Leads go cold while you are showing
Inquiry at 2:14, you see it at 9:40. By then they have toured with someone who replied in 90 seconds. Speed is not effort — it is a system.
FOR REAL ESTATE AGENTS, TEAMS & BROKERAGES
Stop losing commissions to slow follow-through.
Your leads already exist. The leak is what happens after they arrive. Simply Managed AI installs a five-person AI operating core that owns speed-to-lead, nurture, listing launch, transaction updates, and sphere — with you approving every send before a client ever sees it.
Solo agent or brokerage, FUB or KVCore, Gmail or Outlook — your tools stay in place. We connect the work between them and bring you the decisions that still need a human.
30 minutes · zero prep · leave with your first workflow map
- First workflow live in 10 days
- Human approval built in
- Solo · Team · Brokerage
12
AI roles, one chain of command
10 days
to your first live workflow
~60s
portal + inbox triage, not hours
You
approve before anything sends
Inbox · CRM · Calendar → 5-person core → Your approval gate → Client
VOICE
Inbound + outbound
TEXT
SMS / WhatsApp
PAPER
Mail + e-sign + fax
Works with your stack: Gmail · Outlook · Google Calendar · Follow Up Boss · KVCore / BoldTrail · LionDesk · HubSpot · Salesforce · Zoho · Zapier · Make · Square · QuickBooks · Stripe · Twilio · Cal.com · Dropbox Sign · Lob · Shippo
The leak is not lead gen
You already have the leads. Follow-through decides who gets paid.
Teams win or lose in the handoffs no one owns. One message to your Chief of Staff fans work across five specialists and every client-facing action waits at your gate.
Your CRM knows less than your inbox
Notes live in texts, email threads, and your head. Contacts duplicate, next steps vanish, and no one knows who was supposed to follow up.
Listings launch with heroic effort every time
Photographer, copy, portal syndication, sign, open house, follow-up — one missed handoff and the first weekend is soft.
Past clients hear from you when you remember
Sphere, nurture, anniversaries, reviews and referrals happen on memory, not cadence — so the easiest closings to earn stay dormant.
Meet the team that works while you show
Five roles you can name. Twelve when you need them.
The core covers the daily operating rhythm. Specialists join when scope grows — same chain of command, same approval gate.
CEO BRIEFING
Maya
Turns your pipeline, activity, and exceptions into one clear operating brief, so you know what needs a decision without digging through another dashboard.
Now: Assembling Monday’s three-decision brief
CHIEF OF STAFF
Marcus
Gives every commitment an owner and a date, coordinates the rest of the team, and raises only the exceptions that genuinely need you.
Now: Reviewing open commitments and next actions
LEAD RESPONSE
Elena
Prepares the right next response and keeps warm opportunities in sequence, so promising inquiries do not quietly go cold.
Now: Preparing responses for today’s new inquiries
DELIVERY COORDINATOR
Theo
Keeps listings, projects, and client milestones moving, with the right update prepared before anyone has to chase it.
Now: Sequencing this week’s launch checklists
CLIENT CARE
Priya
Keeps relationships warm with timely check-ins, milestone updates, review requests, and referral moments ready for your approval.
Now: Drafting the next client milestone updates
Leadership bench — when you need a bird's-eye view
CHIEF FINANCIAL OFFICER — Jordan
Builds cash forecasts, watches runway and margins, and turns financial activity into decision-ready briefs. Payments, filings, and financial judgment stay with you and your licensed professionals.
CHIEF OPERATING OFFICER — Luis
Maps capacity, operating constraints, and handoffs across the company, then keeps the weekly plan moving against the priorities you set.
Hands-on specialists — same gate, deeper craft
SOFTWARE DEVELOPER — Noah
Scopes, builds, tests, and documents approved product changes in your repositories, with reviewable pull requests and deployment gates.
PRODUCT MANAGER — Amina
Turns customer signals into clear requirements, keeps the roadmap honest, and gives development an ordered, measurable next step.
BOOKKEEPER — Rosa
Categorizes transactions, reconciles accounts, tracks receivables, and prepares clean monthly books in QuickBooks or your approved accounting system.
PERSONAL ASSISTANT — Grace
Handles personal research, reminders, travel options, reservations, and life-admin follow-through while keeping purchases and commitments behind approval.
EXECUTIVE ASSISTANT — Darius
Protects leadership focus through inbox and calendar triage, meeting briefs, agendas, notes, and relentless executive follow-through.
Every specialist works through Marcus (Chief of Staff) → your approval gate → then the client.
For teams & brokerages: Team routing, inbox coverage, shared content cadence, multi-agent rollout, and quarterly ROI review — without rebuilding your brokerage's compliance model.
Everything you can do with it
Give the team hands, ears, a voice, and a paper trail — for real estate.
Start with the workflow closest to a commission. Then connect the channels that workflow needs to actually finish — from inbox and CRM updates to calls, texts, signatures, and hard mail. Every channel is permissioned separately.
Core operating lane Optional action channel
Optional action channel
AI voice + phone
An inbound presence and approved outbound touch — with warm handoff.
- Qualify inbound, capture intent, book directly
- Approved outbound reminders + check-ins
- Warm-transfer with full context to you or TC
- Voicemail, recordings + transcripts captured
Example: Open-house hotline, 'call the new Zillow inquiry,' appointment confirmations.
Optional action channel
SMS, MMS + WhatsApp
The channel buyers actually answer — with consent and audit intact.
- Two-way text + media, attached to contact
- Consent-aware sequences, opt-outs honored
- Urgent/showing replies routed immediately
- Delivery + outcome logged to CRM
Example: Showing reminder with address + lockbox note, nurture replies, price-update texts.
Core operating lane
Email, in and out
Your inbox becomes a managed queue — handled, sorted, ready to approve.
- Shared or dedicated inbox monitoring
- Classify, thread, route, and extract action items
- Attachment + showing-feedback parsing
- Draft, reply, schedule, track delivery
Example: Overnight portal inquiries triaged into draft replies before your coffee.
Core operating lane
Calendar + showings
Availability, scheduling, reminders, and prep — without double-booking.
- Read availability + resolve conflicts
- Book / reschedule / cancel showings & closings
- Zoom/Meet/Teams details when needed
- