Restate the published application steps from the system of record, disclose the broker and the automated status, and route the enquiry to the named licensed human, who decides availability, price and who qualifies.
Receive the enquiry from supported ERP, ILS, MLS or CRM channels, and disclose the broker name and automated status.
02
Read the listing file and the published criteria sheet, and carry each answer with the field it came from.
Reason
03
Restate the published, uniform application steps and the documents the criteria sheet requires.
04
Apply the protected-class configuration set for the jurisdiction, including any source-of-income rules in force there.
05
Refuse any figure the record does not hold, rather than inferring one from comparable units.
Decide
06
Answer with the same criteria disclosure the listing file carries, whoever is asking.
07
Route the enquiry to the licensed property manager or broker of record named on the listing file.
Out
08
Retain the verbatim transcript, the disclosures shown and the routing outcome against the enquiry.
09
Execute write actions only inside the approval boundaries agreed during implementation.
→Product statement
The agent answers questions; the named licensed property manager or broker of record decides who qualifies, and the company stays responsible for what was said.
Example workflow
One enquiry, message to routing
AgentHuman
1Enquiry receivedRental portal, listing site, brokerage web form or CRM message thread
2Record readListing file, published criteria sheet, broker disclosure and jurisdiction configuration
3Reply draftedDisclosures, restated steps, refusals and confidence
4Controls appliedHeld-act checks, jurisdiction configuration, uniform-disclosure checks and confidence threshold
No human action required
Stages 1 to 4 run unaided, and none of them is authorised to assert availability, price or eligibility — the licensed human's lane opens at the confidence gate.
5DecisionBranches at the confidence threshold
High confidence
Goes to the named licensed human.
Low confidence
Adds a supervising-broker read first.
Licensed review
The reply is held with the transcript, its refusals and the confidence.
Send · Amend · Escalate to broker
Approved — sent to the enquirer▼
6CRM and property systems updatedOnly where write access and approval policy allow it
7Outcome evaluatedPaired-transcript divergence, refusal outcomes, routing time and complaints
Amendments
A wrong answer is re-run by hand against the criteria on file, and the amendment is counted.
What should not run autonomously
Human approval stays in control
Outside the boundary — human approval required8 items
Declaring a unit available or unavailable.
Approving, denying or waitlisting an applicant.
Quoting or negotiating rent, deposit, fees or concessions.
Ordering or interpreting a consumer report.
Automation boundaryAgent acts unaided
✓Disclose the broker name and that this is an automated system.
✓Restate the published, uniform application steps and documents.
✓Route the enquiry to the named licensed human.
✓Log the verbatim transcript to the audit store.
Any write happens inside the boundaries agreed at implementation, never ahead of licensed review.
Issuing an adverse-action notice.
Characterising a neighbourhood, school or safety condition.
Deciding a reasonable-accommodation request.
Choosing which inventory an enquirer is shown.
Example output
One enquiry reply, annotated
Each line the agent sends carries the record field it was read from, because the transcript is the evidence.
Enquiry output · single conversationIllustrative example
Enquiry
Restated line
Read from
Record read
Confidence
Disclosure
Two-bed rental
Applications are taken in the order completed, from the criteria on file
Criteria sheet
Listing file · Yardi
91%
Broker name and automated status
As receivedTaken from the listing file and the criteria sheet — nothing on this side is written by the agent.
Record fields usedPublished criteria sheetListing file statusBroker disclosure text
Why this answerIt restates a published step; it does not say whether the unit is open or who qualifies.
ActionSendAmendEscalate to broker
What the score decidesBelow the configured threshold the reply picks up a broker read before it reaches the enquirer.
Value
Where AI adds value
The same four claims, placed at the point in the workflow where each one applies.
Where the value landsValue 01 – 04
Every enquiryFrom the enquiry channel
03Answering
Answer from the record
Draw on the listing file, the published criteria and the jurisdiction rules configured for it.
01Approved path
Take the routine enquiries off the queue
Published process questions arrive already drafted, so the licensed read is the only wait.
02Human review
Send review where the exposure sits
Refusals and low-confidence replies are marked, so the licensed human's read starts where risk concentrates.
04Build an evidence trail
Keep the transcript, the disclosures shown and the routing outcome against the enquiry record.
Integrations
Typical integrations
Five system groups connect to the same agent. Which of them are in scope is decided in discovery.
Property-management ERPYardi Voyager RealPage
Rental listings and ILSZillow Rental Manager Apartments.com
MLS and IDX dataCoreLogic Matrix MLS Grid
Agent
Tenant & buyer inquiry
Reads the record Answers the question Routes to a human
CRM and screeningFollow Up Boss · HubSpot TransUnion SmartMove · SafeRent
Voucher-assisted enquirers in source-of-income jurisdictions diverge from their paired counterparts more often than any other cohort, and an aggregate rate will not show it. Nestack reports divergence by slice.
