Real estate is a highly competitive industry. Quick and efficient customer service can make a world of difference. Every day, real estate companies deal with calls from potential tenants asking about properties, or current tenants needing help with maintenance, prospective buyers and sellers, and what not! It can get overwhelming, even for the most organised teams.

That’s where AI-powered Inbound Call Handling steps in. This smart solution helps real estate businesses manage calls more easily. It automates routine tasks, answers customer inquiries smoothly, and improves overall service quality. All of this, while cutting costs and freeing up your team to focus on more important issues.

The Problem

For real estate businesses, calls are a big part of daily work. People call to ask about available properties, report maintenance problems, or schedule appointments. But when the number of calls grows, it’s easy for things to go wrong. Your team may struggle to keep up with all the inquiries, and that leads to delays and missed opportunities.

If your team is busy, callers are left waiting. Potential clients might move on to another property, and current clients could get frustrated, especially if it’s an urgent issue.

Every missed call can mean missed business. Whether it’s a new tenant or a maintenance request, it’s hard to keep track when the phones are constantly ringing.

To handle more calls, you may need to hire more staff. But that’s expensive. Outsourcing to call centres might help, but it often leads to inconsistent service that doesn’t meet your standards.

Further, if callers don’t get the help they need quickly, they become dissatisfied. Bad experiences can lead to poor reviews and lost business.

The Solution

An AI-powered inbound call handling solution by Allevio AI solves these problems by making the call management process smarter and easier. With this technology, real estate businesses can handle calls faster and more efficiently.

Here’s how it works:

• The AI agent answers incoming calls anytime, day or night. It understands common questions and gives the right answers. It’s like having a receptionist that works 24/7 without needing a break.

• Many calls are simple questions. Like “What properties are available?” or “Can I schedule a viewing?” The AI handles these inquiries automatically, giving customers the information they need right away, without them having to wait.

• Not all calls are simple. If a caller needs help with something complicated, like a lease negotiation or an emergency repair, the AI transfers the call to a human agent. The AI ensures the handoff is smooth, so customers don’t have to repeat themselves.

• The AI can connect to your CRM or property management software. This means it can access customer data and provide personalized answers. When it hands off calls to human agents, they’ll have all the information they need to help the caller right away.

• The system logs every call and updates customer records in real time. Whether it’s a new inquiry, a maintenance request, or a lead from a prospective client, the data is always up to date.

Key Benefits

The benefits of AI-powered call handling start to show quickly and grow over time.

• AI doesn’t need to sleep. It’s always ready to take calls, even outside of normal working hours. This means no missed inquiries, no matter what time someone calls. This means 24/7 Availability.

• Because the AI can handle multiple calls at once, wait times drop dramatically. Customers no longer sit on hold for long periods, and everyone gets answers faster. This means Shorter Waiting Times.

• By automating 60-70% of calls, you reduce the need for extra staff. This saves you money on labor costs while maintaining high-quality service. This leads to Cost Savings.

• The AI gives accurate answers every time. No more worrying about inconsistent information or errors. Every caller gets the same level of service, no matter when they call. The advantage is Consistency and Accuracy.

• With AI handling routine calls, your human agents can focus on more important tasks like closing deals, managing properties, or resolving complex tenant issues. This, thus, leads to Focus on High-Value Tasks.

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Case Study

Allevio AI collaborated with a real estate company managing properties worth over $3 billion, ranging from residential units to commercial spaces. They were struggling to keep up with all the incoming calls, and their small team was overwhelmed.

The company’s phone lines were constantly busy. They were getting calls day in and day out for a number of cases. Maintenance issues, lease renewals, property availability, rental rates, scheduling viewings, buyer enquiries etc. This created a bottleneck. Call wait times became longer, staff members were overstretched, and important calls were occasionally missed or delayed.

Allevio AI stepped in with our AI-powered inbound call handling system, tailored specifically to the real estate industry. The first step was integrating the AI voice agent into the client’s existing phone system.

The AI agent was trained to handle common inquiries. For example, when a prospective tenant called to ask about available properties, the AI was able to instantly pull up a list of units that matched their criteria. It provided information about rental prices, property features, and available dates, all without involving a human agent. This automation alone eliminated a huge portion of routine calls.

The AI was also trained to handle maintenance requests from current tenants. If a tenant reported an issue, the AI system would log the request, update the CRM with relevant information, and send it directly to the maintenance team. For emergencies, like plumbing leaks or broken air conditioning, the AI would immediately flag the call and transfer it to a human agent for urgent attention.

A key part of the solution was integrating the AI system with the company’s existing property management software and CRM. This allowed the AI to access property records, agreement details, and sales histories in real time. When a call was transferred to a human agent, the agent already had all the context they needed, saving time and ensuring a smooth handoff. The integration also meant that any new information collected during calls was automatically added to the system.

The impact was immediate. By automating 60% of their inbound calls, the company significantly reduced the workload on its human agents. Routine inquiries were handled entirely by the AI system. The AI system increased the company’s call-handling capacity by 3-5 times, allowing them to handle a much larger volume of inquiries without missing a single one, even during peak hours.

Clients appreciated the faster response times, and the availability of 24/7 support meant they could reach the company anytime, day or night.

With the AI handling routine calls, the company’s human agents had more time to focus on tasks that truly required their expertise. This shift in focus allowed the company to grow its business more efficiently, closing more deals and delivering better service overall.

The Result

AI-powered inbound call handling is a game-changer for real estate businesses. It’s efficient, cost-effective, and scalable. With AI, you can improve customer service, reduce costs, and free up your team to focus on what really matters, which is growing your business and keeping your clients happy.

At Allevio AI, we’re here to help you make that happen. Our AI-powered solutions are designed to take the stress out of managing calls, so you can focus on the bigger picture.

Ready to transform your customer service? Contact us today to learn how we can help your real estate business thrive.