For real estate agencies
The agent who replies first usually gets the client
But enquiries arrive at 11 p.m., on Saturdays, during your holiday and in different languages. OmniResponse keeps your entire portfolio in one knowledge base and has a draft answer waiting for every enquiry, including the ones that land when nobody is at the desk.
Gmail · Outlook · IMAP — alongside your CRM, not instead of it · your agent approves every reply
Re: 3-room flat, Lipowa Street — questions
Hello, the flat is 64.5 m² on the 3rd floor of a building with a lift. The monthly service charge is PLN 720, and the land register shows no encumbrances. A viewing on Saturday is possible — please let me know what time suits you.
Sources: listing card · price list · legal status
Example with fictional data. The agent adds a time slot and sends it.
The problem
Leads are lost not for lack of ads, but because of response time
Enquiries arrive after hours
A form filled in at 10 p.m. on Sunday. You call back on Monday — and the client has already spoken to other agencies.
Average response time is measured in hours
In a CallPage study, companies took about 4 hours on average to respond, and close to 40% of messages never got a reply.3
Every enquiry means four documents
Listing card, floor plan, price list, legal status — and the client asks about everything at once, in a single message.
Foreign clients write in their own language
The reply waits for someone who speaks the language, or for a translation. Meanwhile your offer stops being the first.
The common thread: you don’t lose leads for lack of information, but because of the time it takes to gather it.
The scale
Speed of response is your edge
21×
higher odds of qualifying a lead1
When contact is made within 5 minutes rather than after 30 minutes.
78%
of customers buy from the company that responds first2
The share of customers who go with the company that was first to answer their enquiry.
~40%
of enquiries never answered3
The share of messages sent to companies that got no reply at all.
You already pay for your leads. The only question is whether you answer them first.
Sources and caveats
1 MIT / InsideSales.com, Lead Response Management Study.
2 Lead Connect study, as cited by Vendasta.
3 CallPage, Lead Response Time report (the same study found an average response time of about 4 hours).
Caveat: the data covers B2C and B2B sales in general, not only the real estate market.
How it works
Four steps — the rest happens in the background
01
You upload your portfolio
Listing cards, floor plans, price lists, information brochures, legal documentation.
02
Omni reads the inbox
The one that receives enquiries from property portals, from your website form and by regular email.
03
It builds the reply
It pulls floor area, floor, costs and legal status from your materials — in the client’s language.
04
Your agent sends
In the morning the draft is waiting in the mailbox’s Drafts folder. The agent adds a viewing time and sends it.
Gmail, Outlook or any IMAP account — no change of email client. OmniResponse works alongside your CRM, not instead of it.
Human in the loop
The final word always belongs to your team
Clients hear from their agent
Not from a bot. In a transaction worth hundreds of thousands — often the biggest of the client’s life — that is not a detail.
Nothing is sent automatically
The draft waits in the mailbox’s Drafts folder. The agent presses Send.
People confirm price and availability
The agent checks that the listing is still current before replying.
The client’s language, your approval
Omni detects the language of the enquiry and replies in the same language. The agent still approves the content.
Clients recognise an automated reply from the first sentence — and know nobody has looked at their request. OmniResponse gives your agent a ready text. It doesn’t replace the agent in the conversation with the client.
Use cases
Two enquiries that decide your commission
Example 1
A portal enquiry at 10:40 p.m.
The client asks about floor area, floor, running costs, legal status and a weekend viewing.
Today
The enquiry lands in the agent’s mailbox. The agent sees it in the morning (or after their holiday), gathers data from the listing card and price list and replies around noon. By then the client has written to three agencies.
With OmniResponse
A draft with all the details has been waiting since the night before. The agent checks it and sends it at 8:05, at the very start of the working day.
Example 2
An enquiry from a foreign client
A question in English about a buy-to-let flat: transaction costs, taxes, the purchase procedure for a foreigner.
Today
The message waits for someone who speaks the language, or goes to a translator. The reply goes out two days later.
With OmniResponse
Omni builds the reply in English from your materials. The agent checks it and sends it the same day.
The effect
Time, cost, team
The agency that answers first, answers best — even at midnight.
Time
A ready reply to start the day
Drafts are also prepared at night and at weekends, so the agent starts the day by sending, not by gathering data.
Cost
More from the same leads
Faster, more complete replies to the enquiries you already pay for — without raising your budget for property portals and campaigns.
Team
Agents get back to viewings
Time shifts from retyping specifications to viewings, negotiations and closing deals.
The OmniResponse analytics dashboard (Professional plan and above) shows estimated time saved, the number of messages handled and the documents and passages your drafts rely on most.
Next step
Let’s test it on your listings
A 30-minute demo on a sample of your listing cards
Rollout on the mailbox that receives portal enquiries
First-response time compared before and after the rollout
Other industries: Residential property management · Office & warehouse management · Hotels & hospitality · E-commerce