Webbit
Keep property enquiries moving when the team is in viewings.
Real estate teams lose momentum when enquiries arrive during viewings, after hours, or across several portals. We build practical automations that capture the details, answer routine questions and put the next action in front of the right person.
Who it is for: Independent agencies, lettings teams, property managers and developer sales teams handling a high volume of similar enquiries.
Problems we see
- Portal enquiries arrive in different formats: Leads from property portals, email and phone need manual consolidation before the team can respond.
- Viewing coordination consumes the day: Staff exchange messages to confirm availability, access details and attendee requirements.
- After-hours interest goes cold: Buyers and tenants browse in the evening but receive no structured response until the next day.
- Applicant documents are chased repeatedly: ID, proof of address and referencing documents arrive slowly and require manual follow-up.
Example workflows
Buyer and tenant enquiry triage
Starts when: An enquiry arrives from a portal, website form or email.
- Extract contact details, property and requirements.
- Check for an existing lead record.
- Ask a short set of qualifying questions.
- Assign the correct negotiator with a summary.
A person decides: The negotiator reviews the lead and owns the commercial conversation.
Result: The team sees a complete, consistently structured enquiry with an owner.
Viewing request coordination
Starts when: A qualified applicant requests a viewing.
- Check permitted viewing slots.
- Collect attendee details and access requirements.
- Send confirmations and reminders.
- Update the calendar and CRM notes.
A person decides: Complex access, negotiation or accompanied-viewing rules remain with the team.
Result: Routine scheduling is handled without a chain of manual messages.
Applicant document collection
Starts when: An application moves to the referencing stage.
- Send the correct checklist for the applicant type.
- Track received and outstanding documents.
- Extract relevant details for review.
- Send reminders and flag stalled files.
A person decides: A property manager reviews documents and decides when the file is complete.
Result: Document chasing becomes visible and consistent instead of sitting in individual inboxes.
What changes
- A consistent first response across portals and direct enquiries.
- Fewer manual messages to arrange routine viewings.
- Better visibility of which applicant files are waiting on documents.
- Cleaner CRM records for follow-up and reporting.
Works with
- Property portals where data access is available
- CRM and applicant tracking tools
- Calendars and viewing schedulers
- Email, SMS and WhatsApp
- Document storage and e-signature
Honest limits
- Portal data access varies; some sources may require email parsing or manual export.
- Negotiation, pricing and sensitive tenant conversations remain with experienced staff.
- Referencing and compliance decisions need a documented process owned by the agency.
Questions
Can you connect directly to property portals?
Sometimes. Access depends on the portal and your account permissions. Where direct access isn't available, we can use email parsing or another permitted route, provided it is reliable.
Can the assistant answer questions about a specific property?
Yes, if the property details come from an approved, current source. We define how information is refreshed and what the assistant should do when data is missing.
Will it replace our negotiators?
No. It handles repetitive collection and coordination so negotiators can spend more time on conversations, viewings and closing.
How do you handle applicant documents?
We limit access, define retention expectations and keep document review decisions with your team. The exact process should align with your compliance obligations.
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