Phone systems for real estate agencies and property managers
An agency is two businesses sharing one phone system. Sales lives on speed: the enquiry answered first usually wins. Property management lives on volume: tenants, owners and trades, all day, with urgent repairs mixed in among the routine.
Property management calls
- Know the tenant before you answer. The number is matched in PropertyMe, Console Cloud or Property Tree, so the call arrives with the property and the property manager attached.
- Route to the right property manager. Or to their pod or team when they’re out at inspections.
- Triage maintenance. Urgent repairs are separated from routine requests using a list you set, which should follow the tenancy rules in your state.
- After-hours urgent repairs. Sent to the on-call property manager or straight to your approved trade, with the details already gathered.
- Log the call. Against the property or tenancy in your software, where its API allows it.
Sales calls
- Listing enquiries to the listing agent. Wherever they are, on the mobile if they’re on the road.
- Every enquiry captured. New callers created as contacts in VaultRE, Rex or Agentbox, tagged with the property they asked about.
- Missed calls followed up. An SMS goes out straight away, and the agent gets a task.
- After-hours enquiries answered. A voice agent can give inspection times and property details from your listings data, and book a callback.
Agents on the road
Most agents work from the car as much as the desk. Calls can follow them to their mobile while still presenting the agency number, still being recorded and still being logged against the right contact. When an agent is unavailable, the call falls back to the office or a colleague instead of a personal voicemail.
Common questions
Which property software have you worked with?
PropertyMe, Console Cloud, VaultRE, Rex, Agentbox, MRI Software, Property Tree and Eagle Software. The integrations page has the full list across every category.
Does an AI agent decide what counts as an urgent repair?
No. It follows the list you give it, which should reflect your state’s tenancy legislation. Anything that doesn’t clearly fit goes to a person.
Can sales and property management have separate numbers and rules?
Yes. Each line can have its own hours, routing, menus and after-hours handling, while still sitting on one platform and one bill.
Related
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Voice agents that answer after hours, qualify the caller, book into the real diary and hand a person the context.
Read more→ServicesCustom call flows and features
Routing, IVR menus, portals and reporting built for you when the admin console runs out of road.
Read more→Book the $450 systems audit
We go through what you’re running, what it’s costing you, and where the call is falling out of the process. You get a written plan and a fixed-price quote for the work, and it’s yours to keep whoever you decide to use.
$450 fixed, in AUD, excluding GST. Conducted remotely, Australia wide. On-site audits quoted separately on request.