Every rental and sales enquiry answered in minutes and booked for a viewing
A done-for-you property lead response and viewing booking automation is an AI agent that answers every enquiry from listing sites, your website, phone and text, asks your pre-screening questions, books viewings or self-guided tours into the right calendar and follows up after the viewing. Your leasing team or agents approve applications and anything that needs judgment. BufferSol builds, connects and configures it with your property management software or CRM, and it is live in 3 to 6 weeks.
- Live in 3 to 6 weeks
- Works inside your current tools
- Your people approve what matters
Built for
Brokerages & letting agentsThe outcome
What changes for your business
Replies while interest is high
Each enquiry gets a reply in minutes with availability, rent and the next step, day or night, instead of waiting for office hours.
Viewings with qualified people
Pre-screen questions on move-in date, income, occupants and pets come first, so viewing slots go to people who meet your published criteria.
Follow-up that happens
Every prospect gets a follow-up after the viewing and a nudge to apply, logged against the unit and the lead source.
Is this you?
Property managers, letting agents, multifamily operators and residential brokerages that get enquiries from Zillow, Apartments.com, Rightmove or Zoopla around the clock and cannot answer them all quickly.
- Enquiries pile up overnight and at weekends and get answered on Monday.
- Prospects book a viewing and never show, or show up and do not meet basic criteria.
- Leasing staff spend the day on the phone instead of with people touring units.
- Calls to the leasing line go to voicemail after hours.
- Nobody can say which listing source actually brings signed leases.
Today vs done for you
The current way, and the new way
What your team does by hand today, and what the automation does instead, step by step.
How it works today
- Enquiries arrive in the leasing inbox from listing sites, the website form, texts and voicemails.
- A leasing agent replies when they can, often hours later, and repeats the same answers about rent, pets and parking.
- They trade messages to find a viewing time and add it to a calendar by hand.
- Some prospects never show; others turn out not to meet income or move-in requirements.
- Follow-up after the viewing depends on memory, and many leads go cold.
What it quietly costs you
- · Prospects contact several listings at once and book with whoever answers first, so slow replies mean lost leases.
- · Each extra vacant day is rent you never get back.
- · Staff time goes into repeat questions and no-show viewings instead of closing applications.
How it works done for you
- The agent picks up every enquiry from listing feeds, the website, email, text and the phone line, including after hours.
- It answers questions from live listing data in AppFolio, Buildium, Yardi, Rent Manager or your CRM, and only from content you approve.
- It asks your pre-screen questions and applies your written criteria the same way to everyone, in line with fair housing rules.
- It books an in-person or self-guided viewing into the right calendar and sends confirmations and reminders by text.
- Hot leads and anything unusual, such as a request for a reasonable accommodation, go to a person straight away with a summary.
- After the viewing it follows up, sends the application link and updates the lead status and source in your system.
- Every conversation, call transcript and booking is logged for review and fair housing compliance.
Your people
What changes for your team
Leasing agent
Today
Answering the same questions all day and scheduling viewings by text.
Done for you
Running viewings, answering harder questions and closing applications.
Leasing or property manager
Today
Chasing the team about unanswered leads and guessing which sources work.
Done for you
Reviewing response times, viewing show rates and leases by source every week.
Owner or broker
Today
Hearing about lost leads only when a vacancy runs long.
Done for you
Seeing enquiries, viewings and applications per listing whenever they want.
The numbers
What it's worth to you
Estimate the time and cost you get back with your own numbers. We baseline the real figures in week 1 and track these KPIs from day one.
Example inputs · change them to yours
The automated share covers first replies, common questions, pre-screening, booking and follow-ups; viewings, approvals and negotiation stay with your team.
Staff time back
60 hours a month
About 0.4 full-time people freed for higher-value work
Capacity reclaimed a month
$1,680
A year
$20,160
An estimate from your inputs only. In week 1 we measure your real baseline, so results are tracked against your own numbers.
Time to first response
Minutes from enquiry to first reply, by source and hour, baselined from your inbox and call logs.
Enquiry to viewing
Share of enquiries that book a viewing, by listing and source.
Viewing show rate
Share of booked viewings the prospect actually attends.
Viewing to application
Applications started per completed viewing, by unit and agent.
Days vacant
Days from unit ready to signed lease, tracked per unit.
Works with the tools you already use
- AppFolio
- Buildium
- Yardi
- Rent Manager
- Zillow Rental Manager
- Apartments.com
- Rightmove
- Zoopla
- HubSpot
- Twilio
Guardrails built in
- Fair housing: the same written criteria for every prospect, no steering, and accommodation requests always routed to a person.
