An AI assistant for real estate agents: what it can take off your day, and what stays yours

The jobs that suit an assistant

Everything below starts from something that has already happened: an enquiry that arrived, a viewing that was agreed, notes you wrote yourself. The assistant works on your own material. It does not go looking for new people to contact.

Replies to enquiries already in your inbox

A buyer asks whether a flat has a lift. A tenant asks if pets are allowed and when it is free to move in. The assistant reads the new email, checks the answer against the details you have given it, and saves a draft reply in your Gmail Drafts (it can read and draft in Outlook too). You open the draft, change what needs changing and send it yourself.

Booking viewings in Google Calendar

When an enquirer proposes a time, the assistant can check your calendar, suggest a free slot and add the viewing once you agree. You can also tell it your usual rules, such as no viewings before a certain hour, or time left between appointments, and it will keep to them when it proposes slots.

A morning brief

On a schedule you choose, for example every weekday at 08:00, it sends a short summary to a chat app you have connected: today’s viewings with times and addresses, then the people still waiting for an answer from you, oldest first. The job keeps running while your laptop is shut.

A first draft of a listing description

You send your own notes after a visit: rooms, condition, what the owner mentioned, what the street is like. It turns them into a readable description for you to edit. It can only work from what you give it, so a fact that is not in your notes should not appear in the text, and you are the one who checks that each claim is true before anything is published.

A viewings and offers sheet that stays current

If you keep a Google Sheet with one row per property or per enquirer, the assistant can add the viewing it just booked, note that a follow-up is due, or record an offer you tell it about in the chat. It saves you the evening of catching up the spreadsheet from memory.

Follow-ups with people who already enquired

After a viewing, you can ask for a short thank-you and a question about next steps, drafted for each person who came. These go to people who contacted you, and they wait as drafts. Nothing needs to go out until you have read it.

A worked example: one morning

The names, times and properties here are made up to show the shape of it. Imagine Dev, who works alone for a small lettings and sales office. Early on he connected Gmail, Google Calendar and a Sheet, plus Telegram for messages. Then he gave the agent this standing instruction:

Every weekday at 8:00, check my Gmail for enquiries from the last
2 days that I haven't answered. Save a draft reply to each in my
Gmail Drafts and send nothing. Use my details sheet for facts about
each property; if a fact isn't there, say you need it, don't guess.
Then message me: today's viewings from my calendar, and who is
waiting for an answer.

On Thursday at 8:00 his Telegram chat showed something like this:

• Today: a viewing at 10:30 on the first-floor flat, one at 14:00 on the terraced house, a valuation visit at 16:30.
• Drafted: a tenant asking whether the flat allows a cat. The details sheet has Dev’s note on the owner’s position, so the draft repeats it and offers two viewing times.
• Drafted, fact missing: a buyer asking about ground rent on the flat. It is not in the sheet, so the draft says Dev will confirm, and the summary asks him for the figure.
• Not drafted, flagged: a message from a buyer’s solicitor about a contract query. Dev asked for anything legal to come to him untouched.
• Waiting on you: two people who asked for a second viewing, three days apart.

Dev spent a short stretch in his Drafts folder before leaving the house, sent one draft unchanged, filled in the ground rent on another, and wrote the solicitor reply himself. When he replied “yes” to the second-viewing suggestions, the agent added them to his calendar and put them in the sheet.

“Send nothing” is an instruction, not a lock. Once your email is connected, the agent is able to send mail if you ask it to. Keep the instruction in every email job, and look in your Sent folder now and then.

What to keep for yourself

An assistant drafts well and decides nothing. Some work stays with you, and it helps to say so in your standing instruction so those messages are flagged instead of answered:

• Negotiation. Offers, counter-offers, what the seller will accept and what you tell each side. It can record an offer in your sheet. It should not be the voice that haggles.
• Contract and legal matters. Anything from a solicitor, anything about terms, deadlines or obligations. The assistant is not a lawyer and does not give legal advice, and nor should a draft pretend to.
• Anything regulated. Where your work touches rules set by a regulator, a licensing body or the law where you practise, those messages and decisions are yours. The assistant does not know your local requirements and makes no promise that a draft meets them.
• Prices and promises. Valuations, fees, and any figure that is not written in your own sheet. Tell it to leave out a figure it has not been given.
• Sensitive situations. A bereavement sale, a dispute between neighbours, a complaint. These need your judgement and your tone.

Check the wording

Rules on how homes and people can be described differ by country and region, and they matter in your trade. An AI can produce phrasing that sounds friendly but suggests a preference for, or against, a kind of buyer or tenant. It can also repeat an owner’s comment you would never put in writing. Read each description and reply with that in mind, keep it to facts about the property, and check anything you are unsure about with the right source for your area. This page is not advice on what the rules are.

Setting it up

1. Start the free trial and open the chat. Ask it to connect your Gmail (or Outlook) and your Google Calendar. For each, it sends a sign-in link; sign in and come back.
2. Give it the facts it will need: your sign-off, viewing hours, and a details sheet with one row per property. Include the questions you get asked every week, with the answers you want given.
3. Run the job once by hand: “Draft replies to enquiries from the last 2 days that I haven’t answered. Send nothing.” Read the drafts and tell it what to change in plain words.
4. When the drafts are close to how you write, ask for the schedule, and connect Telegram, WhatsApp or another chat app so the morning brief reaches your phone.

The step-by-step guide shows each screen. If email is the part you care about most, can ChatGPT answer my emails? goes deeper on how drafting works, and an AI assistant for small business owners covers the wider picture for anyone running an office.

Privacy, cost and limits

Buyer and tenant enquiries are personal, so be clear about where the text goes. Your agent is yours alone and is never shared with other users. It runs on servers in the EU, and ReadyHermes does not use your conversations to train AI and does not sell your data. When the agent drafts a reply, though, the text is sent to an AI model provider, possibly outside the EU. If your clients expect specific handling of their details, decide what you are comfortable putting through it before you start.

The trial is 1 hour, free, with no card. After that, Lite is $3.99 a month and Pro is $6.99 a month. Those are offer prices against regular prices of $5 and $10, and they stay the same when you renew. Local tax is added where it applies. Both plans include $1 of AI every month on DeepSeek V4.1 Flash, roughly 100 everyday requests, renewing on your billing date. Pro has twice the CPU and memory of Lite and four times the storage, not more AI.

Be realistic about that allowance: a daily run that reads several enquiries and writes drafts uses more than a quick question does, so a busy inbox may use it up early. If it runs out, the agent tells you the renewal date, and on a paid plan you can add your own key from OpenRouter, OpenAI, Claude, Gemini or another provider, billed by that provider. See the plans under pricing.

It also makes mistakes, as any AI does: a date misread, a detail from the wrong property. That is why the replies wait as drafts for you to check. It does not answer phone calls or voicemail, and it is for email and chat only.