10+
Businesses use this Template
This template is perfect for real estate brokers and property managers who want a simple way to handle incoming property inquiries without answering repetitive calls manually. Phonely instantly provides callers with accurate property info, qualifies leads, and automatically alerts your team, giving you more time to focus on closing deals.
Phonely’s Property Information automation helps real estate brokers handle incoming property inquiries and qualify leads instantly—without the need for manual intervention from staff members. Instead of leaving potential clients waiting on hold, Phonely's AI-powered assistant answers calls immediately in a professional, natural sounding voice and seamlessly interacts to gather crucial property-specific and client information.
Real estate firms can reduce the time brokers spend on repetitive calls, freeing them up to focus on more important client interactions and tasks. By instantly pulling property details from a connected Google Sheet database, brokers save valuable time and ensure consistent, accurate information is shared every time. Best of all, Phonely provides up to 200 minutes per month completely free along with a dedicated phone number—meaning brokers can enhance their client-relations and lead capture without any upfront investment.
Keep reading to learn exactly how this Phonely template works for real estate inquiries and how customizable it is for your brokerage's specific workflow.
Instantly Greeting and Collecting Caller Information – Phonely's AI greets the caller immediately and captures essential contact information, including their name, email address, and phone number, for further communication and effective follow-up.
Collecting Property Details – The AI inquires about the property name or address the caller is interested in. It uses the provided details to instantly search your connected Google Sheets database containing detailed property inventory.
Providing Accurate Property Information – When the property is located, the AI confirms details such as whether it is available “for sale” or “for lease,” the exact size, status, location, pricing, and number of units as stored in your property inventory report.
Handling Unavailable Properties – If the requested property can't be found in your database, the AI smoothly informs the caller and proactively gathers additional specifics (such as desired business type, square footage requirement, and location preference) to ensure future recommendations are perfectly matched to their needs.
Broker Connection and Follow-Up – If a property match has been successfully found, Phonely asks callers if they'd like to connect with a broker immediately for further discussions or to schedule a follow-up call, ensuring no lead slips through the cracks.
Immediate Email Notifications and Summaries – Upon ending the call, the AI automatically generates and sends email alerts containing detailed caller and property information collected during the interaction. This automated email ensures your brokerage is instantly informed and can act promptly, creating more opportunities and higher closing rates.
Records, transcribes, and summarizes the conversation – After each call, Phonely securely records, transcribes, and intelligently analyzes the conversation. Comprehensive call summaries are automatically generated, allowing brokers to quickly grasp key points of the conversation and the caller's intent.
Instant Notifications and Updates – Once the call ends, immediate email notifications containing detailed caller information, property requested, business type, desired square footage, and preferred location are instantly sent to your real estate team's inbox. This way, brokers never miss a chance to follow up promptly with qualified leads and consistently deliver excellent customer service.
Automatic Email Notifications – After the call is finished, key inquiry details, including the caller's contact information, property or requirement specifics, and the call outcome are immediately sent via email to your internal team. This ensures timely follow-up and enhances your team's efficiency by streamlining your property management and sales processes.
With Phonely's Automated Property Information Template, real estate brokers are equipped to manage property inquiries around the clock while saving significant time, resources, and expense—ultimately optimizing day-to-day brokerage operations.
Every business has unique needs, and Phonely is built to adapt. The goal is to fully automate your phone receptionist system, ensuring that AI can handle calls just as effectively as your team would if not better.
By integrating directly with scheduling tools, knowledge bases, CRMs, and messaging systems, Phonely can answer customer questions, book appointments, send follow-ups, and even transfer calls to the right person without missing a step. Whether your business needs AI to handle complex inquiries, process transactions, or manage high call volumes, customization ensures that every conversation is efficient, natural, and tailored to your business. Keep reading to learn how to customize Phonely.
STEP 1
Create an account and customize your business
Setting up Phonely takes just a few minutes. After signing up, you’ll be guided through a simple onboarding process where you choose a voice for your AI agent and receive a dedicated phone number for your business. Once you have your Phonely number, you can easily forward your existing business number to it, allowing AI to start handling calls immediately.
During setup, you’ll go through a few key steps to customize your AI, including selecting call handling preferences and linking any essential tools. Once configured, your AI agent is ready to take calls, answer customer inquiries, and follow your business workflows no technical expertise required.
STEP 2
Connect your business knowledge
Phonely ensures your AI agent has all the information it needs to handle calls just like a human receptionist. You can import your entire website, allowing the AI to pull details about your services, pricing, and FAQs instantly. If you have a knowledge base or internal documentation, Phonely can integrate with that too, giving your AI access to specific policies, processes, and answers tailored to your business.
STEP 3
Add call floes to your agent
Phonely gives you complete control over how your AI agent handles calls by allowing you to build custom call flows. A call flow is a series of AI prompt blocks, question blocks, and real-time or post-call integrations that guide your AI through different interactions. Whether you need the AI to gather customer information, ask follow-up questions, transfer calls, or trigger an action like sending an email or updating a CRM, you can design the perfect workflow.
You can create call flows from scratch, import them from a template, or even have AI generate them for you using a recording or an existing call script. This flexibility ensures your AI agent adapts to your business needs while providing a structured and efficient experience for every caller.
STEP 4
View and analyze your AI Calls
Phonely provides powerful insights into every call, allowing you to track performance, refine call flows, and optimize customer interactions. You can access AI-generated summaries, full call recordings, and transcripts to quickly review conversations. Advanced analytics let you dive deeper into call sentiment, outcomes, and key topics, giving you a clear picture of how your AI agent is handling inquiries.
Beyond reviewing past calls, Phonely helps you improve performance over time. You can see where callers are hanging up or getting stuck, test different approaches with A/B testing, and fine-tune your call flows based on real data. With these insights, you can continuously enhance your AI agent’s effectiveness and ensure every call delivers the best experience possible.
If your business handles over 2,000 calls per month, you may qualify for Phonely’s Enterprise Plan, which includes advanced features designed for high-volume operations. Additionally, if you need priority support, white-glove monitoring, AI buildout and integrations, custom features, or additional data controls, our enterprise solutions provide the flexibility and security you require.
Some key enterprise features include:
Dedicated Infrastructure & Provisioned Capacity – Scale effortlessly with high availability and 99.999% uptime.
Advanced Security & Compliance – SOC2 Type II, HIPAA, and PCI DSS compliance for full data protection.
Custom AI Development – Work directly with our team to build AI agents tailored to your business workflows.
Priority Support & White-Glove Service – Get hands-on assistance with onboarding, monitoring, and ongoing optimizations.
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