AI leasing assistant for inquiries and showings
An AI leasing assistant replies to listing-site, website and email inquiries within minutes, using your live availability, pricing and policies, then books showings into the leasing agent's calendar. It follows your approved language for every prospect. Agents take over anything about exceptions, negotiation or screening.
Leasing inquiries and showings · one run
Rules · Model · Person- 1
Capture and merge
Rules - 2
Check availability and price
Rules - 3
Answer from policy
Model - 4
Offer showing times
Rules - 5
Hand off to an agent
Person - 6
Follow up
Model
- What goes in
- Listing-site leads, website forms, email and text messages, plus unit availability and your policy documents
- What comes out
- A reply from current records, a booked showing and one logged lead
- Who approves
- Leasing agent, for concessions, exceptions, accommodation requests and anything about screening
Where the time goes today
What property management teams tell us about this work.
The same five questions all day
Is the two-bedroom available, are dogs allowed, what are the move-in costs, is parking included, can I tour on Saturday. Every answer is in the unit record or the pet policy, and an agent still types each one out.
Leads arrive from six inboxes
Listing sites forward inquiries by email, the website form lands in a shared mailbox and texts go to a leasing phone. Without one lead record, two agents reply to the same person or nobody does.
Stale availability gets promised
A unit rented on Tuesday is still described as available on Thursday because the listing was not updated. A prospect who tours a unit that is gone rarely comes back.
How the automated workflow runs
Each step is fixed rules, a model reading or drafting, or a person on your team. The people steps are where approvals sit.
- 1
Capture and merge
Inquiries from every channel are merged into one lead by email or phone number and tagged with the listing and unit they asked about.
Rules - 2
Check availability and price
Looks up the unit's status, rent, deposit and available date in your system. If the record is stale or missing, the reply says the team will confirm.
Rules - 3
Answer from policy
Writes the reply from your approved FAQ, pet policy, fee schedule and amenity notes, in your tone. It does not state anything it cannot find in those documents.
Model - 4
Offer showing times
Reads agent calendars, offers open slots, books the tour, sends a confirmation and reminder, and handles reschedules.
Rules - 5
Hand off to an agent
Questions about rent negotiation, concessions, screening criteria or accommodation requests go to a leasing agent with the whole thread attached.
Person - 6
Follow up
Tour no-shows and quiet prospects get a short follow-up drafted from your templates and sent inside your quiet hours.
Model
Want to see how a project like this is scoped and delivered? Read how we work.
Controls and approvals
- Every script is reviewed for fair housing before launch. Replies use language your team approved, the same questions get the same answers for every prospect, and the assistant never steers anyone toward or away from a unit or neighborhood.
- Price and availability are read live from the system of record. Concessions are mentioned only when they appear on a current approved list.
- Conversations are logged on the lead and flagged for agent review when they touch an accommodation request, an assistance animal, a housing voucher or a complaint.
What we leave to people
The assistant does not quote anything it cannot find in your records, negotiate rent, or ask about or comment on income source, family status, disability or any other protected characteristic. Screening criteria are applied by your team and your screening provider.
Systems it connects to
Examples of tools we work with for this workflow. Anything with an API or a controlled interface is in scope.
- AppFolio
- Buildium
- Yardi
- Entrata
- RealPage
- Google Calendar
We read availability and pricing from your property management or leasing platform, write leads and notes back to it, and book on Google or Outlook calendars. Where a platform has no API we use controlled browser automation with the same logging.
What to measure
We set a baseline from your own records in the audit, then report these every month.
Illustrative example
A portfolio with 40 vacant units gets 12 inquiries a day. If replies go out the next morning today and the assistant answers in minutes, the figure to track is response time, not a promised increase in leases. The audit pulls your real inquiry timestamps before anything is estimated.
| Measure | How to read it |
|---|---|
| First response time | Minutes from inquiry received to first useful reply, split by channel. |
| Inquiry-to-showing rate | Share of inquiries that book a tour, compared with the same weeks before launch. |
| Hand-off quality | Agents mark each hand-off as complete, missing context or unnecessary. |
| Wrong-answer rate | A weekly sample of replies checked against the unit record. Any wrong price or date counts as a defect. |
Common questions
Can an AI leasing assistant comply with fair housing rules?
Compliance comes from your scripts and process, and software only follows them. We build replies from language your team and counsel approve, test with scripted prospects who ask the questions that tend to cause trouble, and route anything near a protected characteristic to a person. We do not give legal advice.
Can it text prospects?
Yes, with limits. US rules on texting require consent, so we message only numbers that came in through an inquiry or an opt-in and we honor STOP replies. We confirm the wording and consent flow with your counsel.
What happens when a prospect asks something it cannot answer?
It says it will check, and the question goes to a leasing agent with the thread. We review those unanswered questions weekly and add the missing answers to your approved policy documents.
How is this different from the chatbot on a listing site?
A listing-site chatbot sees only that site's data. This assistant reads your own availability, policies and calendars across every channel, keeps one record per lead, and books the showing. Your agents see everything it said.
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Other property management workflows
Tell us how your property management team handles this today.
A 30-minute call with an engineer. You will leave knowing what a system could do for that workflow and what it would take to build.
What happens next
- 1
Strategy call
We learn how the workflow runs today and what a good outcome would be.
- 2
Workflow audit
We map the process and measure where a system would save the most time.
- 3
Proposal
A written scope, timeline and fixed price for your first system. No obligation to build.