An estate agency in Mallorca receives enquiries from Idealista, from Fotocasa, from German and British portals, from its own website, from WhatsApp and from people who walk through the door of the office in Palma or Santanyí. In most agencies, each of those enquiries is copied by hand into a CRM by someone, or worse, sits in the portal's inbox until a salesperson has a spare moment. Automation for estate agencies in Mallorca means that the work of copying, replying, scheduling and chasing documents happens on its own, so that the team spends its time showing properties and closing deals.
Portal leads straight into the CRM
The first step, and the one that saves the most time from day one, is for every enquiry from a portal to appear in the CRM without anyone typing it in. Idealista sends enquiries by email in a fixed format; other portals have an API or also notify by email. A workflow built as a bespoke automation reads those messages, extracts name, phone number, language, property of interest and message text, and creates the record in the CRM the agency already uses.
What this piece usually includes:
- Duplicate detection: if the same person asks about three flats, they have one record with three interests.
- Automatic assignment to the salesperson by area, language or property type.
- Source tagging (which portal, which listing) so you can later tell which channel produces deals and which only produces noise.
- An alert to the salesperson by WhatsApp or Teams when an enquiry comes in that matches priority criteria, for example a high budget or a property under exclusive mandate.
Immediate reply in the buyer's language
A good share of buyers in Mallorca write in German, English, French or Swedish. If the first reply takes a day and arrives in Spanish, the lead goes cold or moves to another agency that replied sooner.
An AI agent connected to WhatsApp Business API and to the agency's email replies within minutes, in the language the person wrote in, with the information it is allowed to give: confirmation that the property is still available, basic features, next steps to view it. Whatever it cannot resolve (a price negotiation, a legal question) it passes to the salesperson with a summary. The salesperson picks up the conversation with context, rather than starting from scratch.
This is defined with the agency: which questions the agent answers, what tone it uses, at which point a person always steps in. A managed agent of this kind is offered from €500 per month, with us supervising how it performs.
Scheduling viewings without message chains
Arranging a viewing between the buyer, the salesperson and, very often, the tenant or owner living in the property usually takes six or eight messages. With the salesperson's diary in Google Workspace or Microsoft 365 connected, the agent proposes two or three real slots, the buyer chooses, and the appointment is created with the address, a map link and the salesperson's contact details.
The day before, an automatic reminder goes out to both parties, and if the buyer cancels, the slot is released and the salesperson sees it in their calendar without anyone having to phone them. For agencies that manage holiday rentals as well as sales, the same logic serves to coordinate guest arrivals and departures.
Collecting documents and preparing the contract
Between "I'm interested" and signature there is a list of documents someone has to request, receive, check and file: ID card or passport, NIE for foreign buyers, proof of funds or mortgage pre-approval, land registry extract (nota simple), energy certificate, certificate of habitability. Each of these steps is an opportunity for the deal to be delayed because nobody remembered to ask for a piece of paper.
Automating this phase means:
- When the CRM record moves to "offer accepted", the buyer and the seller receive a message with the list of documents each of them needs to provide and a secure link to upload them.
- Each document received is filed in the deal's folder (in Drive or SharePoint) with the correct name, and the list of outstanding items is updated.
- After three days, if anything is missing, a friendly reminder goes out. After seven, the salesperson is alerted.
- When the list is complete, the draft deposit (arras) or reservation contract is generated with the details already collected, ready for review.
Customer data is stored on servers within the European Union with limited access, which is what the GDPR requires and what foreign buyers, increasingly, ask about.
Listing synchronisation and owner reports
Two more tasks that eat hours every week in a mid-sized agency. The first is keeping listings identical across all portals: price change, new photos, property sold or let. With a real estate CRM that has multi-portal publishing, the automation checks that no listings are left out of date and flags discrepancies. Without that function, a workflow can at least generate the list of pending changes every morning.
The second is the owner report. Someone who entrusts the sale of their home under an exclusive mandate wants to know every month how many views the listing has had, how many enquiries, how many in-person viewings and what comments interested parties left. All of that is already in the CRM. An automatic monthly report, with the agency's logo and in the owner's language, is generated and sent on its own. The salesperson reviews it first if they wish, or simply receives a copy.
Where to start
The typical Mallorca agency we work with has between 3 and 20 people, several languages within the team, a CRM that is used half-heartedly and a peak workload between March and October. The sensible approach is not to automate everything at once. In an assessment at a fixed €1,500 we measure where the most time is lost (almost always in lead intake and follow-up) and propose a first automation, in the €3,000 to €6,000 range, with an estimated saving in hours. From there, pieces are added according to what the agency sees working.
Frequently asked questions
Do I need a specific CRM to automate my agency?
No. We work with whatever CRM you already have, as long as it allows some form of access to the data (API, import or at least email). If you still manage contacts in a spreadsheet, you can start there too, although in the assessment we will tell you frankly whether it is worth moving to a CRM first.
Can the AI agent give prices or negotiate?
No, and it should not. The agent replies with the property's published information and with whatever the agency decides it may say. Any conversation about price, terms or offers is passed to the salesperson with the full history. That way the buyer gets an immediate reply and the negotiation stays in a person's hands.
What about enquiries that come in out of hours or in August?
That is exactly where it is felt most. An enquiry on Saturday night gets an instant reply in its language, is logged in the CRM, and on Monday the salesperson finds it with the conversation already under way. In high season, when the team is out showing properties all day, the intake of enquiries does not stop because of it.
If your agency has portal enquiries nobody answers in time and deals that are delayed over a document, the first step is to measure it. Request an assessment
We implement it for you
We work at the leading edge of artificial intelligence and agents: we build on the most advanced agent platforms of the moment and we do it at your business, in Mallorca, with published prices and a person from your team approving anything that goes out. We start with an initial assessment and a written plan.