Automation for estate agents
Enquiries about a listing, viewings and document checks — the same chain for every property.
Does this sound familiar?
A well-laid-out property brings dozens of enquiries within days. Most don’t fit — but every single one has to be read, answered and classified. At the same time, the prospects who do fit regularly lack the documents.
- Portal enquiries arrive as emails without the details needed to classify them
- Viewing appointments are arranged one by one by phone
- Proof of financing and self-disclosure forms have to be requested individually
- Identity checks under the Anti-Money Laundering Act are documented late and incompletely
- Property documents are scattered and put together again for every prospect
What we actually do
Pre-qualify enquiries
A structured follow-up captures household size, financing status and time frame. Whoever doesn’t reply wasn’t seriously interested — that saves half the work.
Bundle viewings
Appointments are offered from available slots and confirmed, instead of being negotiated one by one by phone.
Request documents automatically
Self-disclosure, proof of financing and ID details are requested in a structured way with reminders — with a deadline instead of chasing calls.
Prepare property documents once
Floor plan, energy certificate, declaration of division and minutes are kept in one place and shared after approval.
Starting point
Plan a quote with AI
From portal enquiry to notary appointment
This is how the process runs today — and this chain is exactly where automation comes in.
- Enquiry via portal or website
- Follow-up on financing and time frame
- Classify the prospect
- Offer a viewing appointment
- Request and check documents
- Verify and document identity under the AML Act
- Reservation and notary appointment
Systems typically used here
This is the existing landscape an automation connects to. Listed is what is widespread in this industry — it says nothing about which system you use.
- Estate agency software such as onOffice, FlowFact, Propstack or immoware24
- Portal connections to ImmoScout24, Immowelt and Kleinanzeigen
- Identity verification for anti-money-laundering checks
- Digital signatures for reservation and agency agreements
- Cloud storage for property documents
What matters most here
Anti-Money Laundering Act and energy certificate
Estate agents are obliged entities under the German Anti-Money Laundering Act: the identity of the contracting parties must be verified and the check documented for five years. That is not a side issue but subject to fines — and a process that can be documented cleanly through automation. Also mandatory: the details from the energy certificate must already be in the listing, not only at the viewing.
Frequently asked questions
Does an automatic follow-up put prospects off?
Not the serious ones. Anyone who really wants a property answers three questions. The follow-up filters out exactly the enquiries that would never have led to a viewing anyway.
May identity verification take place digitally?
Yes, under the conditions of the Anti-Money Laundering Act — there are established procedures for it. What matters is audit-proof documentation, and that is exactly what most often ends up incomplete when recorded manually.
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Check your websiteWorking in Wiesbaden, Mainz, Frankfurt am Main, Rheingau-Taunus-Kreis.
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