Real estate call handling: keeping every lead from the ad to the viewing

What makes real estate calls different

• Waves: after an ad on Instagram, OLX, a billboard or TV, calls bunch up into an hour or two, then go quiet.
• Evening and weekend calls: people talk about a flat with their family, after work.
• The same questions: managers repeat the same prices and terms dozens of times a day.
• Long decisions: buyers think for months, so they need follow-up calls.
• Many channels: calls, website forms, Instagram messages; leads end up scattered everywhere.

What buyers ask, and what to give the operator

The operator only speaks from the information you give it, so prepare this in advance:

• Prices: per square metre or per flat, by block and floor.
• Layouts: number of rooms, floor area, which blocks have them.
• Payment: down payment, instalment term, which banks you work with for mortgages.
• Location: address, landmark, nearby schools, kindergartens and metro.
• Timing and finish: completion date, shell or finished.
• Viewing times: when the sales office or the site can be shown.
• Paperwork: how the contract is signed and how payment is made official.
• Offers: any current discount or gift, with its terms and end date.

When a price or term changes, you update the information once and the operator gives the new one from the next call. For a question with no answer it invents nothing: it says a manager will call back and creates a task.

Qualifying: who will buy now

Not every caller is the same. The operator asks your questions and records the answers in separate fields: budget, number of rooms, payment type (cash, instalments, mortgage), when they plan to buy, and whether it is to live in or to invest.

Callers who said during the call that they are ready to buy show up in the portal as good leads. If your rule says so, the operator puts such a buyer through to a sales manager right away. Managers spend their time on buyers who are ready, not on those just looking. The ones still looking aren’t lost either: their answers are saved and they can be called again later.

Example: a call after an ad

The company name and prices are an example. On a real call the operator gives your prices.

Leads and old enquiries

As soon as a request arrives through your website form or Instagram, the operator calls, while the buyer still remembers your ad. More: AI outbound calls.

Because decisions take long, old leads are valuable too. When a new block goes on sale or the terms change, you can upload a list of people who were interested before and have the operator call them, only those who agreed to be called. How: calling a customer list from Excel or Google Sheets.

The result in your CRM

Bitrix24 has a ready integration: for every conversation a call card with the recording and transcript, a new lead or deal, and the answers in fields. Our team connects amoCRM and other systems. More: Bitrix24 AI calling and CRM call logging.

Car dealers work the same way: test drive bookings, finance and trade-in questions — see AI phone assistant for car dealers.

What the head of sales sees

The portal’s home page shows answered calls, new requests, good leads and calls put through to managers for the period you pick. The “Waiting for a callback” number counts calls due today and overdue ones.

You can ask Yordamchi in plain words: “How many good leads this week?”, or on a customer’s page “What was discussed with this customer?”. The answer comes with links to the calls.

The price

Talked minutes only: 800 so‘m a minute, no monthly fee. For example, if an ad brings 150 calls in a day, three minutes each: 450 minutes × 800 = 360,000 so‘m. Quiet days cost correspondingly less. More for real estate: AI call answering for real estate developers.

Questions