More valuation opportunities progressed
Engage homeowners immediately, before another agency has built the relationship.
AI for Estate Agents
Turn more property enquiries into booked appointments.
Respond to every new enquiry the moment it arrives, 24 hours a day. Calls, website forms and messages are all handled in real time, connected to your calendar and CRM.
A voice AI agent answers the phone in and out of hours, qualifies the caller against your criteria, books into a valuer’s live diary and writes the record back to your CRM. Urgent or high-value calls transfer straight to a person.
Valuation requests, property enquiries and viewing bookings, handled 24 hours a day.
- Answered out of hours
- Qualified before handover
- Booked into live diaries
- Recorded in your CRM
Two ways enquiries are currently lost
Instant response to website enquiries.
A valuation request should become a conversation—not another email in the branch inbox.
When a homeowner submits a valuation form, the system can call them immediately while their intent is at its highest. The response is built around your agency, your qualification criteria and your valuers’ live availability.
Workflow: Valuation form → instant call → qualification → valuation booked → CRM updated
- Confirm the property and contact details
- Establish their moving timescale
- Ask whether they have already spoken to other agents
- Qualify the opportunity using your criteria
- Check the valuer’s live availability
- Book the valuation directly
- Send an immediate confirmation
- Update the CRM with the call summary and appointment details
Two ways enquiries are currently lost
24/7 telephone coverage.
Your office may close at 5:30. Property enquiries do not.
When the branch closes, your main number can divert to an AI voice agent trained around your agency, properties and approved processes. Complex or urgent calls still reach a person.
Workflow: Incoming call → identify intent → answer or qualify → book or escalate → CRM updated
- Answer enquiries about available properties
- Capture buyer and tenant requirements
- Book valuations and viewings
- Amend or confirm appointments
- Answer approved common questions
- Route enquiries to the correct branch or department
- Escalate urgent or complex calls to a person
- Record the conversation and update the CRM
A homeowner requests valuations from three local agencies at eight o’clock in the evening. One agency calls immediately, answers their questions and books the valuation. The other two call the following day.
Which agency creates the strongest first impression?
The research on this is widely misquoted. We set out what it actually establishes, and what it does not. See also seven agency workflows worth automating.
Responsiveness does more than secure the appointment. It signals that the agency is organised, proactive and serious about handling opportunities when they arise.
The enquiry journey
From first enquiry to the right appointment.
The same workflow behind the Megabite AI receptionist, applied to property enquiries rather than generic web forms.
Each stage is only built where it earns its place. An agency losing evening valuation calls needs something different from one losing applicant enquiries to slow follow-up.
- Enquiry arrivesTelephone call, valuation form, property enquiry, viewing request, WhatsApp or messaging, and portal leads.
- Immediate responseInbound voice AI, outbound AI callback, SMS, WhatsApp or email acknowledgement, with human escalation where required.
- QualificationVendor, buyer, landlord or tenant; property or area of interest; timescale; requirements; eligibility or branch criteria; preferred appointment.
- Booking and routingValuation, viewing, consultation or mortgage and financial-services appointment—routed to the correct branch, department or negotiator.
- Record and follow-upCRM updated, call summary and transcript stored, confirmation sent, reminders scheduled and unbooked leads followed up.
Commercial outcomes
Start the day with appointments—not a callback list.
What changes when enquiries stop waiting for the branch to reopen.
More viewings booked
Allow buyers and tenants to ask questions and arrange the next step without waiting for the branch to reopen.
Lettings and tenant calls covered
Triage maintenance and emergency calls out of hours, escalate the genuinely urgent and route landlords and tenants to the right team.
More financial-services referrals
Identify mortgage and protection interest during qualification and pass it to the adviser while the enquiry is still live.
Less repetitive administration
Collect requirements, confirm details and update systems without staff re-entering the same information.
A consistent 24/7 customer experience
Provide the same response standard across evenings, weekends, departments and branch locations.
Integrate before replacing
Built around the systems you already use.
Megabite improves what happens around your current systems. We do not recommend replacing a capable CRM simply to add immediate response, qualification and booking. Where the connections themselves are the work, that becomes a systems integration question.
- Telephone number or telephone system
- Website and valuation forms
- Live calendars
- Estate-agency CRM
- Email and SMS
- WhatsApp Business
- Property data
- Branch-routing rules
- Internal notifications
Integration depends on the access, APIs and restrictions of each provider. Megabite checks feasibility before promising a connection.
Beyond the first workflow
More ways Megabite can improve estate-agency operations.
