Executive Summary
A regional real-estate brokerage was losing high-intent buyer leads because staff couldn’t answer every inbound call quickly or consistently. We deployed AI call agents powered by our proprietary sales script and end-to-end automated workflow. In the first 90 days the brokerage:
- Answered 100 % of inbound buyer calls, 24 / 7 (up from 63 %).
- Qualified 78 % of callers as “appointment-ready.”
- Increased booked showings by 52 %.
- Shortened speed-to-lead from 42 minutes to < 2 minutes.
The result was a stronger pipeline, happier agents, and an estimated $1.3 M in additional annual GCI.
1 Introduction
Background of the Client
- Industry: Residential real-estate brokerage
- Size: 60 licensed agents, 4 offices, ~1 200 annual sides
- Location: Southeast U.S. metro
- 15-year history with a “client-first” reputation
Context of the Problem
Online portals and listing ads drove record inbound buyer inquiries, but only during work hours could receptionists answer phones. Missed calls often turned into lost deals as prospects phoned the next agent on Google.
Purpose of the Case Study
Show how AI voice agents—guided by a proven real-estate script—can capture, qualify, and schedule inbound buyer leads faster and more reliably than manual methods.
2 Challenges and Objectives
Challenges
| Pain Point | Impact |
|---|---|
| Missed after-hours calls | ~37 % of buyer inquiries lost |
| Inconsistent call quality | Variable data capture; poor client experience |
| Slow speed-to-lead | Avg. 42 min callback; leads went cold |
| Admin burden | Agents spent 12 hrs/week on phone triage |
Objectives & KPIs
- Answer rate ≥ 95 % for all inbound buyer calls.
- Qualification accuracy ≥ 75 %.
- Book > 50 % of qualified buyers for showings.
- Reduce agent triage time by 70 %.
3 Solution
Strategy Development
- Voice AI First-Responder – Deploy always-on AI agents to handle every call.
- Exclusive Conversational Script – 22-step framework refined on 30 000+ calls.
- Automated Workflow – Real-time CRM sync, appointment booking, and agent alerts.
Implementation Timeline
| Week | Milestone | Stakeholders |
|---|---|---|
| 1 | Discovery & call-flow mapping | Project PM, Broker, ISA mgr. |
| 1 | Script localization & compliance review | Sales Enablement, Legal |
| 1 | AI agent training (intent & entity models) | NLP Engineers |
| 1 | CRM & calendar integration (Zoho CRM + Calendly) | DevOps |
| 2 | Pilot launch on one office line; live monitoring | QA, Brokers |
| 2 | Gradual roll-out to all lines; A/B against human ISAs | RevOps, Data team |
| 2 | Optimization & hand-off to client | Success Manager |
Tools & Technologies
- AI Caller Platform: Twilio Voice + custom LLM stack
- LangChain: Dialogue orchestration & memory
- LangSmith: Continuous prompt testing & analytics
- Webhook Automations: Zapier for CRM/Calendar/Slack updates
- BI Dashboard: Google Looker Studio for performance tracking
4 Results and Outcomes
Quantitative Results (90-day window)
| Metric | Before | After | Δ |
|---|---|---|---|
| Call answer rate | 63 % | 100 % | +37 pp |
| Qualified buyers | 46 % | 78 % | +32 pp |
| Showings booked | 89 / mo | 135 / mo | +52 % |
| Speed-to-lead | 42 min | < 2 min | −95 % |
| Agent triage time | 12 hrs/wk | 3 hrs/wk | −75 % |
(See Appendix A for raw data.)
Qualitative Results
- Customer Delight: Callers praised the “polite assistant who knew the listings.”
- Brand Reputation: Google reviews mentioning “quick response” rose 31 %.
- Agent Morale: Agents shifted time from cold triage to high-value showings.
Comparison to Objectives
All KPIs exceeded—including a 100 % answer rate (goal 95 %) and 78 % qualification accuracy (goal 75 %). Unexpected benefit: after-hours leads converted 15 % higher than daytime calls, suggesting pent-up demand.
5 Conclusion
Automating inbound buyer calls with AI agents using our exclusive script let the brokerage capture every opportunity, serve prospects instantly, and free agents to sell. The project delivered measurable gains in lead volume, conversion, and operational efficiency within three months.
Key Takeaways
- Speed wins—sub-2-minute responses dramatically lift conversions.
- Script quality matters—a real-estate-specific framework outperforms generic bots.
- Tight CRM integration ensures data integrity and agent adoption.
Long-Term Impact
Projected $1.3 M incremental GCI and sustainable competitive advantage via 24 / 7 intelligent coverage.