Answer Property Listing Enquiries on WhatsApp in Minutes
This recipe answers a listing enquiry on WhatsApp, Instagram or Messenger with a useful first reply: whether the property is available, the asking price, the size and two viewing times. If the property is gone or out of budget, it offers up to three similar listings. It works from the listings and leads in your real estate CRM or agency software, and your calendar. It is the first workflow most agents automate. Part of the property agent workflows.
What happens today
A buyer sees your listing on a property portal at 9.15pm and taps through to WhatsApp: “hi, is this one still available? what’s the price per square foot?”. You are at a viewing until 10pm and reply at 10.40pm. By then the buyer has asked three other agents about three other properties, and one of them answered with a price and a viewing time while the buyer was still on the portal.
The buyer did nothing wrong. They went with the first agent who gave them something they could act on.
The flow that works
- The buyer asks about a property by address, development name, listing ID or a pasted portal link. AeroChat finds it in your CRM.
- In one reply it confirms the status, the asking price, the size and the price per square foot or square metre, and offers two viewing times from your calendar.
- If the property is taken or the buyer says it is above budget, it searches your listings for the same area and property type and sends up to three alternatives.
- It sends the floor plan if asked, and creates the lead in your CRM with the enquiry.
- Anything about loans, yield, property taxes or the neighbourhood goes to you (see the agent handover).
An automatic “thanks, an agent will contact you” does not count as a reply. This flow gives the buyer facts and a next step in the first message.
The recipe
Copy this into AeroChat
When someone asks about one of our listings, follow these steps.
- Find the listing in our CRM by address, development name, listing ID or the portal link they send. If you cannot tell which listing they mean, ask them which one, and show the two or three closest matches.
- In one reply, tell them whether it is available, the asking price, the size and the price per square foot or square metre, as it is on the listing. For a rental, give the monthly rent instead.
- In the same reply, offer two viewing times from my calendar in the next three days, between 10am and 9pm (example hours).
- If the status in our CRM is sold, let or under offer, say so and offer up to three listings from our CRM in the same area and property type, within one bedroom of what they asked about.
- If they say it is above their budget, ask for their budget and offer up to three listings in the same area and property type below it, with price and size.
- If they ask for the floor plan or photos, send the link from the listing.
- Create a lead in our CRM with their name, phone number, the listing they asked about and what they asked, or add a note to their lead if they are already in it.
Only quote prices, sizes and facts that are on the listing in our CRM. Never estimate a price, a valuation or a rental yield. If they ask about loans, how much they can borrow, property taxes, yield, redevelopment, the neighbours or why the owner is selling, say I will reply personally and hand the conversation to me. Reply in the customer’s language.
Change the viewing hours, search rules and listing fields to your own before you paste it.
What to connect
- Your real estate CRM or agency software. Your listings, with address, development, area, type, tenure, bedrooms, size, price, status and links to the floor plan and photos, and your leads. Update the status the moment a property is taken. Agency software such as Rex holds listings and leads, and Follow Up Boss or HubSpot hold the leads. They connect through their APIs. In Follow Up Boss, copy your API key from Admin, then API. In HubSpot, a super admin creates a private app and copies its access token. In Rex, set up a user for AeroChat. Paste it in when AeroChat asks.
- Your calendar. Your own calendar, with viewings and other appointments in it, so a free time really is free. If you use Google Calendar, connect your Google account and approve the access.
- Channels. WhatsApp, plus Instagram and Messenger if you market there. Property portal enquiries that open WhatsApp and click-to-WhatsApp ads land in the same inbox.
If you are a solo agent who keeps listings in a Google Sheet, connect your Google account and approve the access, and AeroChat reads your listings from the Sheet instead.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect your CRM and your calendar, check the listing fields, then switch it on.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- Which listing facts are shared in chat and which wait for the viewing.
- Your viewing hours and how far ahead to offer times.
- How wide the similar-listing search goes: area, type, bedrooms and price.
- Which questions go to you, beyond loans and property representations.
AeroChat follows these as written. It does not quote a figure that is not on the listing.
The result to expect
Portal and ad enquiries get a reply with facts and viewing times in minutes, at any hour, including while you are at a viewing. Buyers who would have moved on to the next agent book with you instead, and the ones whose property is gone see your other listings.
Measure it with your own numbers: the median time to your first useful reply and the share of enquiries that book a viewing, for a month before and after you start. In the first week, read a sample of the chats and adjust the recipe where a reply was not how you would put it.
Next: viewing booking and lead qualification. See also first response time.
Answer your next enquiry first
Connect your CRM, paste the recipe, and ask about one of your own listings from a friend’s phone. Time the reply.
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