Once the enquiry workflow is connected, the same foundations support the rest of the operation. These are expansion opportunities, not prerequisites.
Around the front of the business
- Lead routing and branch allocation. Direct enquiries according to geography, property type, department, availability or lead value.
- Viewing confirmations and changes. Automate reminders, confirmations, cancellations and rescheduling while keeping the calendar current.
- Applicant qualification and enrichment. Collect buying position, budget, mortgage status, desired area, property requirements and timescale.
- Valuation and instruction follow-up. Maintain contact with homeowners who are not yet ready to instruct or who have requested multiple valuations.
Around the rest of the operation
- Vendor communication. Prepare structured updates, viewing feedback and agreed progress messages.
- Sales-progression visibility. Bring milestones, missing information, responsibilities and stalled cases into one operational view.
- Property-management workflows. Automate maintenance requests, contractor coordination, arrears follow-up and service-charge communication.
- Reporting dashboards. Show enquiry sources, response times, booked appointments, missed calls, branch activity and conversion outcomes.
Implementation
A focused implementation, not a major systems replacement.
Every agency connects a different combination of telephone system, forms, calendars and CRM. The figures below are starting points, not fixed quotations.
Lead Recovery Review
Free. The starting conversation: a short commercial review of how enquiries currently arrive, what happens outside office hours and where opportunities may be lost. If there is a fit, the demonstration we build around your agency is free as well.
Estate Agency Lead Recovery Setup
From £495. Covers the selected website-form callback, voice AI, qualification, calendar booking and CRM workflow. Training the agent on your own content, style, limitations and escalation rules is part of it, in 25 languages. A straightforward agent with one integration starts at £495; CRM and calendar work with more involved conversation design runs £695 to £995; multiple systems and bespoke automation are quoted individually.
Managed service
From £195 per month. Covers hosting, monitoring, uptime, prompt tuning, refining answers and ongoing testing — no technical knowledge needed at your end. Includes 200 connected minutes a month, then £0.80 per minute, falling to £0.40 on the largest plan. Full plans and prices.
These are starting points rather than fixed prices, and vary with the level of integration involved. Additional usage is charged according to connected call minutes and agreed messaging usage. Multi-branch, multilingual and complex CRM implementations are scoped separately. You receive a firm figure after the review, not before. Prices exclude VAT or IVA where applicable.
Straight answers
What agencies ask before starting.
The workflow draws on workflow automation and controlled AI automation. Neither is the point—the booked appointment is.
Does every caller have to speak to AI?
No. The journey can use a person, an automated callback, SMS, WhatsApp, a smart form or direct booking. Voice AI is one option, chosen where it suits the enquiry type and the hours involved.
Can you integrate with our estate agency CRM?
Often, but it depends on the product, your licence and the access available. Megabite checks the API, permissions and record structure before recommending an implementation, and will say when a reliable connection is not possible.
Will automation make client communication impersonal?
It should do the opposite. Routine confirmation, qualification and scheduling become consistent, which frees negotiators and valuers for the conversations where judgement and relationship actually matter.
We already have a CRM. Why would we need this?
A CRM records and organises an enquiry. It cannot answer the phone at eight in the evening, qualify the caller or book them into a valuer’s diary. Lead Recovery improves what happens before and around that record.
Can it work with our current telephone number?
Usually, by diverting the existing number outside chosen hours or when calls go unanswered. This depends on your telephone provider and setup, which is confirmed during the review.
Can it cover evenings and weekends only?
Yes. Many agencies start with out-of-hours cover and busy-period overflow, then extend once the workflow is proven.
Does this guarantee more instructions?
No. It improves response speed and recovery opportunities; it cannot guarantee customer behaviour or sales outcomes. The review uses your own enquiry volumes and figures to establish whether the opportunity is worth pursuing.
Does the review or the demo cost anything?
No. The initial conversation is free, and if there is a fit, so is the demonstration we build around your agency. Costs begin only if you decide to proceed with an implementation.
Can we begin with lead response and add the rest later?
Yes, and that is usually the sensible order. Prove the enquiry workflow first, then extend into viewing follow-up, vendor communication or progression visibility.
Experience what your customers would experience
See a demo built around your agency.
It happens in three steps. First a short call, so we understand how enquiries reach you now and can tell you honestly whether this is worth doing. If it is, we build a lightweight demonstration around your agency. Then we call it together—you test it as a homeowner, buyer or applicant, ask realistic questions and see how the booking and qualification actually work.
The call and the demonstration are both free, and the demo call takes about ten minutes. If the fit is not there, we will say so at step one rather than build something you do not need.