules
An offer from another agentThe listing agentPut through, or an email headed Offer
A past clientThe agent they nameA referral email
Anything elseThe officeA callback message

An example. Your routing goes in step 9, Business rules.

Fair housing on every call

Real estate calls are where steering happens, often with good intentions. The virtual receptionist sticks to the property.

  • The same listing facts for every caller, from the sheet you approve
  • No comments about who lives in a neighbourhood, a building or a school
  • Questions about schools or safety pointed to official sources, such as the school district or police department
  • No “perfect for families” or “great for young professionals”: it describes the home
  • No questions about the caller’s family, religion, origin or disability
  • Requests for accessibility details answered from the listing, or passed to the agent

Why the home, not the people

The Fair Housing Act makes it unlawful to make any statement that indicates a preference based on a protected class (42 U.S.C. §3604(c)). HUD’s rule applies it to spoken statements as well as written ones (24 CFR 100.75). Describing the home, not who should live in it, keeps the call on what you’re selling. General information, not legal advice. Rules differ by state, province and city, so check yours.

What missed calls cost your business

Put in your own numbers.

Sign, listing and referral calls that reach voicemail today.
Callers who end up buying or listing with you.
Your share after the brokerage split.
Our pricing examples use 2.2 minutes.

Revenue those missed calls could be worth each month

$11,691

Calls answered per month26
Conversation minutes78
365vox cost at $0.75/min (USD)$58
Answer every call — try it free for 7 days

An estimate from the numbers above, not a guarantee. Amounts in US dollars. A month is counted as 4.33 weeks; cost is billed by the second. Starting values are example numbers chosen by 365vox for a real estate team; replace them with your own.

Build it yourself

Build your real estate line yourself

The settings in the 365vox portal for a team or a brokerage. Your listing sheet is the heart of it: the agent answers only from what’s on it.

Build yours free for 7 days

You set all of this yourself in the 365vox portal, on the Customize screen. Everything saves as you type; then you submit, test the agent with a real call and activate it.

Customize · your agent

  1. Step 1, IndustryOther, or Property management if your office also manages rentals.
  2. Step 3, Questions to askAdd Which property are you calling about?, Are you working with an agent?, Are you pre-approved for a mortgage? and When would you like to see it?
  3. Step 4, Forward to a personThe agent on duty, for offers and callers who ask for a person.
  4. Step 8, Call notificationsYour agents’ emails, up to 10, so every lead reaches the right inbox at once.
  5. Step 9, Business rulesYour listing sheet as a document, your routing rules, and For schools or safety, point callers to the school district and the police department.
  6. Step 10, Things your agent will never doAdd Never give a price opinion or a valuation, Never give lockbox or door codes and Never describe who lives in an area.

Illustrative example

A two-agent team with 15 active listings

Every listing has a sign with the team’s number. Calls come in during showings, closings and family dinners.

  • Every sign and portal call answered with that listing’s approved facts
  • Pre-approved buyers and new seller leads emailed to the agent at once
  • Other agents’ offer calls put straight through to the listing agent
  • Price opinions, offers and negotiation left with the agents

The numbers, worked out

Calls answered that used to be missed
26 a month
Closed deals at 5%
1.3 a month
Commission at $9,000 a deal
$11,691
365vox for those calls$58/mo

Illustrative example, not a 365vox customer result. Assumptions: 6 missed calls a week (4.33 weeks a month), 5% become closed deals, $9,000 commission per deal, 3 minutes a call at $0.75. Change them in the calculator above.

Leads in your CRM

Written straight into the CRM you already use, with an email copy of every lead.

CRMs and calendars, for any industry

Not on an industry system? Your receptionist can book into your calendar and log every caller in your CRM.

  • HubSpot CRM
  • Salesforce CRM
  • Microsoft Dynamics 365 CRM
  • Keap CRM
  • GoHighLevel CRM & marketing
  • Pipedrive CRM
  • Zendesk Help desk
  • Freshdesk Help desk
  • Google Calendar Calendar
  • Microsoft Outlook Calendar
  • Calendly Scheduling
  • Acuity Scheduling Scheduling

Product names and logos are trademarks of their respective owners and are shown to indicate compatibility, not partnership or endorsement. Some connections require a specific plan from the software provider.

Comparing virtual receptionist services?

Live answering services usually sell monthly plans of minutes or calls. 365vox is an AI virtual receptionist that answers forwarded calls on the first ring, day and night, follows your approved answers and costs $0.75 a minute, billed by the second, with no plan.

The virtual receptionist, minus the call center

Real estate answering service FAQs

What does a real estate answering service do?
It answers the calls agents miss: sign and listing calls, showing requests, valuation enquiries and calls from other agents. With 365vox, every call ends with a lead or a message emailed to the right agent at once.
Can it tell a caller what their home is worth?
No. It takes the address, the timeline and why they’re thinking of selling, and sends the lead to an agent, who prepares any valuation.
Can it book showings?
It takes the request and the buyer’s preferred times and sends them to the listing agent, who confirms with the seller. It never confirms a showing the seller hasn’t agreed to.
How does it know which listing a caller means?
It asks for the address, then answers from that listing’s approved details. You update the listing sheet in the portal as things change.
How fast does the agent hear about a hot lead?
The moment the call ends, by email. Offers from other agents can be put straight through.
How does it handle fair housing?
It gives every caller the same listing facts, never comments on who lives in an area, and points questions about schools or safety to official sources.
Does it work with our CRM?
Yes. Leads go into CRMs such as HubSpot, Salesforce and Pipedrive, with an email copy of every one. See CRM and PMS systems.
How long does setup take?
You build it yourself in the 365vox portal, test it with a real call, then switch it on. Most businesses go live in about five business days, and you can try it free for 7 days.

Every sign call answered while you’re at the last showing.

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