AI Receptionist
Your phones answered, at any hour
Answers your phones around the clock, holds a normal conversation, books the viewing.
It is twenty to eight on a Tuesday evening. Someone has just seen a house on Rightmove and wants a viewing this weekend. They ring three agents. Two go to voicemail. One picks up.
That third agent gets the viewing, and often the instruction that follows.
Very few agencies lose those calls through carelessness. There is simply nobody at the desk at twenty to eight, or during a valuation, or when both lines are already engaged. The calls that do get through are handled differently depending on who happens to answer, and unless somebody writes it down, no record exists of what was said or promised.
Answering nowGood evening, you are through to Whitlock and Co. I am an AI assistant and this call is recorded. Elm Road is still available, yes. Would you like to arrange a viewing?
An illustration of a call in progress, not a recording.
The fix
What it does
This is an AI receptionist for UK estate and letting agents. It answers your existing numbers, around the clock, holds a normal spoken conversation, works out why the person is ringing, and then does something about it: books the viewing into the diary, takes the valuation lead, answers the routine question, or puts anything urgent or complicated through to a person.
Every call is recorded and transcribed, with the outcome logged as a proper record rather than a note on a pad.
- Your landline
- Your mobiles
- Evenings
- Weekends
- During valuations
- When lines are busy
Answers
The landline and mobiles you already advertise, forwarded, at any hour. It answers as your agency and says plainly that it is an AI, which is not a setting you can switch off.
Understands
A two way conversation rather than press one for sales and two for lettings. It works out why the person is ringing before it decides what to do about it.
Acts
Books the viewing into the diary, captures the valuation lead, answers the routine question, or hands anything urgent or complicated to whoever is on. Every call is recorded, transcribed and logged.
What it sounds like
Listen to four calls
The part people doubt is whether it holds a real conversation. Here is a call for each thing it can do about one, including the one where it decides not to handle the call itself.
A buyer rings in the evening about a property they have just seen listed.
Written illustration read aloud by a computer. It shows how the call goes, not how the product sounds.
- CallerHello, I have just seen the house on Elm Road on Rightmove. Is it still available?
- AI ReceptionistGood evening, you are through to Whitlock and Co. I am an AI assistant and this call is recorded. Elm Road is still available, yes. Would you like to arrange a viewing?
- CallerYes please. Ideally this weekend if there is anything.
- AI ReceptionistI have Saturday at half past ten, or Sunday at two. Which of those suits you better?
- CallerSaturday, half ten.
- AI ReceptionistThat is in the diary. Can I take your name and a number for the confirmation?
- CallerSarah Whitfield, oh seven seven double oh, nine double oh, four one two.
- AI ReceptionistThank you Sarah. Elm Road, Saturday at half past ten. Is there anything else I can help with this evening?
- CallerNo, that is everything. Thanks.
The record it left behind
- Outcome
- Viewing booked
- Property
- Elm Road
- When
- Saturday, 10:30
- Caller
- Sarah Whitfield, 07700 900412
- Received
- Tuesday, 19:42
- Logged to
- Lead Manager
A prospective vendor rings after work to ask what their house is worth.
Written illustration read aloud by a computer. It shows how the call goes, not how the product sounds.
- CallerHello. I am thinking about selling and I wanted to find out what my house might be worth.
- AI ReceptionistGood evening, you are through to Whitlock and Co. I am an AI assistant and this call is recorded. I can get a valuation booked in for you. Whereabouts is the property?
- CallerFourteen Marlow Gardens.
- AI ReceptionistThank you. And is that a house or a flat?
- CallerA three bedroom semi.
- AI ReceptionistNoted. One of our valuers will call you back to arrange a time to come round. Can I take your name and a number?
- CallerDavid Aylward, oh seven seven double oh, nine double oh, three one eight.
- AI ReceptionistThank you David. That is with the team now. Anything else I can help with this evening?
- CallerNo, that is all. Thank you.
The record it left behind
- Outcome
- Valuation lead captured
- Property
- 14 Marlow Gardens
- Type
- Three bedroom semi
- Caller
- David Aylward, 07700 900318
- Received
- Thursday, 20:15
- Logged to
- Lead Manager
Somebody browsing rings with a quick question and is not ready to book anything.
