AI and Automation in the Real Estate Industry

Tenancy management — especially with more apartments — quickly becomes chaotic and time-consuming. A large number of messages, repetitive questions from tenants and manual handling of requests or payment settlements cause team overload and make it difficult to scale the business. The lack of a single coherent system means that communication is carried out in many channels, and important information is easily lost.

We implement customized systems that enable full automation of communication with tenants, integrating different tools into a single environment. Such solutions may include, but are not limited to:

• answering tenant questions in real time (24/7),
• handling applications and current cases without involving the team,
• reporting faults by chatbots with their categorization — it is also possible to automatically redirect the tenant to a trusted professional or to integrate the app with specialists platforms.
• access to the knowledge base and instructions for tenants (e.g. how to use the equipment),
• management of contracts, payments and lease history in one system,
• automatic settlement of tenants based on meter readings,
• automated payment prompts,
• schedules for arranging the presentation of the premises in the event of a change of tenant.

We design each implementation individually — adapting it to the business model (short or long-term lease) and the tools used.

Dealing with customer enquiries in the real estate industry often requires a quick response — and failure to do so means losing a potential customer. At the same time, many questions are repeated, which makes the team waste time answering the same questions. Without technological support, it is difficult to maintain a high quality of service with an increasing number of leads.

We implement AI-based chatbots that support customers both at the sales and post-transaction stages. Solutions may include, but are not limited to:

• chatbots on the website answering questions and qualifying leads,
• automatically collecting information from customers and directing them to relevant offers,
• chatbots available after logging in for tenants or customers,
• support users through instructions and answers (e.g. how to turn on the heating),
• Redirecting more complex cases to the right people on the team.

We integrate chatbots with your systems and adapt them to real business processes.

In many companies, data on real estate, customers and transactions are scattered among different tools. This causes errors, duplication of work and lack of control over the topicality of information. Manually updating quotes and synchronizing data between systems takes time and increases the risk of mistakes.

We create and integrate data management systems that organize the entire information ecosystem in the company. Such solutions centralize property and customer data in a single system and enable real-time reporting. Thanks to this, the team works on current data and processes are faster and more predictable.

The sales process in real estate is often scattered and difficult to control. A complete history of customer contact is missing, meetings are arranged manually, and the quality of sales conversations can be difficult to assess. All this affects the lower efficiency of the team and the loss of part of the leads.

We implement automations that organize and optimize the sales process from the first contact to the completion of the transaction. Solutions may include among others:

• recording of calls and their automatic transcription, which allows to analyze the quality of work of real estate agents,
• management of calendars and automatic arrangement of apartment presentations in order to optimize agent time,
• saving the full history of contact with the client in a single system,
• automatic reminders and follow-ups to customers.

We design each process individually, adapting it to the structure of the team and the way agents work. You can learn more about sales automation on the dedicated subpage: https://www.sagiton.pl/en/services/sales-automation

Customers increasingly expect to be able to see and match properties even before making a purchase decision. The lack of interactive tools reduces their engagement and lengthens the sales process. Especially for developers, it is important to show the investment potential in an attractive and understandable way.

We create dedicated configurators and visualizations that support the sales process and engage customers:

• apartment configurators (layout, finish, additional options),
• house configurators for construction companies,
• 3D visualizations and interactive presentations of investments,
• collecting data on customer preferences during configuration for market analysis,
• integration with sales and CRM systems.

Learn more about visualizations: https://www.sagiton.pl/en/services/3d-configurators-and-online-visualizations

Manual document management, lack of reminders, and scattered documentation make it difficult to control contracts and finances. With a larger scale of activity, this quickly leads to organizational chaos.

We implement automations that organize the administrative backend and eliminate manual work:

• digital document flow and automatic generation of contracts,
• monitoring of installment payments for the purchase of apartments and sending automatic prompts in case of delays,
• reminders of the signing of annexes and expiring contracts,
• management of the history of changes in rents and rental conditions,
• automatic notifications of payments and arrears,
• integrations with accounting and CRM systems.

Thanks to such automation in the real estate industry, the administration ceases to be a bottleneck.