Leads go cold fast
Someone who has written to four agencies remembers the one that answered first with a real message. Timing counts more than wording.
Estate agencies & brokers
A lead left waiting two days is a lead lost.
Enquiries arrive in bursts, often outside office hours, and they all look alike. Sania handles them one by one, drafting a personalised reply and the CRM update. The agent reads and approves.
Replies drafted continuouslyCRM kept up to dateNothing sent without approval
Direct answer
In an estate agency, Sania works on lead handling and administrative follow-up. It reads incoming enquiries, identifies the property concerned and what the contact is actually asking, drafts a personalised reply rather than an acknowledgement, prepares the CRM update, organises viewing requests against real availability and drafts the follow-up message after a viewing. Sania produces no property valuations, gives no legal advice and selects no tenant application: those decisions stay with the agency's professionals.
The real problem
Volume is the problem, and speed is the answer.
One live listing generates dozens of enquiries, many of them alike. Handling them all properly is a full-time job that nobody has.
Enquiries repeat themselves
Floor area, service charges, availability, pets allowed: the same questions come back dozens of times per listing.
The CRM is filled in afterwards
Tracking happens from memory, between viewings. What is not written down immediately is not written down.
The post-viewing moment is lost
A contact seen at a viewing and never followed up is a deal abandoned — at the very moment they were most decided.
The workflow
A lead arrives at 10pm. The reply is ready before opening.
The aim is not to auto-reply to everyone. It is to have a relevant answer ready to go when you open your inbox.
Match
Sania identifies the property concerned and recognises the contact if they have written or viewed before.
Understand
A viewing request, a question about charges and a request for an application pack do not call for the same reply.
Prepare
A reply personalised to the property, plus a CRM update ready: contact, source, status, next action.
The agent approves
You read, adjust and send. Nothing goes out in the agency's name without that action.
After the viewing, where deals are won
A finished viewing leaves a short window during which the contact is most decided. Sania drafts the follow-up message, proposes the next action based on what you tell it about how the viewing went, and updates the CRM. What Sania does not do: judge the quality of an application or rank candidates — that selection stays human, for obvious reasons.
What it touches
The CRM and the inbox, where leads actually live.
Most of the value comes from keeping the CRM current without any data entry.
Your CRM
HubSpot, Pipedrive, Notion or Airtable: contacts, statuses and next actions stay where they belong.
All integrations →The agency inbox
Gmail, Outlook or IMAP. Enquiries from portals also arrive here as email.
The assistant on email →The viewings calendar
Google Calendar, Outlook or Calendly: viewing requests are handled against real availability.
The assisted calendar →Follow-ups
A contact who has gone quiet since the viewing is spotted, and the follow-up is drafted for approval.
Sales follow-ups →Illustrative scenario in credits
An illustrative, unmeasured usage profile for a real estate agency. Credits are distributed freely — this is an example, not a limit.
| What Sania manages | Volume / month | Credits |
|---|---|---|
| Lead follow-ups & responses | ~900 | 900 |
| Visit planning | 250 | 250 |
| Social posts (goods) | 20 (×6) | 120 |
| Quotes / mandates & CRM monitoring | 40 (×3) | 120 |
| Qualification call minutes | 100 (×5) | 500 |
| Estimated total | ~1,890 |
Recommended plan:Business (2,500 credits) or Scale·refine in the simulator →
The limits, in writing
Three things an agency should not delegate to an AI.
Real estate touches on wealth decisions and personal data. Some areas stay out of scope on principle.
No property valuations
Sania produces and communicates no valuation figure. A valuation commits the agency and calls for professional expertise.
No legal advice
Leases, terminations, tenancy law, co-ownership: these questions go to a qualified person, never to the assistant.
No candidate selection
Sania does not rank or reject tenant applications. Sorting people is a human decision, with fairness at stake that an assistant must not arbitrate.
Nothing sent in the agency's name
Replies to prospects are prepared and submitted. What goes out carries the agency's signature: an agent approves it.
Contact data protected
The details handled serve the agency's own follow-up, not the training of models, and we select providers that offer guarantees against reusing your data for training.
Data protection →FAQ
Real estate: frequently asked questions.
Can Sania value a property?
No. Sania produces no valuation and communicates no figure. A valuation engages the agency's liability and rests on knowledge of the local market and of the property itself. A valuation enquiry is treated as a lead to qualify, then passed to an agent.
Does Sania reply to leads outside office hours?
It drafts the reply as soon as the message arrives, including at night and at weekends. Whether that reply goes out immediately or waits for your approval depends on the rules you set. Many agencies keep approval on first contact and automate only acknowledgements.
Does Sania connect to property portals?
There is no native portal integration today. In practice, portal enquiries arrive by email or through a form, and that is the flow Sania handles. Routing through Zapier is possible in some cases. We prefer to say so rather than advertise a connection we do not have.
Does Sania screen tenant applications?
No, and that is a deliberate refusal. Ranking or rejecting applicants affects how people are treated. Sania can gather the documents received and flag an incomplete file; the selection stays with an agency professional.
Is the CRM updated automatically?
The update is prepared alongside the reply: contact, source, property, status, next action. Depending on your rules it applies directly or waits for approval. The aim is to remove the evening data entry, which is when a CRM degrades.
How many agents can use it?
The number of users and the services enabled depend on the plan. A small agency usually starts on Business at CHF 249 per month to cover email, calendar and CRM together. The detail is on the pricing page.
Estate agencies & brokers
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