Estate Agents | Clara — AI Receptionist

Does this sound familiar?

When you're at a viewing, you can't always answer the phone. Most property calls are time-sensitive. A buyer wanting a viewing, a seller chasing an update, a tenant reporting a repair. When someone calls and nobody picks up, they move on to the next agent. Clara makes sure every call is answered, every detail is captured, and every lead reaches you — even when you're out of the office.

Every missed call in estate agency is a missed transaction. A viewing request, a valuation enquiry, a buyer asking about a property they've seen online — these calls are time-sensitive in a way that almost no other business category matches. The person who wants to book a viewing has several other agents' numbers on their screen. They'll work through the list.

Research published by Property Industry Eye estimated that missed calls cost UK estate agents £119m per year. The figure is large because the transactions are large — but the mechanism is the same as in any small service business. Someone calls, nobody answers, they call a competitor.

For smaller agencies and sole-agent practices, the problem is structural. Viewings take agents out of the office for hours. Negotiating an offer requires full attention. The phone rings when the agent is unavailable, and the default is voicemail — which most callers won't leave, and which signals to a potential vendor that the agency might not be responsive enough to sell their home. Research from MIT and Harvard Business Review found that businesses responding to a new enquiry within five minutes are 100 times more likely to make contact than those who wait thirty minutes.

Viewing requests

Valuation bookings

Buyer and seller enquiries

Tenant maintenance reports

Landlord instructions

Portal lead capture

Offer status updates

Weekend & after hours

When customers call, Clara can...

Identify whether it's a buyer, seller, tenant, or landlord
Ask which property they're calling about
Capture their preferred viewing dates
Collect their name and contact details
Let them know an agent will be in touch shortly

Hi there, you've reached Greenfield Estates. I'm the virtual assistant, how can I help you today?

Hi, yeah — I saw the three-bed on Maple Road on Rightmove. It says it just came on today. Is it still available?

It is, and it's already had quite a bit of interest. Are you looking to arrange a viewing?

Yes please. I'm a cash buyer, no chain, so I can move quickly if it's the right place.

That's great to know — I'll make sure the agent has that. Can I take your name?

Daniel Marsh.

Thanks Daniel. And the best number to reach you?

07700 900 345.

Got it. When would suit you best for a viewing — this week or weekend?

Saturday morning would be ideal. My wife wants to come too.

Understood. Are you selling a property as well, or is this a first purchase?

We're selling, yeah. Ours is already under offer so we're ready to go really.

Perfect, that's really helpful context for the agent. I'll pass all of this across and someone will call you back today to confirm a Saturday slot. Is there anything else?

No, that's brilliant. Thank you.

You're welcome, Daniel. The team will be in touch shortly. Have a good day!

Simple pricing, 7-days free

Start with a free trial No credit card required Cancel anytime

Solo

Recommended

CA$64.99

/month 7-day free trial

One person. Every call covered

Answers calls 24/7

20+ natural-sounding voices

Call summaries, transcripts, and recordings

Spam filtering and urgent flags

Make and receive calls, all in one place

Call forwarding, keep your number

Live chat support

Teams

One business, multiple people, total coverage.

Everything in Solo, then:

Multiple users on one account

Shared phone numbers

Call routing to the right person

Web dashboard

Call summaries sent to email

Priority support

Frequently Asked Questions

Can Clara handle both sales and lettings calls?

Yes. Clara identifies the type of enquiry — buyer, seller, tenant, or landlord — and adjusts her questions accordingly.

Will Clara know what questions to ask about property?

Clara is configured to ask the right questions: which property, what they need, their availability, and how to reach them back. You can customise these at any time.

Can Clara take tenant maintenance reports?

Yes. Clara captures the property address, the issue, and the urgency level — then sends it to you so you can follow up or pass it to a contractor.

What about out-of-hours calls from portals?

Clara answers 24/7. Weekend browsers who call about a listing get an immediate response and their details are captured before Monday morning.

What if a customer calls about an existing transaction?

Clara will take a message with the details and let you know so you can follow up when you're free. She'll let the caller know you'll be in touch shortly.

Will callers know they're speaking to an AI?

Clara sounds natural and conversational — most callers won't realise. You can choose whether Clara introduces herself as an assistant or simply answers on your behalf. It's up to you.

Can Clara give out property prices or listing details?

You can configure Clara with your live listings so she can answer basic questions. Or she can simply take the caller's details and let them know an agent will call back.

Do I need a new phone number?

No. Clara works with your existing business number. Just set up call forwarding and Clara starts answering when you can't pick up.

What if someone calls about something Clara can't handle?

Clara will take a message and flag it for you. She won't try to bluff her way through something she's not set up for — she'll just make sure you get the details and you can call back.