For estate agents
Portal enquiries go cold in minutes, not days
Maeby answers every property enquiry the moment it comes in, qualifies the caller on budget, position, and timescale, and books the viewing before they visit another property
UK & EU data residency · No call recordings
- Response to enquiries arriving evenings and weekends
- InstantResponse to enquiries arriving evenings and weekends
- Budget, position, and timescale captured on the first call
- QualifiedBudget, position, and timescale captured on the first call
- Directly update customer records in your CRM
- IntegratedDirectly update customer records in your CRM
Where the phone costs you money
Enquiries decay by the hour
A listing enquiry is worth the most in the first hour and very little by the next week. Applicants contact several agents at once and commit to whoever engages first.
- Evening and weekend enquiries sit untouched until Monday
- By the time you call back, the viewing is booked elsewhere
- The same lead costs you the same in portal fees either way
Negotiators spend the day on unqualified calls
A large share of inbound calls are people who won't proceed: wrong budget, not yet on the market, or ringing about a property that's already under offer. Spend more time on viewings and negotiations instead of qualifying new customers
- Basic qualifying questions get asked on every call
- Viewings get booked for applicants who were never in a position to buy
- The team is least available exactly when enquiry volume is highest
Applicant records get filled in later, inconsistently
Details are taken on the call and typed into the CRM afterwards, if there's time. Bad data leads to missed opportunities and lost commissions.
- Requirements captured inconsistently between negotiators
- Poor quality data is rarely caught before fees are lost
- Follow-up depends on someone remembering
What your agent handles
Tools are switched on per agent and configured with your details — no bespoke development.
Answers property questions
Price, tenure, council tax band, EPC, chain position, availability date: answered directly from your listing data
Qualifies the caller
Budget, whether they've sold or have an agreement in principle, timescale, and what they're actually looking for.
Books viewings
Offers real slots from the diary and confirms the appointment on the call, while the applicant is still interested.
Captures lettings requirements
Move-in date, tenancy length, pets, guarantor position: the fields that determine whether a viewing is worth anyone's time.
Routes valuation enquiries
A prospective vendor is your most valuable inbound call. Maeby qualifies the vendor and can offer a warm transfer to a manager
Writes back to your CRM
Applicant matched by phone number, with requirements and call summary logged against the record.
Speed to lead is the whole game
Every agent knows this and very few act on it, because acting on it means staffing evenings and weekends. An applicant browsing at 9pm on a Sunday sends enquiries to four agents. The one who engages first gets the viewing, and the viewing is what turns a portal fee into a fee.
The uncomfortable version: you are already paying for those leads. Portal costs don’t drop because nobody was available to answer. The marginal cost of responding to an out-of-hours enquiry is close to zero; the marginal cost of not responding is the entire lead.
Qualification is the part worth automating
Answering the phone is not the bottleneck; asking the same six questions two hundred times a month is.
Those questions are identical across every enquiry and every negotiator:
- What’s the budget, and is it evidenced?
- Have they sold, are they under offer, or are they yet to market?
- What’s the timescale?
- Are they cash, mortgaged, or dependent on a chain?
- What are they actually looking for, beyond the property they rang about?
Asked consistently, they produce an applicant record you can match against new instructions. Asked inconsistently (which is what happens when a negotiator is on their fourth call in an hour), they produce a name and a phone number.
Focus time for new vendors
There is a category of call an agency should never automate, and it’s worth being explicit about it: the prospective vendor.
Someone ringing to ask what their house is worth is the highest-value inbound call you get. That call is a relationship, and the correct handling is a person, immediately. The agent’s job is to recognise it in the first fifteen seconds and transfer it, not to handle it itself.
Everything upstream of that (applicant enquiries, viewing bookings, property questions, lettings requirements) is repeatable work that benefits from being done the same way every time.
Compliance
Built for GDPR,not retrofitted to them.
The constraints that make voice AI awkward in regulated markets were designed in from the start.
- Processed and stored in Europe
- Calls, transcripts, and summaries stay in Europe. AI models are also based there and have zero data retention policies.
- Audio is never stored
- Speech is transcribed as the call happens and discarded.
- Everything a caller said expires
- Transcripts, caller numbers, and messages are deleted automatically 90 days after the call. Not a setting you have to remember.
- Erase customer data
- If a caller asks to be forgotten, you can erase every trace of them from the dashboard.
Frequently asked questions
Can it answer questions about specific properties?
Yes, from the listing information you give it: price, tenure, EPC rating, council tax band, availability, and chain position. If it's asked something not in your data, it says so and takes a message rather than guessing.
Will it book viewings for time-wasters?
It qualifies before it books, using criteria you set: budget, position, and timescale. Callers who don't meet them are captured as applicants for follow-up rather than given a diary slot.
What happens with valuation enquiries?
A prospective vendor is the highest-value call an agency receives and isn't a call to automate. Maeby can qualify and transfer to senior manager or schedule a valuation appointment
Does it work for lettings as well as sales?
Yes. Lettings enquiries have a different qualifying set (move-in date, tenancy length, pets, guarantor position, right-to-rent status), and the agent can be configured for either or both.
How does this fit with our CRM?
Calls are written back as activity against the applicant record, matched by phone number, with requirements captured as structured fields. Maeby has built-in integrations with most major CRMs
Is applicant data handled compliantly?
Call data is processed and stored in the Europe. Call audio is never recorded, and transcripts, caller numbers and messages are deleted automatically 90 days after the call. You remain the data controller; we act as processor.
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