An AI real estate agent replies to people in messengers and on the agency website while estate agents are away at viewings. It takes data from the property listing card: price, owner's terms, check-in dates. It selects similar options from your database and passes the lead to the estate agent along with the entire chat history. It won't take a call, but messages under ads won't have to wait until the evening.
How a real-estate AI agent works in real time will be demonstrated using the example of a Kyiv agency from the Left Bank. It has three real estate agents who let and sell secondary housing in Poznyaky and Osokorky. Listings are posted on portals and on Instagram, with a Viber number indicated on each. Tuesday, 2:20 pm, Iryna the real estate agent is showing a two-room apartment on Hryshko, and her phone is on silent.
Contents
- One viewing and three applications that went to others
- What an AI real estate agent does while the estate agent is busy
- Property card from which the agent replies
- Owners also write, and their applications are more expensive
- The agent will not take the call: how to convert part of the conversations into text
- First week in the agency for three real estate agents
- Frequently asked questions
Section: Instructions and cases
One viewing and three applications that went to others
During the hour that Iryna is showing the flat, the usual agency business goes on. A girl from Kharkiv writes on Viber under the listing for a one-room flat in Osokorky: “Still available? Can I have a cat?”. A man calls twice about a three-room flat for sale and leaves no message. The Instagram direct receives “What is your commission?”.
Irina sees this at 15:30 in the car. The girl has already arranged a viewing with another estate agent, because they replied in ten minutes. Irina calls the man back, but he doesn't answer. She puts off the question about the commission until the evening and forgets about it.
None of these three leads was difficult. Every answer could have been given using the listing and the owner's conditions. The agency lost them because at that time there was no one to reply. Hiring a fourth person just for messages is expensive for an agency of that size. The female assistant who works until six closes out the day, but not the evening or Saturday.
What an AI real estate agent does while the estate agent is busy
An agent stands between the listing and the estate agent, handling the initial conversation. They answer repetitive questions about the property, suggest similar flats if this one is not suitable, and collect the essentials that the estate agent would need anyway to get started: budget, date, contact details, and a convenient time to connect. After that, the conversation is handed over to the person along with the context.
According to the report, an agent does not replace a real estate agent, and clients still need a real estate agent just as much. NAR 2025 Profile of Home Buyers and Sellers, published by the National Association of Realtors in November 2025, 88 % of buyers purchased a home through an agent or broker. They named agents as their most trusted source of information, ahead of online listings. A person will turn to a real estate agent anyway; the only question is which one. A young woman from Kharkiv chose the one who replied within ten minutes.
Under the rental listing
Here decisions are made quickly, and the questions are almost always the same. Is the flat available, from what date, are pets allowed, how much is the deposit, is there a fee, who pays the utilities. The agent replies from the property card and offers viewing slots set by the estate agent. A girl with a cat would get a reply in half a minute: the landlord is against pets, but here are two similar flats in Osokorky where a cat is not a problem.
When a person buys
The flat buyer writes longer and less often. They are interested in the floor, condition, documents, and whether there is room for negotiation. The agent replies with what is in the description, and honestly passes on the negotiation and documents to the realtor. Property buyer enquiries already arrive in the CRM with a budget and district. Which exact questions the agent asks to distinguish a buyer from an inquisitive neighbour, we covered in the text about, what questions does the agent ask instead of the manager.
Property card from which the agent replies
The agent knows precisely as much as is recorded in its knowledge base. Marichka AI responds only from it and does not invent anything about the flat. Therefore, the quality of the responses depends on how the listing card is filled out. For a rental in Pozniaky, the minimum looks like this.
| Field | Example | What question does it answer |
|---|---|---|
| Status and check-in date | available from 1 November | “Is the flat still available?” |
| Price and what is included | price per month plus utilities according to meters | “How much is that in total per month?” |
| Deposit and fee | deposit size, whether there is a fee and who pays it | “What is your commission?” |
| Owner's conditions | no pets, 1 year minimum, up to 2 adults | “Can I bring my cat?” |
| House details | 9th floor out of 16, generator in the building, 7 minutes to the underground | “Is there electricity during power cuts?” |
| Observation windows | Tuesday and Thursday after 17:00 | “When can I come and view it?” |
Take the values from real listings and agreements with owners. You don't have to fill in twenty cards by hand: the database can be pulled from the agency's website or from an Excel spreadsheet of properties, and prices will update automatically.
Check one thing: the owner's conditions must be on a separate line. That is what the agent relies on when saying “no” or offering an alternative, whereas in a description like “cosy apartment with renovation” they might miss them. An empty field means handing the conversation over to the estate agent where the agent could have answered themselves.
