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Prospect enquiries arrive by email and web form, often several for the same property, and everyone wants a quick answer. On top come floor plans and other documents, viewing requests and owners who want to know how things are going. The Business Optimizer captures every enquiry with property, contact details and preferred time, prepares the reply draft, sends documents after your approval and keeps owners informed. You decide, the software prepares.
In estate agency, response time often decides. This is typical:
Several prospects ask about the same property by email and form. Whoever replies first often has the better hand.
Brochure, floor plan or the request for the energy certificate: someone has to find the right documents and send them to the right prospect.
Prospects name preferred times, owners or tenants have their own, and in the end everything hangs on back and forth by email.
Nobody asks whether the prospect is still interested, because the next appointment is already waiting.
“Any prospects? How did the viewing go?” often comes by phone or email, and the answer first has to be pieced together.
Between genuine enquiries there is advertising, automatic messages and bulk mail that cost time.
Each workflow is a case type with its own fields and status values. The human decides, the software captures and prepares.
Input: web form, mailbox or interface. Property, contact details and preferred time are captured from text and attachment, missing details stay empty and are asked for. Prepared: confirmation of receipt and a reply draft in your tone. You decide: what to answer and to whom.
Input: email from a prospect who needs documents. What is captured is which document was asked for. Prepared: delivery of the requested documents as soon as a person approves. You decide: what goes out.
Input: email or form with a viewing wish. The times named are captured. From the free slots in your Outlook calendar, the Business Optimizer proposes suitable appointments in the draft; only times and status are read, never contents. You decide: which appointment applies.
If a case is waiting for the prospect's answer, a follow-up draft is created. If there is no reply after the set number of reminders, no further draft follows and the software gives up. You decide: whether and how to follow up.
For the case type you define status values, for example “Viewing arranged” or “Prospect reviewing”. Every change is timestamped in the history, and the owner learns of it by email. You decide: which steps exist.
Newsletters, advertising and system messages are sorted out in advance and trigger no case. Emails and forms are treated as data, never as commands. On request the result goes to your CRM as an entry or via webhook to your systems.
The input is on the left, the result in the Business Optimizer on the right. All values are invented sample data.
Email: Enquiry about the 3-room flat at Beispielstraße 12
From: Erika Beispiel, erika.beispiel@beispiel-mail.de
“Hello, I am interested in the flat at Beispielstraße 12 and would like to view it, preferably Wednesday or Thursday after 5 pm. Could you please send me the brochure and the floor plan? My number: 0000 000000.”
The email arrives in the Microsoft 365 mailbox. The Business Optimizer recognises a prospect enquiry and opens a new case with a number.
The draft sits in the Outlook drafts folder, with signature and your text blocks. A person checks it, adds the times that are actually free and sends it. The documents go out only after approval.
In the intro call we look together at your enquiries, documents and feedback to owners.
The prospect receives a confirmation of receipt with the captured details and, if something is missing, a targeted question. Every outgoing email carries the case number in the subject so replies are matched to the right case.
The owner learns by email where their property stands and has to ask less. In the live monitor you can see at any time which case is in which step, and in the history what happened when.
Whom you answer, which documents go out, which appointment applies and what you tell the owner remain your decisions. The Business Optimizer takes over capturing, sorting, reminding and drafting, not the responsibility. Replies reach you as drafts, and automatic sending exists only as an option you switch on deliberately per type. Every new case type starts in observe mode without triggering anything.
More on the pages Requests left waiting, Fewer calls, more clarity, Deadlines and escalation and Incoming invoices. The overview is on the Business Optimizer page, and you can work out the benefit in the time calculator with your own assumptions.
We let the Business Optimizer read along with your own enquiries before anything goes live. Set-up and billing by effort.
Have further questions? Feel free to contact us directly via our contact form or by e-mail.
It captures property, contact details and preferred time from the email or form, confirms receipt and asks for missing details. The reply waits as a draft in your tone, and a person sends it.
Requested documents are sent after a person approves them. You decide what goes out. Documents and attachments are filed with the case.
Yes. It proposes suitable appointments in the reply draft from the free slots in your Outlook calendar and reads only times and status, never titles, attendees or contents. You decide which appointment applies, and nothing is sent without your approval.
For the case type you define status values. Every status change is timestamped in the history, and the owner is informed by email.
Operation takes place in Germany, and on request we use only European AI models. Emails and forms are treated as data, never as commands. Tenants are separated, and roles control who sees what.
In the intro call we clarify your inputs and case types. Every type starts in observe mode without triggering anything and goes live only after your review. Set-up and billing by effort.