AI systems for estate agents

An estate agency loses money every time a hot lead goes unanswered, every time an agent repeats the same qualification for the seventh time in a day, and every time a viewing falls through because nobody sent a reminder. STAKKER SYSTEMS builds AI phone agents, WhatsApp chatbots, n8n automations and a connected CRM so leads don't go cold, viewings get confirmed and your agents spend their time closing, not sifting.

What usually fails

Missed calls at peak times (Saturdays, evenings) that are lost for good because the lead simply rings the next agent's sign.
Agents asking the same opening questions 20 times a day (area, budget, timeframe, financing) before they know whether the lead is a fit.
Viewings that fall through without a reminder, or get moved over WhatsApp while nobody updates the CRM.
Disorganised seller prospecting: cold leads mixed in with hot ones in a spreadsheet with no scoring.
No way to cover the business WhatsApp number 24/7 when a customer writes at 22:30.

What we build

AI phone agent with qualification and handover

Picks up incoming calls at any hour, works out whether the lead is a buyer or a seller, asks 4-6 questions (target area, budget, financing ready, urgency) and hands over to a person only if the lead is a fit. If the lead is cold, it books a call for the next day.

WhatsApp chatbot with property catalogue and viewing booking

A WhatsApp Business API bot connected to your CRM and property catalogue. It filters by area, bedrooms, budget and intent (buy/rent), sends the property details, offers viewing slots and books them into the agent's calendar.

Seller qualification for new instructions

When a seller lead comes in (form, call, WhatsApp), the system asks for the minimum details (area, property type, reason for selling, timeframe) and books an in-person valuation only if the property fits the area you cover.

Automatic viewing reminders

24 hours and 1 hour before the viewing, the client gets a WhatsApp reminder with the address and the agent's name. If they confirm, all good. If they cancel, the system frees up the slot and alerts the agent to reassign it.

n8n workflows: CRM + portals + email

Two-way sync between your CRM (Witei, Inmovilla, Sooprema, HubSpot, Pipedrive), portals (Idealista, Fotocasa, Habitaclia), Calendly/Cal.com, transactional email and Slack/Telegram for internal alerts.

Use cases

Saturday evening, office closed

A lead calls at 18:30 on Saturday about a advertised flat. The AI agent picks up, collects the basic details, sends the property sheet over WhatsApp and books a viewing for Monday at 11:00. The agent starts Monday with the viewing already booked and the lead already qualified.

WhatsApp with a filtered catalogue

A customer writes "looking for a 3-bed flat in Teatinos up to 220.000 EUR". The bot checks the CRM, returns 4 matching properties, offers a viewing and logs the lead in the CRM with the filter applied.

Seller enquiry late at night

At 23:00 someone fills in a "value my home" form. The WhatsApp bot starts the conversation instantly, asks 5 questions, books a valuation visit with the local agent and emails a summary to the team lead.

Viewing reminder with confirmation

1 hour before the viewing the client gets a reminder and confirms. The agent heads out with up-to-date CRM details. If the client cancels, the slot is freed automatically and offered to another waiting lead in the same area.

Weekly report to the manager

A workflow that sends the manager, every Monday: new leads by channel, conversions to viewing, viewings held, instructions won. No manual spreadsheets, no phone calls to ask the agent.

What to automate first

Phone answering outside opening hours (nights, Saturday evenings, bank holidays).
Initial qualification of buyer leads via WhatsApp / web (area, budget, financing).
Viewing booking synced with the agent's calendar.
Automatic viewing reminders (24h + 1h) and reassignment of cancelled slots.
CRM <-> portals <-> calendar sync in a single flow.

What not to automate yet

Final price negotiation or sale terms. The agent always closes that.
Real financial, mortgage or tax advice for the end client. The AI only gives general guidance and refers people to a qualified professional.
Handling sensitive documents (title deeds, income tax returns, payslips, criminal records) without a reinforced DPA and without the client's DPO.
Binding automatic property valuations. The AI can give public guidance but does not sign off an official valuation.
Complaints, grievances or disputes. These go straight to a person with no AI filter.

How the flow looks

Lead comes inThe lead arrives by phone, WhatsApp, web form or portal, at any time of day.
AI qualificationThe system asks 4-6 questions (area, property type, budget, timeframe, financing) without over-requesting data.
Filtering and catalogue matchThe bot checks the CRM and offers 2-4 matching properties. If nothing fits, it adds the lead to a waiting list with their criteria.
Viewing bookingThe system offers slots from the local agent, the client picks one, and it's saved in the CRM and calendar.
Reminder and confirmationWhatsApp reminders 24h + 1h before. Confirmation or automatic reassignment of the slot.
Viewing and CRMThe agent attends with the property sheet in hand and records the outcome in the CRM. The system triggers the next step (second viewing, offer, not interested).
Reporting to the managerAn automatic weekly summary and a dashboard: leads, conversions, viewings, instructions, funnel by area.

Risks to watch in this sector

The buyer's personal data (ID number, income, employment status) requires a legal basis and data minimisation. Never ask for more than necessary at the qualification stage.
Outbound calls to cold leads or purchased lists need a legitimate interest assessment (LIA) or prior consent. The AEPD (Spain's data protection authority) has fined practices in the property sector.
Data on minors (family viewings, residency registration) is not processed in the AI system unless necessary and with the client's DPO.
Call recording: only if it is declared and announced at the start of the call. Short retention, set out in writing in the data processing agreement.
Connecting to portals (Idealista, Fotocasa) must respect the portal's terms of service and scraping limits.

What we build it with

AI phone agent, WhatsApp chatbot, n8n automation, CRM + portal sync, Internal dashboard with funnel and reporting, Summary email and dashboard

Frequently asked questions

Does it work with estate agency CRMs like Witei, Inmovilla or Sooprema?

Yes, they all have an API or webhooks. We connect them to n8n to sync leads, viewings and new instructions. For CRMs without a public API, we assess integration via email or portal before committing.

Can the AI qualify a buyer as well as an agent can?

At the initial screening stage (area, budget, timeframe, financing) yes, with the same quality and far more consistency. Fine negotiation and closing are still done by the agent. The AI doesn't replace your agents, it takes the repetitive work off them.

Is it legal to record calls?

Yes, with a notice at the start of the call ("this call is being handled by a virtual assistant and may be recorded for quality and follow-up purposes") and a documented legal basis. The retention policy is set out in writing in the data processing agreement.

How long does it take to set up the full system?

The CRM integration sets the timeline: with open systems it's quick; with closed or older CRMs it takes longer. The initial diagnostic is free and helps estimate the real timeline.

What if our agents feel threatened?

Understandable. That's why the system is designed to free up agents' time, not replace them. The AI handles the repetitive work (screening, reminders, syncing); agents do viewings, advice and closing. Conversion and commissions go up, not down.

To understand the terms

What is an AI agent?, What is the WhatsApp Business API?, What is n8n?, What is AI automation?