Real Estate Chatbot for Agents
A chatbot that answers property enquiries around the clock, sorts prospects by financing status and books viewings straight into your calendar.
What we deliver
A real estate chatbot takes in enquiries about specific listings, qualifies prospects by budget, financing status and timeline, and books viewings into the calendar of the agent who owns the listing. It runs on your own website, as the reply path for portal enquiries and optionally on WhatsApp. Negotiating, valuing a property and building trust stay with people.
Where agencies lose the viewing
Enquiries arrive in waves. A fresh listing on willhaben or ImmoScout24 triggers a batch of messages within hours, then a trickle keeps coming in the evening and on Sunday. The viewing goes to whoever replies first, and that is exactly when your team is at a handover, at the notary or in the car between two properties.
The content of those messages does not help either. Most portal enquiries are the same prefilled template: no listing reference, nothing about financing, no moving date. Two emails and a callback later you finally know whether the person qualifies for the apartment at all.
What the bot settles before the first phone call
It asks in the order that matters in this business:
- listing number or ad link, so the enquiry maps to a record
- rent or purchase, owner-occupied or investment
- financing status: equity clarified, bank meeting pending, approval in hand
- timeline and notice period on the current home
- household size, pets, commercial use where house rules or zoning apply
What ends up in your system is a prospect with a filled search profile and a booked slot, not a chat log for someone to read through later.
Property details without invention
A bot that improvises service charges or energy performance figures is a liability. So it answers only from the listing record: floor area, room count, energy certificate values, service charges, commission, parking, earliest move-in date. When a field is empty it says so and hands over to the responsible agent. That limit is configured on purpose.
Connecting to your agency software
The bot is only as good as the handover into your system. Whether your software is JustImmo, onOffice or propstack matters less than whether it exposes an API or a structured export. With that connection in place, prospect, listing reference, viewing slot and note are written in one pass. Without an API we work through the portal mail channel and an intermediate store, which is clumsier and still works.
Disclosure, data protection, cold outreach
From 2 August 2026, Article 50 of the EU AI Act requires users to be able to tell they are talking to an AI. We build that in from the start, visible in the bot's first sentence. Processing runs on self-hosted n8n and PostgreSQL on our own infrastructure, not in a US cloud. Income statements and self-disclosure forms have no business sitting in an American vendor's chat history.
The bot only works with enquiries that come in on their own. Cold email to business addresses without prior consent is not permitted in Austria under section 174 TKG 2021, and we do not automate it. Listing acquisition runs through visibility, valuation requests and referrals.
How this differs from our other pages
This page covers the brokerage case. For how we design and run chatbots in general, across industries, see chatbot agency. If your question is tenant requests, damage reports and service charge statements, so administration rather than brokerage, property management automation is the right entry point.
How much a bot takes over depends on your enquiry volume and how well your listing data is maintained. We look at both in a free first call, before anyone talks about implementation.
The Challenge
Portal enquiries arrive in batches and mostly in the evening, while your team is out at viewings. The viewing goes to whoever replies first, everyone else gets a rejection or no answer at all. The messages themselves carry almost no information: no listing reference, nothing about financing, no moving date. So someone in the office qualifies by hand instead of looking after owners and closing deals.
Our Solution
We build a chatbot that picks up every enquiry immediately, maps it to the listing and asks about intended use, financing status and timeline. Qualified prospects land in your agency software with a search profile, suitable slots go straight into the calendar of the agent who owns the listing. The bot quotes only what the listing record contains and passes everything else to a person. It runs on self-hosted n8n and PostgreSQL, with AI disclosure per the EU AI Act from day one.
Use Cases
Qualifying portal enquiries
The bot answers enquiries from willhaben, ImmoScout24 or your own website, maps them via listing number or ad link and asks about intended use, financing status and timeline. Prospects who do not fit get a polite decline with a pointer to closer matches.
Coordinating viewings and group viewings
Open slots come from the responsible agent's calendar, group viewings as a time block with a capped headcount. The bot sends the reminder and address, takes cancellations and moves people up from the waiting list.
Listing details straight from the record
Floor area, room count, energy certificate values, service charges, commission, parking, earliest move-in date. The bot quotes only what the listing record holds and hands everything else to a person.
Capturing owner valuation requests
Owners who want to know what their apartment is worth give address, year built, floor area, condition and selling intent in a guided dialogue. That produces an acquisition lead with a proposed valuation appointment, without an automated price figure.
Our Process
Reviewing your enquiries
We read through the portal enquiries and emails of the past weeks and sort them by type: listing enquiry, viewing request, information request, owner valuation request. That defines which cases the bot handles at all.
Defining the qualification logic
With your team we define what counts as a lead: which questions are mandatory, when the bot hands over, and which listings are never answered automatically.
Connecting listing data and calendars
We wire up listing records, agent calendars and your agency software. Where no API exists, we define an export and write-back path through the portal mail channel.
Shadow mode with approval
The bot answers real enquiries while a person approves every reply. Those corrections sharpen wording, limits and handover points.
Go live and tuning
Approval drops away, monitoring stays. We regularly review abandoned conversations and handovers to people and adjust the dialogue logic.
Reviewing your enquiries
We read through the portal enquiries and emails of the past weeks and sort them by type: listing enquiry, viewing request, information request, owner valuation request. That defines which cases the bot handles at all.
Defining the qualification logic
With your team we define what counts as a lead: which questions are mandatory, when the bot hands over, and which listings are never answered automatically.
Connecting listing data and calendars
We wire up listing records, agent calendars and your agency software. Where no API exists, we define an export and write-back path through the portal mail channel.
Shadow mode with approval
The bot answers real enquiries while a person approves every reply. Those corrections sharpen wording, limits and handover points.
Go live and tuning
Approval drops away, monitoring stays. We regularly review abandoned conversations and handovers to people and adjust the dialogue logic.
Technologies & Methodology
Frequently Asked Questions
Answers about Real Estate Chatbot for Agents
Preise
1What does a chatbot for an estate agency cost?
Ablauf
2How does implementation work?
How long until the chatbot handles enquiries?
Technologie
1What do we need on our side?
Compliance
1How do you handle GDPR and AI disclosure?
Related Services
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Let's discuss how we can customize this service for your business.