AI lead intake for real estate brokerages, so the Realtor.ca lead hears back in seconds.
AI lead intake for real estate brokerages is the layer we build and run in front of your CRM: every inquiry from Realtor.ca, Zolo, a Meta ad, a sign call or the office line answered in seconds on its own channel, qualified with your questions, routed by your rules, and written into Follow Up Boss, kvCORE, BoldTrail, IXACT or Real Geeks with transcript, source and next step. Price, offers and anything a registrant has to say go to a person.
Nobody can say how fast the first real reply went, or who sent it.
Five channels, each with its own clock, and the CRM holds only what an agent typed afterwards.
- A Realtor.ca inquiry that got the auto reply, then a real one the next afternoon
- An Instagram ad lead answered by two agents who both saw the notification
- A Saturday sign call at 6:20pm, heard as a voicemail on Monday
- The same renter from Zolo and your site as two records, chased twice
What sits between the inquiry and your CRM.
In the order a lead meets it.
- Answered where it arrived. A portal email is parsed as it lands and answered by email, a Meta form gets a text, the phone gets the voice agent, which tells the caller what it is. A person arriving twice becomes one record.
- Qualified with your questions, routed by your rules. Buying, selling or renting, the property, the timeline, a callback number: the short set your team wrote, asked the same way at noon and 9pm. Then your rule, listing agent first or round robin, logged each time it runs.
- Written into the CRM with the proof. Transcript, source, answers and next step, timestamped, so you can read when the first real reply went and who owns the lead. What each CRM accepts depends on its API; the Follow Up Boss side is on Follow Up Boss automation.
- The hand to a person. An offer, a price question, conditions, a request for a human: the agent stops, says who will ring them, and pages the person your rule names. Outbound texts and emails carry CASL consent and unsubscribe.
Plugs into what you already run
The marks are where a lead passes: Follow Up Boss holds the record, BoomTown and Wise Agent get the same layer, Twilio carries line and texts, Gmail the portal email, Slack the nudge to the agent.
What the brokerage line taught us about intake.
Most of a brokerage line is routing, and the evening is a large share of it.
On the Toronto brokerage line we run, 1 June to 10 September 2026, 31.3% of calls arrived outside Monday to Friday, nine to six, and the largest single reason for calling, 28.7%, was someone asking for a specific person. Count and method: after-hours calls, the real numbers.
So the routing rule gets written before the greeting. On that line an evening caller left a callback number about as often as a daytime one, so the after-dinner caller gets the same questions as the noon one.
It is the pattern we use for property managers: every channel into one shape, the fields you use pulled out, the rest left blank, a route, a write-back. Judgment stays with your licensed people.
Who this is for.
- Brokerages buying leads from five places. Realtor.ca, Zolo, Meta ads, the site, the phone, and no view of how fast each got a human reply.
- Team leads who cannot audit the round robin. The rule exists. The proof it ran on Saturday does not, and the agents know it.
- Who we are wrong for. A handful of leads a week and an agent who answers them, a team that wants the agent to negotiate, or a plan built on fewer people. We say so on the call.
Questions, answered straight
What does AI lead intake cost for a real estate brokerage? On the free call: a fixed-fee two-week audit, a build quoted against it, four to ten weeks with the phone in, then a monthly operate fee. Bands on the pricing page. If a rotation would do, we say that.
Does it work with our CRM? Follow Up Boss, kvCORE, BoldTrail, IXACT and Real Geeks. What we can write, a note, a source, a stage, an assignment, depends on what each exposes, and we test it before quoting.
Will it text leads, and is that legal in Canada? It can, by text or email. CASL needs consent, the sender named and a working unsubscribe on every outbound message, so consent is recorded with the form or call it came from; nothing without a record is sent.
What if a lead asks about price or wants to make an offer? It stops qualifying, says who will ring them, and pages that person with the transcript. It never quotes or suggests a price and never acts as a registrant. Conditions, commission and a request for a human get the same rule.
Does it handle Realtor.ca and portal leads, or only calls? Both. Realtor.ca and most portals deliver a lead as a notification email, so that side is a parser: read it, create the record, check for a duplicate, reply. Meta forms come through the API, calls through the voice agent, all into one record.
AI for real estate is the hub; other stacks get the layer on CRMs and automation, lead volume is real estate marketing, the whole practice AI consulting in Toronto.