Property Agent Workflows to Automate, Ranked
These are the six workflows a property agent or small agency should automate first, ranked by how much time or how many deals each one recovers. The ranking assumes one to ten agents, most enquiries arriving on WhatsApp from property portals and ads, listings and leads kept in a real estate CRM or agency software, and viewings kept in each agent’s own calendar. Each one links to a recipe page with a description you can paste into AeroChat, what to connect and what you still decide.
For the market data and plan sizing, see the property agents overview.
The ranking at a glance
| Rank | Workflow | What it recovers | Why it ranks here |
|---|---|---|---|
| 1 | Listing enquiries | Leads lost while you are at a viewing | Leads contacted within an hour were nearly 7 times as likely to qualify (HBR, 2011) |
| 2 | Viewing booking | Agent time spent on back-and-forth over times | It turns an enquiry into a meeting, and the other workflows end in it |
| 3 | Lead qualification | Hours lost on viewings that were never going to proceed | One well-placed question filters most of them |
| 4 | Document requests | Agent time on sending the same files | Floor plans, brochures and checklists are asked for on almost every listing |
| 5 | Rental and tenant questions | Evenings spent on repair and lease questions | Tenants message after work, about the same things every time |
| 6 | Agent handover | Low volume, high stakes | Every setup needs it before going live |
Source: Oldroyd, McElheran and Elkington, Harvard Business Review, March 2011.
The six workflows
1. Answer listing enquiries straight away
A buyer writes “is this one still available” from a portal listing at 9pm. AeroChat finds the listing in your CRM and replies with its status, asking price, size and two viewing times in one message. This ranks first because a buyer who enquires on four listings in one sitting usually goes with the agent who answers first.
2. Book viewings into your calendar
“Can I view it this Saturday?” takes four messages to settle by hand. AeroChat checks your calendar, offers times that leave travel time between viewings, books the one the buyer picks, logs it against the lead in your CRM and sends the address and your name.
3. Qualify after you answer
Budget, timeline and financing decide whether a viewing is worth an hour. AeroChat asks the one question that matters for that listing, after the buyer’s own question is answered, and records the answer on the lead in your CRM so you see it before the viewing.
4. Send documents on request
Floor plans, brochures, site plans and the list of documents a tenant needs for an application are asked for on almost every listing. AeroChat sends the right file for the right listing, and holds back anything that should only go to a confirmed party.
5. Answer rental and tenant questions
Tenants in properties you manage ask who pays for an air conditioning repair, when the deposit comes back and how to give notice. AeroChat answers from the tenancy terms you upload, logs repair requests in your property management system and passes anything disputed to you.
Rental and tenant questions recipe
6. Hand financial and property representations to the agent
Loan eligibility, property taxes, rental yield, redevelopment and why the owner is selling must come from a licensed or registered agent. AeroChat never answers them. It collects the question, tags the conversation and passes it to you on your phone. It ranks last because the volume is low. Set it up before any other workflow goes live.
What they connect to
- Your real estate CRM or agency software for listings and leads, used by workflows 1, 2, 3 and 4. Follow Up Boss, HubSpot or Rex connect through their APIs.
- Your calendar for each agent’s viewings, used by workflows 1, 2 and 3. Agents who keep viewings in Google Calendar connect their Google account and approve the access.
- Your property management software for tenancies and repair requests, used by workflow 5. Buildium connects through its API.
- Your knowledge base for floor plans, brochures, tenancy terms and your handover rules.
- WhatsApp, plus Instagram and Messenger if you market there. Click-to-WhatsApp ads land in the same inbox.
- AeroChat’s own handover, tags and team notifications for workflow 6 and every exception.
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 stays with you
- Anything that is financial advice: loans, how much a buyer can borrow, property taxes, whether to sell first.
- Any representation about the property beyond the listing facts: yield, redevelopment, neighbours, why the owner is selling.
- Price negotiation and offers.
- Disputes with tenants or landlords, and deposit deductions.
- Complaints about you or your agency.
Each recipe hands these over with the details collected, so you pick up the conversation without asking the buyer or tenant to repeat themselves.
How they fit together
Your CRM is the base. Listing enquiries, document requests and similar-listing searches all read from it, so keep each listing’s status up to date there. Viewing booking is where most conversations end, and qualification runs just after it. The agent handover runs alongside all of them. When a buyer asks about loans in the middle of booking a viewing, the booking still completes and the loan question goes to you.
You can paste the recipes one at a time. When you paste the second, AeroChat sees what you already have and adds to it rather than building a duplicate.
Build your first one
Start with listing enquiries and the agent handover together. Connect your CRM and your calendar, and enquire about one of your own listings from a friend’s phone.
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