Automation for estate agents
Enquiries about a listing, viewings and document checks — the same chain for every property.
Does this sound familiar?
A well-laid-out property brings dozens of enquiries within days. Most don’t fit — but every single one has to be read, answered and classified. At the same time, the prospects who do fit regularly lack the documents.
- Portal enquiries arrive as emails without the details needed to classify them
- Viewing appointments are arranged one by one by phone
- Proof of financing and self-disclosure forms have to be requested individually
- Identity checks under the Anti-Money Laundering Act are documented late and incompletely
- Property documents are scattered and put together again for every prospect
What we actually do
Pre-qualify enquiries
A structured follow-up captures household size, financing status and time frame. Whoever doesn’t reply wasn’t seriously interested — that saves half the work.
Bundle viewings
Appointments are offered from available slots and confirmed, instead of being negotiated one by one by phone.
Request documents automatically
Self-disclosure, proof of financing and ID details are requested in a structured way with reminders — with a deadline instead of chasing calls.
Prepare property documents once
Floor plan, energy certificate, declaration of division and minutes are kept in one place and shared after approval.
Starting point
Automation after process analysis
From portal enquiry to notary appointment
This is how the process runs today — and this chain is exactly where automation comes in.
- Enquiry via portal or website
- Follow-up on financing and time frame
- Classify the prospect
- Offer a viewing appointment
- Request and check documents
- Verify and document identity under the AML Act
- Reservation and notary appointment
Systems typically used here
This is the existing landscape an automation connects to. Listed is what is widespread in this industry — it says nothing about which system you use.
- Estate agency software such as onOffice, FlowFact, Propstack or immoware24
- Portal connections to ImmoScout24, Immowelt and Kleinanzeigen
- Identity verification for anti-money-laundering checks
- Digital signatures for reservation and agency agreements
- Cloud storage for property documents
What matters most here
Anti-Money Laundering Act and energy certificate
Estate agents are obliged entities under the German Anti-Money Laundering Act: the identity of the contracting parties must be verified and the check documented for five years. That is not a side issue but subject to fines — and a process that can be documented cleanly through automation. Also mandatory: the details from the energy certificate must already be in the listing, not only at the viewing.
Frequently asked questions
Does an automatic follow-up put prospects off?
Not the serious ones. Anyone who really wants a property answers three questions. The follow-up filters out exactly the enquiries that would never have led to a viewing anyway.
May identity verification take place digitally?
Yes, under the conditions of the Anti-Money Laundering Act — there are established procedures for it. What matters is audit-proof documentation, and that is exactly what most often ends up incomplete when recorded manually.
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Check your websiteWorking in Wiesbaden, Mainz, Frankfurt am Main, Rheingau-Taunus-Kreis.
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