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ABOUT THE CLIENT

This leading real estate brokerage operates in multiple urban and suburban markets across North America, managing both residential and commercial properties. With 400+ active agents and over 15,000 monthly buyer and seller inquiries, the firm needed a way to scale lead handling without increasing operational overhead.

Every day, leads came in from websites, listings, social media, and third-party platforms—resulting in massive follow-up volume, scattered pipelines, and missed opportunities.

CHALLENGE

Despite having a high-performing agent network, the brokerage faced systemic bottlenecks in lead management:

• Agents spent hours weekly chasing cold leads and manually scheduling tours
• Follow-up response rates were below 30%, especially for weekend and after-hours inquiries
• Manual coordination of calendars between clients and agents led to double bookings and delays
• Contract creation and signature routing remained painfully manual
• Previous chatbot attempts failed due to keyword rigidity and poor CRM integration

The leadership team needed an AI solution that could work with their agents—not replace them—while bringing order and automation to their high-ticket, high-touch process.

OBJECTIVES

• Automate early-stage lead capture, routing, and qualification
• Enable self-serve tour scheduling with real-time calendar access
• Auto-generate contracts and disclosures post-tour
• Integrate seamlessly with the firm’s existing CRM and calendar systems
• Deliver 24/7 conversational support across web, mobile, and phone

SOLUTION:

Xtnsion.AI Agentic Workflow Suite for Real Estate

Xtnsion.AI deployed a comprehensive AI-powered solution purpose-built for real estate sales and operations. Within six weeks, the system was rolled out across all 20 offices.

Highlights:

• Voice & Chat Lead Capture Agents:
  Engaged incoming leads instantly, qualified intent, and routed hot leads to available agents
• Tour Booking Automation:
  Clients scheduled viewings in real time using synced calendars, reducing human back-and-forth
• Instant Contract Generation:
  AI prepared personalized agreements and disclosures, triggering secure e-signature flows
• Follow-Up Automation:
  AI agents checked in post-tour, collected feedback, and nudged clients to the next step
• CRM & Email Sync:
  All interactions were logged automatically, eliminating the need for manual data entry

RESULTS (In 6 Months)

• 42% faster lead-to-tour conversion time
• 65% of incoming inquiries resolved or routed by AI—within seconds
• 80% reduction in manual contract processing time
• 18% boost in deal closures per agent
• 3.5x ROI through increased closings and operational savings
• System now handles 5,000+ interactions monthly—without needing extra staff

KEY TAKEAWAY

With Xtnsion.AI, the brokerage transformed its sales pipeline into a predictable, self-operating engine—freeing agents to focus on closing, not chasing.

Quote (Representative Feedback)

“We didn’t just automate tasks—we automated momentum. The AI keeps deals moving even when we’re offline.”
— Director of Sales Enablement

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