AI staff for estate agents, from first enquiry to completion
Negotiators sell on the phone, and the work between the calls slips: the Rightmove lead unanswered on Monday, the viewing nobody followed up, the buyer whose ID is missing a week after the offer. AI staff can answer portal leads by email on arrival, draft viewing follow-ups for approval and chase the ID. Negotiators keep the calls and the deals.
The admin between an instruction and a completion
Portal leads and viewing requests
Enquiries arrive from Rightmove and the other portals at all hours, by email or straight into Reapit, Alto or Street. A negotiator rings each one back, finds out the buyer's position and books the viewing. By morning the buyer may be viewing elsewhere and the valuation request may have gone to another agent.
Viewing feedback and vendor updates
After each viewing someone has to get the buyer's feedback and pass it to the seller in the timescale agreed, then write the vendor report on the week's viewings and what was said. In a busy week it is the first job to slip, and a seller who hears nothing starts to doubt the agent.
ID and anti-money laundering checks
HMRC supervises estate agency businesses under the Money Laundering Regulations. The seller is checked before you act for them, the buyer once an offer is accepted, and the evidence is kept for five years after your work for them ends. A negotiator chases passports, proof of address and proof of funds while the sale waits.
Sales progression
In England and Wales a sales progressor takes each sale from memorandum of sale to exchange, chasing solicitors, the broker and the chain, then updating both sides. Rightmove put the average wait in Great Britain from sale agreed to completion at 154 days in July 2026, and until exchange a sale can fall through.
Roles for Estate agents
Lead response and qualification
Answers each Rightmove and website enquiry by email as it arrives, asking about buying position, finance and timescale as your negotiators would. The call, and judging who is serious, stay with them.
Diary and scheduling
Books viewings and market appraisals into the branch diary, confirms them with buyer, vendor and valuer, and rebooks when someone cancels. Key arrangements and anything the vendor has not agreed go to a negotiator.
Client onboarding and KYC
Asks sellers at instruction, and buyers once an offer is accepted, for ID, proof of address and proof of funds, and chases what is missing. A person verifies it; your nominated officer decides anything unusual.
Sales follow-up
Keeps a follow-up date on each viewing and quiet valuation, and drafts the feedback request and vendor's update for a negotiator to approve. Offers go straight to a negotiator, who confirms them in writing.
It drafts.
You approve.
We manage.
You don’t need a complex new platform. Your AI worker operates inside your existing tools under human supervision.
Human-in-the-loop
High-impact actions (sending emails, updating compliance records) wait for explicit human approval before execution.
A full audit trail
Every action is logged with who approved it, and we go through it with you each month.
Nothing to maintain
If a workflow breaks or a system changes, we fix it. Keeping it running is our job.
UK-hosted and kept separate
Your data is stored in the UK, and is never used to train AI models.
Questions owners ask
Can AI staff do our anti-money laundering checks on buyers and sellers?
An AI worker can ask for the ID, proof of address and proof of funds, chase what is missing and put the file together. Verifying the documents, assessing the risk and deciding whether to report a suspicion are duties that stay with your business and its nominated officer.
Can AI do our sales progression and chase solicitors and the chain?
The email side of it, yes. It can ask each side's solicitor for an update and log the reply against the sale. It makes no phone calls, so the calls a sale needs stay with your sales progressor, who starts each day with a list of what every sale is waiting on and who holds it.
What happens when a buyer emails an offer?
It goes straight to a negotiator, with the buyer's position from the record. The Estate Agents (Undesirable Practices) (No. 2) Order 1991 requires offers to be passed to the seller promptly and in writing, and how an offer is put to a seller is a negotiator's work. The AI worker does not negotiate, advise on price or accept anything.
Can it help with material information on our listings?
It can chase the seller for what a listing needs before it goes live, such as the tenure and, for a leasehold, the years left on the lease, ground rent and service charge. Omitting material information is an unfair commercial practice under the Digital Markets, Competition and Consumers Act 2024, so what the listing says stays with your valuer.