- The agent quotes rent, fees and availability only from your live listing data.
- People approve applications, holding deposits and any exception to policy.
- Call recording and text consent follow the rules in each state or country you operate in.
- Every conversation and booking is logged and searchable.
Why it hurts today
What teams say about this work
Common complaints from operators, reviewers and industry research.
Owners say prospects message several listings at once, mostly in the evenings and at weekends, and book with whoever replies first, which is hard to keep up with alongside a day job.
Without a standard pre-screen, owners end up arranging access for people who do not meet basic criteria such as income, move-in date, occupants or pets.
Landlords who track vacancy point out that slow follow-up on leads after showings adds empty days, and that lost rent is easy to miss because it never shows up as an expense.
Owners describe their vacancy-to-rented process as only partly automated, using pre-screen forms and self-showing to cut wasted viewings while keeping final approval with a person.
Renters and leasing professionals reviewing a major property management platform complain about application steps that take days and support that is hard to reach.
How it works
From kickoff to live in 3 to 6 weeks
We do the build, the integrations and the rollout. Your team gives us access, reviews the pilot and approves go-live.
- 1
Week 1
Discovery and access
We map the workflow with your team, agree the outcomes and KPIs, measure today's baseline and get secure access to your tools.
- 2
Weeks 2–3
Build and connect
We build the agents and connect your systems, with your rules, approval steps, permissions and logging.
- 3
Weeks 3–5
Test and pilot
We test on your real history, then run a pilot on live work while your team reviews what the agent does.
- 4
Weeks 4–6
Go live and hand over
We roll out in stages, train your team, hand over dashboards and runbooks, and keep improving it with you.
Included with every automation
Executive Ask: ask your business anything
One plain-English assistant connected to the systems you run: CRM, helpdesk, ERP and accounting, HR, inbox and documents. Leaders get sourced answers in seconds and can trigger actions with approval. It respects everyone's existing permissions and logs every answer.
See Executive AskAsk it, for example
- How many enquiries did we get last weekend, and how fast did we reply to them?
- Which listings get viewings but no applications?
- Which lead source brought the most signed leases this quarter?
Property Lead Response & Viewing Booking: questions
Straight answers to what clients ask us most.
Ask our teamCan it answer phone calls, not just messages?
Yes. BufferSol has built an AI voice lead qualification agent that answers inbound calls, asks qualification questions, books viewings or appointments directly into the CRM calendar and sends confirmations by SMS. Calls are transcribed and summarized, and hot leads are routed to a person immediately. The same approach runs here alongside text, email and web chat, so every channel is covered.
How do you handle fair housing?
The agent asks every prospect the same questions and applies your written criteria exactly as published. It does not steer people toward or away from units or neighborhoods, and it does not answer questions about who lives in a building or area. Requests for reasonable accommodations go straight to a person. Every conversation is logged, so your compliance lead can review it at any time.
Does it work with AppFolio, Buildium, Yardi or Rent Manager?
Yes. We read listings, unit availability and prospect records from the system you use and write leads, notes and viewing bookings back to it, using the vendor's API or an approved integration. For brokerages we connect to the CRM instead, such as HubSpot or Follow Up Boss. We confirm the exact integration route during scoping, before any build work starts.
How long does it take to launch?
It is live in 3 to 6 weeks. We start by loading your listings, criteria, viewing rules and approved answers, then connect the listing sources, phone line and calendars. The agent runs on a few properties first while your team reads the transcripts, and we expand to the full portfolio once you are happy with how it handles real prospects.
What does it cost?
It depends on how many doors or listings you have, which channels you want covered, your software and any languages beyond English. We walk through your leasing process on a short scoping call and then send a fixed written quote. There are no prices on this page because portfolios vary so much; the quote follows that call.
Pairs well with
Instant Lead Response & Qualification
Reply to every inbound lead in minutes, day or night, and book the good ones
See the outcomeMissed-Call Capture & Job Booking
Every call answered and booked, even when your techs are under a sink
See the outcomeTenant Maintenance Requests
Every repair request triaged, dispatched and closed out with proof
See the outcomeSources
- How Do You Handle Tenant Placement When Self-Managing From a Distance?, BiggerPockets Forums
- Turnover and vacancy cost more than repairs: how we think about it, BiggerPockets Forums
- How automated is your system?, BiggerPockets Forums
- AppFolio Property Manager Reviews | Read Customer Service Reviews of appfolio.com, Trustpilot
Get Property Lead Response & Viewing Booking done for you
Tell us about your volumes and tools. A senior engineer replies within one business day with scope, timeline and cost.
Live in 3 to 6 weeks · Priced after a short call · Company emails only