Real estate brokers: an AI agent from first inquiry to signing
In your work as a real estate broker, an inquiry left waiting for a few hours can end up with another broker. This guide follows a client's full journey, from the first message to the signing at the notary's office, and shows what an assistant like Sofia prepares, follows up and monitors while you make the decisions.
The starting point: an inquiry that arrives fast
Inquiries come in from Centris, your website and social media. The basic need is simple: answer within minutes, before the person goes elsewhere. In Sofia's workflow, creating a new contact triggers an immediate task: call or text the person within the hour, confirm their project and offer a conversation.
The first message is a short email titled “Your real estate inquiry.” It thanks the person for their interest, introduces the broker by name and agency, and asks for three things: the area, the type of property and the timeline. Sofia introduces herself as an assistant. She never passes herself off as the broker: a licence holder must disclose their status, and your client should know they are talking to an AI.
- Automatic task when the contact is created: reply within the hour.
- Template message signed by the broker, with the business name.
- The contact is classed as buyer, seller, buyer and seller, or landlord/tenant, because the same person may sell and then buy.
Qualifying without advising
The first stretch of the funnel, from “New contact” to “Qualified,” is about filling in the file: role, area or property address, property type, budget, mortgage pre-approval and desired possession date. These fields choose the right follow-up. A buyer without pre-approval does not follow the same path before viewings as a pre-approved buyer.
Sofia's questions concern the property and the financing, never grounds of discrimination. She gives no financing advice: when a client asks about their loan, she points them to their lender. If the pre-approval has an expiry date, Sofia creates a reminder and sends a message inviting the client to talk to their lender about renewing it.
From the brokerage contract to the viewing
Before showing or listing a property, the file must show whether a brokerage contract is signed, exclusive or not, and when it ends. At the “Brokerage contract” stage, Sofia creates a task for you one day later: prepare the contract, read the mandatory note on exclusivity and have the client initial their choice. The OACIQ forms (the Organisme d'autoréglementation du courtage immobilier du Québec, Quebec's real estate brokerage self-regulatory body) remain the ones you use; the assistant reminds you which applies to each property type and tracks their status without replacing them.
Once the contract is signed, viewings get organized. The calendar coordinates buyer, seller and listing broker, avoids scheduling conflicts and sends a confirmation text with the date and time. The day after the viewing, an email asks the client what they liked and what they liked less, then offers to see others or discuss next steps.
From offer to conditions, up to the notary
At the “Offer” stage, Sofia reminds you to check the status of the promise to purchase: response received, counter-offer, response deadline to respect. She can reassure the client by text, saying they will hear as soon as the seller's answer arrives. She never negotiates: that is your role.
At the “Conditions” stage, the assistant records each deadline (inspection, financing, documents) on a timeline, schedules a follow-up for each one and sends the client a reminder inviting them to confirm where they stand. The message states that for a question about the loan or a legal opinion, the lender or the notary are the right people. At the “Notarial deed” stage, a text reminds the client of the signing date and to bring identification, and a task confirms the final items: insurance, keys, discharge.
Following up with sleepers, staying in touch after the sale
A qualified prospect who has not moved in 30 days receives a follow-up: how is the project going, is there anything new in their area? Buyers who are not ready are followed patiently: a lease ending, the sale of their property to complete first, a pre-approval to renew.
After the transaction, a congratulations email asks for a referral. If the file stays inactive for 180 days at the “Closed” stage, a task suggests checking in, offering an overview of market value in the area and asking whether the client knows someone with a real estate project. Follow-up messages include the unsubscribe notice and go only to contacts whose consent is on record.
What the agent never does
The workflow works because the limits are clear. Sofia prepares and follows up; the broker decides and approves.
- She never gives legal or financial advice.
- She never negotiates an offer.
- She states nothing about a property that is not tied to the official listing and the content you have approved.
- She does not perform identity verification, which remains the broker's job; the file keeps only the confirmation and the date, not a copy of the documents.
- She follows your advertising rules and hands off to the broker whenever a decision is needed.
A good workflow comes down to a few things: reply quickly, let nothing expire and stay present after the sale. Sofia handles preparation and reminders, and you keep the relationship, the advice and the negotiation.
General information, not legal advice. Check with your professional order or the official source.
Questions
Can the agent answer the client on my behalf?
It greets, asks the qualification questions, confirms viewings and follows up, within the limits you have approved. It presents itself as an AI assistant and hands off to the broker for any decision, advice or negotiation.
What happens if a client asks about their loan or a contract?
The agent gives no opinion. It directs the client to their lender or notary and creates a task so that you, the broker, take over the conversation.
How do I keep a condition of the promise to purchase from expiring?
Each deadline (inspection, financing, sale of the current property, condo documents) is recorded in the file with a scheduled follow-up and alerts. The broker remains responsible for the decision and for meeting the deadlines.
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