Owners also write, and their applications are more expensive
AI for real estate agencies is usually talked about in terms of replying to buyers. But property owners also write in direct messages and Viber: “I want to rent out a one-bedroom flat on Kharkivskyi massif, how much do you charge?”. For an agency, such a contact is more valuable than a single tenant. One flat then brings in inquiries from many tenants. An owner who writes at 21:00 to two agencies will most likely make a deal with the one that replies the same evening.
A real estate AI agent converses with an owner differently than with a buyer. It asks for the address and floor area, number of rooms, condition of the renovation, desired price, available from date, and whether there are any photos. It explains how the agency works with owners if these terms are in the knowledge base. Then, it proposes a time for the estate agent to call or come and view the property.
What the agent does not promise the owner
The estate agent will give you a valuation of the flat, the time it will take to let it out, and the price it will go for after viewing it. Set these topics out in the settings as a list to be passed on to a person, and the agent will reply: “The estate agent will tell you the price once they have viewed the flat. When is it convenient for you?”.
The agent will not take the call: how to convert part of the conversations into text
Fair's fair: Marichka AI works on Instagram, Telegram, Viber, Facebook, WhatsApp and in a website widget. It doesn't answer the phone, and the man who called twice about the three-bedroom flat will remain a missed call. The chatbot for estate agents doesn't replace the phone. It handles the part of the conversation that can take place via text.
Such conversations become more frequent if you give people a choice. Next to the number in the ad, place a link to Viber or Telegram with a short caption: “Write to us, we will reply in a minute, even when the agent is at a viewing.” Add the same line to your Instagram bio and property pages on the website. Those who want to call will call. Those who write will get a reply from Marichka AI in 10–30 seconds.
Missed calls during a viewing are best handled by a habit: after every viewing, the estate agent calls back everyone they missed before even getting into the car. And message enquiries by that time are already sitting in the CRM with everything the agent found out. If a CRM hasn't been chosen yet or doesn't accept external entries, you should first sort out, what to check in an agency CRM before connecting an agent to it.
First week in the agency for three real estate agents
There is no need to launch the real estate chatbot for all properties at once. For the Left Bank agency, the plan for the week is simple.
- Take five to six active rental advertisements and fill in cards for them according to the table above.
- Extract ten questions that customers asked most frequently from last month's chats, and provide answers to them in the knowledge base.
- Compile a list of topics that the agent hands over to a human: bargaining, valuation, documents, property reservation.
- Connect the agent to Viber and Direct, and add the messenger link to these adverts.
- Every evening, review conversations where the agent handed over the lead to the estate agent even though they could have answered themselves, and update the database.
The first 7 days of Marichka AI are free, and this is enough to compare two weeks: before the agent and with it.
Compare two simple things from message threads. How many messages under listings received a reply within five minutes and how many of those resulted in a scheduled viewing. Look at Saturday and Sunday separately: Iryna and her colleagues show flats precisely then to those who work on weekdays, and messages on those days used to wait the longest. If after a week the AI real estate agent hands over more than half of the conversations to the agent, the problem is usually in the knowledge base, and it should be supplemented before expanding to other properties.
Three enquiries that the Left-Bank agency lost in a single hour didn't go through a flat or an estate agent. No one simply replied to them while Iryna was away at a viewing. Before launching, calculate for one normal week how many messages under listings waited for a reply longer than an hour. This figure will show how many people you are handing over to other agencies and which listings to start with.
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Frequently asked questions
Can an AI agent answer calls instead of a real estate agent?
The text agent does not take calls: it works in messengers and via a website widget. The number of missed calls decreases otherwise. In the advertisement next to the phone number, provide a link to Viber or Telegram, and some people will write instead of calling. The agent responds to such messages within 10–30 seconds.
How does the agent know that the flat is already let?
Only from the knowledge base you gave it. If objects are uploaded from a website or a table with auto-update, the status change pulls through by itself. If the base is filled in manually, the status must be changed in it in the same way as on the portal, otherwise the agent will offer a flat that no longer exists.
Would an AI agent be suitable for an independent real estate agent without an agency?
Yes, missed messages cost a private estate agent the most: while they are at a property viewing, there is nobody to reply. For a single agent, the junior tariff is quite enough. With Marichka AI, the LITE tariff costs €49 a month and includes 1,000 messages.
How do clients react when they realise they are chatting with a bot?
That is fine, as long as the bot answers on point and does not pretend to be human. Say this in one sentence in the greeting: “I am the agency assistant, I will answer about the property and pass you on to an estate agent”. People are not annoyed by the bot, but by an answer that does not address their question.