Written illustration read aloud by a computer. It shows how the call goes, not how the product sounds.
- CallerQuick question. Does the flat on Bridge Street come with parking?
- AI ReceptionistGood afternoon, you are through to Whitlock and Co. I am an AI assistant and this call is recorded. The Bridge Street flat has one allocated parking space.
- CallerAnd is it still on the market?
- AI ReceptionistIt is, yes. Would you like me to book you a viewing while you are on the phone?
- CallerNot just yet. I am still looking around.
- AI ReceptionistThat is no trouble at all. The number you rang will reach me any time if you change your mind. Anything else?
- CallerNo, that is great. Thanks.
The record it left behind
- Outcome
- Question answered
- Property
- Bridge Street
- Asked about
- Parking and availability
- Viewing offered
- Declined for now
- Received
- Wednesday, 14:05
- Logged to
- Lead Manager
A caller needs something the AI should not be handling, so it does not try.
Written illustration read aloud by a computer. It shows how the call goes, not how the product sounds.
- CallerI need to speak to somebody about my offer on Hillside Road. There has been a complication with the chain.
- AI ReceptionistGood morning, you are through to Whitlock and Co. I am an AI assistant and this call is recorded. That is one for the team rather than me. Can I take your name while I put you through?
- CallerMarcus Reed.
- AI ReceptionistThank you Marcus. Putting you through now. I have passed on that it is about the chain on Hillside Road, so you will not have to start again.
The record it left behind
- Outcome
- Handed to a person
- Reason
- Chain query, needs a negotiator
- Property
- Hillside Road
- Passed on
- Caller name and reason for calling
- Received
- Tuesday, 11:20
- Logged to
- Lead Manager
These calls are written illustrations read aloud by a computer, so they show how a call goes rather than how the product sounds. The names, properties and numbers are invented, with the mobile numbers taken from the range Ofcom reserves for fiction.
Getting started
How it works
You do this once
Point your numbers at it
Call forwarding from the landline and mobiles you already advertise. No new hardware, and no new number for anyone to learn.
Give it your greeting and script
It answers as your agency, in the way you would want the phone answered, and says plainly that it is an AI. Not a setting you can switch off, so no caller is ever left unsure who they are speaking to.
Then it happens on every call
It has a conversation
Two way and natural, not press one for sales and two for lettings.
It acts
Viewing booked, valuation lead captured, question answered, or a warm handover to whoever is on.
It logs the lot
Recording, transcript and outcome, with a notice to the caller that the call is recorded.
Being straight with you
What it is not
Not a voicemail service
An answering service takes a message and leaves the work for the morning.
This one books the viewing while the caller is still on the phone.Not a phone menu
No press one for sales and two for lettings, and no waiting through options that do not apply.
A two way conversation, where the caller says what they actually want.Not a new number
Nothing new to advertise, nothing for a caller to learn, and no hardware to install.
It answers the landline and mobiles you already use, through call forwarding.Not a replacement for your team
It does not try to handle everything, and it does not pretend to be a person.
Anything urgent or complicated goes to whoever is on, warm rather than cold.
Before you ask
Questions
Does it tell callers they are speaking to an AI?
Yes. It says so at the start of the call, alongside the notice that the call is recorded. Nobody is left to work it out for themselves, and no caller is misled about who they are talking to.
Do we need a new phone number?
No. It answers the landline and mobile numbers you already advertise, through call forwarding. There is no new hardware, and nothing new for a caller to learn.
What happens if it cannot answer something?
It hands over to whoever is on, warm rather than cold, so the caller does not have to start again. Anything urgent or complicated goes through to a person.
Is this just a phone menu?
No. There is no press one for sales and two for lettings. It is a two way conversation, and the caller can say what they actually want.
Are calls recorded?
Yes. Every call is recorded and transcribed, and the outcome is logged as a proper record rather than a note on a pad. The caller is told at the start that the call is recorded.
Where do the calls end up?
Every call becomes a record in Lead Manager, with the follow up queued. Viewings land in the calendar your team already uses, and nobody re-types anything.
Listen to it handle a call
Book a demo and we will play you real calls, then talk through what yours would sound like.