5 Ways to be a Better Real Estate Agent with Virtual Receptionists


As busy real estate agent, exchanging phone calls between various parties comes with territory, yet frequent incoming calls certainly bog down the process. The virtual receptionists from Smith.ai alleviate the interruptions by fielding your calls, greatly enhancing your productivity.

Between making calls to appraisers, setting up appointments for showings, and working with lenders, your days are packed with communication. Taking phone calls to answer questions is important but even more so is smoothing out the process between buyers and sellers to finalize a deal.

These five ways our real estate answering service help real estate agents capitalize on time will improve your productivity and hopefully ease some of the stress associated with the job.

1. Set appointments for you

Between showings, meetings with appraisers, and contract discussions, a single day could well mean you’re out of your office the entire time or maybe too tied up to take calls. With access to your scheduling software, we can set appointments on your behalf during the times you specify. We’ll also remind you when we schedule an appointment on your behalf plus, you get a summary of all calls via text or email.

2. Collect information for prospective buyers or sellers

Most callers are either looking for a new home, to sell their property, and sometimes, both. Before the work can begin, information about the caller’s needs must be collected and assessed before taking the first step forward. Whether the caller wants to buy or sell, we can collect their information specifics about the home sought or being sold such as the neighborhood, whether there is a garage and if it's attached, number of bed and baths, if there is yard and if it’s fenced in, among other information.

3. Provide information about your listings

A majority of the information about any give home you’re selling is likely online somewhere, but people will still call. Rather than take these calls yourself, you can keep working while answer a caller’s questions about your properties. Other supplemental information can be provided as well as certain stipulations you don’t want to air on a listing. For example, maybe a new roof is needed and a credit is offered, or the shabby privacy will be replaced prior to the sale at the buyer’s request.

4. Modify your availability on the fly

When it comes time to close a deal (or deals, if you’re lucky) you may want every relevant party in the sale to have direct access to your line. One of our core features is the ability to directly transfer certain numbers, hence bypassing our virtual receptionists and ringing you directly. We can change these numbers at any time, which is ideal when it comes time to finalize a sale.

5. Follow up by making calls on your behalf

You need to setup time with an appraiser to walk through a home. A buyer’s offer was accepted. The seller is fine with knocking off five grand for the basement they only managed to frame in. Though these should be short conversations, time adds up for all these calls. By calling us or sending an email with the details, we can make these calls for you.

A Smith.ai Customer Testimonial

The above scenarios are certainly useful for Smith.ai but don’t just take our word for it. Here’ what one of our customers had to say.

“I've been looking for a good call answering service for years. I was tempted by Ruby Receptionists (a few times), but the costs were astronomical. So I back-burned this project. Then I discovered Smith about 4 months ago. The price was right, but what really hooked me is their technology. I love the instant email summaries (within minutes of getting a call), and then the nicely formatted daily summaries at the end of the day. It's a nice combination of human + tech. It's all very slick and I'd highly recommend this service for any small business!”

Greg Brown

Get in Touch

As a real estate agent, a receptionist is an incredible way to help manage the chaos in the world of real estate. If you’d like to learn more about how Smith.ai’s virtual receptionists can help your business, sign up for a free consultation with our team or get started risk-free with our 14-day money-back guarantee.

Business Education
Virtual Receptionists
Real Estate
Written by Nick Epson

With over a decade of experience under his belt, Nick Epson is a professional copywriter and a well-versed content marketing expert.

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