AI Receptionist for Real Estate Agents

Never miss a sign call, portal lead, or after-hours inquiry.

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Two Configurable Call Flows

Ring-You-First (Failover to AI)

Incoming call → Simulring your cell/office line for N seconds (configurable: 12-20s)

If you answer → connect live (optional whisper: "Lead from Main St listing")

If you miss → AI receptionist answers, qualifies, books, and sends you the lead package

Schedule aware: during open house hours, set immediate AI pickup; off-hours, extend ring window

AI-First (Forward Hot Leads)

AI answers every call immediately, speaks naturally, and runs a short qualification

Hot leads → instant live transfer to you (with whisper). If unavailable, AI books a slot or collects callback details

Warm leads → summary sent via SMS/email + CRM record created

Best for high-volume agents who want every call pre-qualified before it reaches them

Qualification & Routing

Intent Detection

The AI identifies whether the caller is a buyer, seller, renter, or vendor, then routes accordingly.

Key Signals Captured

  • Price range and neighborhood preferences
  • Pre-approval status and timeline
  • Property address or MLS # (if about a listing)
  • Urgency level (viewing today, next week, just browsing)

Actions

  • Book a showing: via Cal.com/Google (with travel time buffers)
  • Schedule listing consult: Zoom or in-person
  • Live transfer: for hot sellers and high-urgency buyers
  • Collect voicemail: fallback when escalation fails

Notifications & CRM

After every call, you receive an SMS + email with:

  • Caller info and intent
  • Summary and key details
  • Transcript excerpt and recording link

Leads are automatically created/updated in HubSpot (or Follow Up Boss), tagged with source: inbound_phone and property info if available.

Sample Real Estate Prompts

Greeting

"Thanks for calling [Your Brand]. I can help with showings, offers, and listing appointments. How can I help you today?"

Buyer Path

Verify price range, neighborhoods, pre-approval status. Propose 2-3 showing windows. If hot lead, attempt live transfer first.

Seller Path

Confirm address, timeline to list, urgency level. Offer 30-min consult. Always attempt live transfer for sellers if agent is available.

Vendor Path

Capture service type and defer politely unless pre-approved vendor list is maintained.

Escalation

If unsure or caller requests human, collect best number + reason and route to voicemail/operator with whisper context.

Compliance & Etiquette

  • Respect DNC/TCPA lists for outbound follow-ups; keep consent language in SMS templates
  • Store minimal PII; transcripts/recordings behind auth
  • Configurable whisper messages for live transfers (e.g., "Live buyer from 123 Main St")
  • Recordings available for training and compliance review

Frequently Asked Questions

Everything you need to know about VoiceCharm

Book Your 15-Minute Demo

See VoiceCharm in action. Hear the voice. Ask questions.

Prefer to call? Email us at hello@voicecharm.ai