Slice performance — reported separately, not only in aggregateIllustrative example
Slice
Failure rate
Lift
Lift vs. threshold
Status
Voucher-assisted enquirers
4.2%
3.5×
Review
Accommodation and relay users
3.0%
2.5×
Review
Limited-English-proficiency enquirers
1.8%
1.5×
Watch
Enquirers with records
0.6%
0.5×
Normal
Bar: paired-transcript divergence-rate lift vs. the all-enquiry baseline · scale 0–4.0× · tick marks the 2.0× review threshold2 of 4 slices over threshold
Evidence-linked improvement
A cycle is not closed until a test exists
Nothing closes until the failure exists as a regression case the next release must pass. A sent message cannot be unsent, so detection runs against that suite.
Improvement cycle · five stagesSwitchback — the path turns at Improve and returns at Learn
01Detect
Paired-transcript divergence rises in a cohort.
02Diagnose
The transcript pair, read beside the record it drew on, narrows the cause to one.
03Improve
Whatever changes — config, prompt or disclosure text — is version-stamped and linked to the pair that exposed it.
04Verify
The affected regression cases run again, and a fail stops the release.
05Learn
It becomes a standing test, and the criteria sheet changes with it.
Learn → DetectThe return edge. The next detection runs against a suite one case longer.
Typical build scope
Twelve workstreams across six weeks
The build scope read against the delivery timeline. Week structure follows the six-week plan — discovery, sources, enquiry workflow, evaluation, integration, then production validation and handover.
WorkstreamWeek 1Week 2Week 3Week 4Week 5Week 6
01Enquiry workflow discovery and boundary definition.
02ERP, ILS, MLS and CRM source assessment.
03Disclosure text and jurisdiction protected-class mapping.
04Listing-file ingestion and field normalisation.
05Answering logic and record-field binding.
06Confidence scoring and refusal routing.
07Licensed review workflow.
08CRM and property-system integration.
09Paired-enquiry regression cases.
10Guardrails and approval controls.
11Transcript retention and trace instrumentation.
12Deployment, documentation and Agent Care handover.
12 workstreams · 6 weeks · bar shows the weeks a workstream is active — several run in parallelFinal scope and sequence confirmed in discovery
Engagement tiers
What each tier includes
Rows are the capabilities named in each tier's scope. Higher tiers include everything below them.
Capability✓ in scope · — not at this tierPilotOne property, one channelProductionProduction enquiry channelsAdvancedMulti-brand portals
Introduced at Pilot
Answering from your record and rules✓✓✓
Licensed review✓✓✓
Answer-quality baseline✓✓✓
Introduced at Production
Divergence reporting by cohort—✓✓
Review workflow in your systems—✓✓
Approved CRM write-back—✓✓
Verbatim transcript retention—✓✓
Introduced at Advanced
Multi-state protected-class rules——✓
Approval chains across offices——✓
High enquiry volume——✓
Enterprise access controls——✓
Build priceFrom $5,000From $8,000Custom quote
Final build priceConfirmed after discovery based on integrations, workflow complexity, transaction volume, approval controls and deployment requirements.
Separate from buildBuild pricing is separate from recurring Agent Care, which covers managed monitoring, evaluations, incidents and verified improvements after launch.
What we need from you
What you bring, and what we build with it
Each input maps to a piece of build scope and a week in the delivery timeline.
You bringWe build with it
01The listing files and criteria sheets you publish from→Listing-file ingestion and criteria mappingWeek 1
02Representative enquiry transcripts→Answering baseline, disclosure extraction and record-field bindingWeek 2
03Your broker disclosure and required notices→Disclosure text and jurisdiction protected-class mappingWeek 1
04Access to relevant APIs, feeds or exports→ERP, ILS, MLS and CRM assessment, then integration setupWeek 2
05Enquiries you would not want repeated→Paired-enquiry cases and failure-mode testingWeek 4
06Where a reply must stop and wait for a person→Confidence scoring, refusal routing, guardrails and approval controlsWeek 3
07Named licensed humans to review replies→Licensed review workflow, then pilot queue and production validationWeeks 5–6
Nothing else is requiredDeployment, documentation and Agent Care handover are ours.
Delivery timeline
Four phases across six weeks
Phases sit on the weeks they actually occupy. Week 5 is doubled because evaluation and pilot run together.
PhaseW1W2W3W4W5W6
DiscoveryW1
BuildW2 – W3
EvaluateW4 – W5
Pilot & LaunchW5 – W6
Week focusW1Where enquiries arrive, what may be answered, and the boundary around itW2Listing and criteria sources connected, then a baselineW3The answering path, its confidence gate and who reviewsW4Paired-enquiry testing, disclosure coverage and the evaluation suiteW5One channel connected, a pilot enquiry queue and targeted correctionsW6A live enquiry queue answered under review, then Agent Care handover
Reading the bandBars are drawn from the workstream list, not rounded to fit. Week 5 genuinely carries two phases.
At the end of W6Verification signed off, and Agent Care picks up monitoring from there.
DurationSix-week plan shown · typical delivery 4–6 weeks depending on scope confirmed in discovery.
Next step · Real Estate AI agent
Build an inquiry agent around your licensed review chain.
If your enquiry volume already outruns the licensed humans who must answer it, we'll map the exchange, set the automation boundary and name what stays with the broker of record.
