Form 1: what your sales exec receivesContinued below: 01 to 06

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Every portal lead answered in seconds. In your name.

An AI assistant replies on WhatsApp as your agency, asks the questions your team would, and hands the lead to a named person on one sheet. This is what they receive.

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Sample sheet. Agency, buyer and sales exec are invented. The format is the real one.

Hand-off

New lead, noted and ready for a person. Sent on WhatsApp.

To: Dan, Sol y Sal Homes
Buyer: Sue
Sent: Sat 22:06
Office use
01Reason for hand-offDated trip, 14 to 21 Oct
02HeatColdWarmHot
03Enquired about2-bed townhouse, Villamartin, €229,000 (another agency's listing, now off the portal)
04Trip14 to 21 Oct, staying Torrevieja
05Budget£200k max, firm
06PurposeHoliday now, retire later
07FinanceCash
08Must-havesCommunal pool, parking, walk to bars, no high-rise
09Didn't getExact areas beyond Villamartin
10Couldn't answerFloor plans (third-party listing)
11Suggested first moveMessage on WhatsApp with 3 or 4 similar townhouses. Offer viewings in the trip week.
12. Full transcript follows: see Appendix A Taken over by

Sample sheet. Agency, buyer and sales exec are invented. The format is the real one.

Portal leads arrive as email. Most go cold.

They land after 20:00 and at weekends, when the office is shut and nobody rings. By Monday the buyer has spoken to someone else. The reply lag is the one thing you can actually change.

61%

of leads were never contacted at all. That is from one agency's sample of 2,071 portal leads.

925

of those leads said they wanted to buy within 0 to 3 months.

£152k

Median listing enquired about.

18 to 35

Days later, buyers still reply to a casual re-open. Cold is not dead.

When someone at your office can answer, and when they can't

Office openLeads still arriving, nobody replying

It fills the sheet one question at a time.

  1. Re-engage

    A WhatsApp message within seconds of the portal email landing, as your agency, from your number. SMS if they're not on WhatsApp.

  2. Answer

    The usual questions, from what you've told it. If it wasn't told, it says so and writes it down for your team.

  3. Qualify

    When they're next over, budget, holiday home or move, cash or mortgage, who's coming. One question per message, last.

  4. Hand off

    The sheet goes to a named person at your office on WhatsApp. From there it's your person talking, not the assistant.

Which question filled which line of the sheet
LineWhat filled it, from the Appendix A thread
04 Trip

“When are you next over?”

Sue: flying out the 14th, Torrevieja until the 21st.

06 Purpose

“Is this for holidays or a full move?”

Sue: holidays for now, maybe permanent when we retire.

07 Finance

Volunteered, so it didn't ask.

Sue: cash, we sold in the UK last month.

08 Must-haves

“Anything that's a must, pool, parking, walk to a supermarket?”

Sue: communal pool, parking, walk to bars, no high-rise.

10 Couldn't answer

“Do you have floor plans?”

Another agency's advert. It said so, and flagged it for Dan rather than guess.

11 First move

Written for your sales exec.

3 or 4 similar townhouses, viewings in the trip week.

No menus. No scripts. No footers.

Buyers can smell a bot. The things it won't say are half of why they keep talking.

  1. Won't“Pick an option: Viewings, Brochure, Call back”

    One question per message, asked the way a person at your office would ask it.

  2. Won't“Reply STOP to opt out”

    No STOP line on WhatsApp. It says Just say if you'd rather I didn't message.

  3. Won't“Still available, and it's ten minutes to the beach”

    Never states availability, fees, distances or prices it wasn't given. It notes the question for your team.

  4. Won't“On that budget you'd do better inland”

    Never talks about the buyer's money. It records the budget. It doesn't judge it.

  5. Won't“While you're here, can we also help with...”

    Never pitches anything else. It's there for the property, and that's all.

  6. Won't“Dan will reply within the hour”

    Never promises when your team will reply. Your people keep their own diary.

  7. Won't, for a town you don't cover“Lovely, we'll find you something there”

    It says That's outside our patch, I'm afraid. and leaves it there.

The conversation behind the sheet.

From a test run, trimmed. Agency, buyer and sales exec renamed. Every rule the assistant follows is still in it.

WhatsApp, sent as Sol y Sal HomesBuyer: Sue
21:47
Portal enquiry email arrives. A Place in the Sun, Villamartin. Office closed.
21:47Sol y Sal

Hi Sue, Sol y Sal Homes here, estate agents on the Costa Blanca. We were passed your A Place in the Sun enquiries around Villamartin, I'm the AI assistant for the team. When are you next over? Just say if you'd rather I didn't message.

AI disclosed, in a clause, into a question
21:53Sue

Hello! WhatsApp is easiest for us. We're flying out on the 14th of October and staying in Torrevieja until the 21st. We're after a 2-bed townhouse, there's one listed around £199k that caught my eye. Do you have floor plans?

Line 04 Trip
21:53Sol y Sal

That one's another agency's advert I'm afraid, so I can't send plans for it. It was showing €229,000, roughly £197k.

I'll let Dan know about your 14th to 21st October trip, he'll put a few similar ones together. Is this for holidays or a full move?

Human named from the hand-off line on
21:58Sue

Holidays for now, maybe permanent when we retire. Cash, we sold in the UK last month.

Lines 06, 07 Purpose, Finance
21:58Sol y Sal

Lovely, that keeps it simple. Anything that's a must, pool, parking, walk to a supermarket?

One question, last
22:04Sue

Communal pool is fine, parking yes, and walkable to a couple of bars. No high-rise.

Line 08 Must-haves
22:05Sol y Sal

Noted for Dan. Would you rather he messages here or rings?

Sheet sent to Dan, 22:06
Book a 15-minute call

Fifteen minutes, with the people who build it.

The small print, set big enough to read.

5.1Your name on every message.

It sends as your agency: your WhatsApp business name, your own number. Buyers never see the name .

5.2Your data stays yours.

You are the controller. We are the processor. The leads, the threads and the sheets belong to your agency.

5.3AI disclosed in the first message.

Once, in a clause that runs into a question, so it reads naturally. Article 50 of the EU AI Act requires disclosure from 2 August 2026. It's there from message one.

5.4A person whenever they ask.

If a buyer wants a human, the thread goes to your team. Every time, no arguing.

5.5One agency per patch.

We won't sign the agency down the road for the same stretch of coast. No lead is ever shared between agencies.

5.6Where it stands today.

A pilot is running with one agency on the Costa Blanca. A Place in the Sun leads today; Rightmove Overseas, Kyero and Idealista next.

Fifteen minutes. Then you decide.

Book a 15-minute call

A straight conversation with the people who build it. No slides, no pricing sheet yet, because pricing isn't settled and we won't make one up.

  • Which portals your leads come from
  • What a sheet looks like on your listings
  • Whether your patch is still free

For agency owners and sales managers on the Costa Blanca, Costa del Sol, Murcia and Mallorca.

your name
the agency name
We'll use this to fix a time.a number we can reach
which coast you cover
Your details are used to arrange the call and nothing else.
Slip received.

Thanks. We'll message that number to find a time that suits you.