What happens to an enquiry sent at 23:40
A worked example for a fictional agency, with handover and Pipedrive both switched on for the same agent.
- 23:40
Sam asks on WhatsApp whether the two-bed flat on Quay Street has parking. The AI answers from the listing page.
- 23:41
Sam asks if it is still available. Your instructions say never to confirm that, so the AI says the team will check.
- 23:41
It asks for an email and whether Sam is happy to be contacted, then records a lead with a summary of the chat.
- 23:42
The lead reaches Pipedrive as a person and a lead, with a note of what Sam asked.
- 23:42
The chat goes to your sales group. The office is closed, so it waits in the queue and Sam is told the team will reply.
- 09:05
A negotiator opens the chat, reads the whole conversation and replies on WhatsApp, inside the 24-hour window.
Does the 2-bed on Quay Street have parking?
Yes, one allocated space, according to the listing.
Is it still available?
The team will confirm that. Can I take your email so they can follow up?
sam.ortiz@example.com
Morning Sam, it is still available. Would Thursday at 17:30 suit for a viewing?Leila, human
What it answers, and what it should never confirm
An AI chatbot for real estate answers from the pages you give it. You decide, in plain words, which topics always go to a person.
Listing details such as bedrooms, parking and the asking price, your fees, the areas you cover, how buying, selling or letting works with you, which documents a tenant needs and when the office is open. Add your area guides, your fees page and a PDF of your tenant handbook, up to 300 pages each.
Whether a property is still available, viewings, offers and negotiation, valuations, and anything that sounds like legal or mortgage advice. These depend on facts the AI can't see, or on judgment your negotiators are paid for.
Never say a property is still available. Say the team will confirm.
Never give a valuation figure. Take the address and hand the chat over.
Pass every viewing request and every offer to the sales group.Write rules like these in the agent's instructions. Handover follows them, as well as its own triggers: a question it can't answer from your pages, a request for a person, or a buyer who sounds frustrated.
Keeping up with listings that change
ChatterMate doesn't re-crawl your website by itself. A flat that sold this morning stays in its knowledge until you change it, so make these steps part of the routine.
- New listingAdd the page on its own
Add the new listing page to your website source, without crawling the whole site again.
- Price changeEdit the passage
Open the page in ChatterMate and change the price. The edit is re-learned at once.
- Sold or letDelete the page
Remove it from the knowledge, so the AI stops describing it.
- Large portfolioRe-add the sitemap
A sitemap.xml reads exactly the pages listed in it. For live data, a developer can connect your listings system through an MCP server you run.
Portal listings aren't synced, so the AI only knows the listings on your own site. Pages behind a login are skipped.
Sending leads to HubSpot or Pipedrive
Lead capture asks for details inside the chat, after the AI has helped. It works on WhatsApp as well as your website, and on the same agent that hands off viewings.
- Creates
- A contact, marked as a lead
- Duplicates
- Matches on email first
- Existing records
- Updates the contact fields it fills in
- The note
- AI summary, custom fields and the page it was captured on
- Deals, scoring and routing
- None. Your CRM handles routing
- Creates
- An organization, a person and a lead
- Duplicates
- Adds to an open lead instead of opening another
- Existing records
- Fills blank fields on the person and leaves fields a rep set alone
- The note
- AI summary, custom fields and the page it was captured on
- Deals, scoring and routing
- None. Your CRM handles routing
- Fields worth adding
Buying, selling or renting. The area they want. A budget band. When they hope to move. Custom fields can have options, so answers arrive in the same form every time.
- An email is required
A lead needs a valid email, even on WhatsApp where you already have the phone number. Consent is checked by default. You can switch that off, but check what your local rules require.
- Which plan
Lead capture comes with Growth. Sending leads to HubSpot or Pipedrive needs Pro. Without a CRM, leads stay in ChatterMate.
Viewings, valuations and offers go to your team
ChatterMate doesn't book viewings into a calendar. It hands the chat to a person, who books it the way your office already does. Handover needs to be switched on, with at least one group.
If someone in the assigned group is online, the buyer hears that a person is on the way, and your team gets a notification.
The chat waits in your queue and the buyer is told the team will follow up. That follow-up is yours to send, as ChatterMate doesn't email the buyer for you.
The AI stops replying in that chat, and the chat can't go back to the AI yet. Your negotiator sees the whole conversation, so the buyer doesn't repeat anything.
Reassign the chat to the negotiator who covers that area. On the website, the widget asks for a name and email at handover. On WhatsApp you already have the number.
Answering on WhatsApp
Many buyers would rather message than fill in a form. Connect your WhatsApp Business number on Growth and above, and the same agent answers there with the same knowledge as your website.
Your team can reply freely for 24 hours after the buyer's last message. After that, WhatsApp needs a template Meta has approved.
On our cloud, sign in with Facebook and pick your number, with no Meta app or webhook to set up. Self-hosted installs use their own Meta app.
Photos, floor plans and brochures can't be sent in the chat yet. Your team can send a link to the listing page instead.
What it costs an agency
An office gets 400 enquiries a month across its website and WhatsApp, at about four AI replies each. That is 1,600 replies, inside the 2,500 on Growth ($9.99). To send leads to HubSpot or Pipedrive you need Pro ($24.99, 7,500 replies). Every negotiator is included either way.
See pricingChat messages, AI summaries and CRM credentials are encrypted at rest. Names, emails and phone numbers are not encrypted by the app, so on a self-hosted install protect them with disk encryption. It isn't end-to-end encrypted, and there's no SOC 2 or ISO certification.
SecurityQuestions about an AI chatbot for real estate
Will it know when a property sells?
Not by itself. Delete or edit the listing in ChatterMate when it sells, and tell the agent never to confirm availability.
Can it book viewings into my calendar?
No. It hands the chat to your team, who book the viewing the way you already do.
Does it score leads or send them to a particular negotiator?
No. Every lead with a valid email is recorded with a summary, and routing happens in your CRM.
Does it follow up with buyers later?
No. It doesn't send reminders or new listings. Follow-up happens from your CRM or by your team.
Can it answer in other languages?
There is no translation feature. If your buyers write in several languages, add pages in those languages and test the answers in each before you rely on them.
Does it work for lettings as well as sales?
Yes. Add your tenant guides and fees, and use a custom field to ask whether someone is buying, selling or renting.
Does it replace my negotiators?
No. It answers the routine questions and takes details at any hour. Viewings, valuations and offers stay with your people.