The Problem
A solo real estate agent was constantly complaining about missed calls. Every property showing meant 1-2 hours of being unreachable. She'd finish a showing to find 4-5 missed calls with no idea which were serious buyers and which were spam.
The math was brutal:
- Average of 12 incoming calls per day
- 40% missed during showings and meetings
- Each missed serious buyer = potential $8,000-$15,000 in lost commission
- Estimated $4,000/month in lost revenue from missed leads
What We Built
An AI voice receptionist that:
- Answers in under 2 seconds — no rings, no voicemail, instant pickup
- Sounds natural — warm, professional tone that matches her brand
- Asks qualifying questions — budget range, timeline, preferred neighborhoods, pre-approval status
- Books directly into Google Calendar — checks real availability and schedules viewings
- Sends instant summaries — after each call, a text message with caller info, qualification score, and next steps
- Handles after-hours calls — works 24/7, including weekends when buyers are most active
The Technical Stack
Incoming call → AI Voice Agent (Retell AI + GPT-4)
→ Real-time qualification → Google Calendar booking
→ SMS summary to agent → CRM update
The agent has access to:
- Current property listings and availability
- The agent's calendar for scheduling
- A knowledge base of common questions (neighborhoods, pricing, processes)
- Escalation rules for VIP callers or urgent situations
Results After 30 Days
- Zero missed calls — every single call answered
- 23 qualified leads captured that would have been missed
- 3 closed deals directly attributed to AI-handled calls
- $36,000 in commission from deals that started with the AI
- Response time went from 4 hours average to 2 seconds
Client Quote
"I was skeptical. But in the first week, the AI booked a showing with a buyer who ended up purchasing a $450K property. That one call paid for the entire year of service."
Key Takeaway
The biggest insight wasn't the technology — it was the realization that speed kills in real estate. The first agent to respond gets the client. AI doesn't take lunch breaks.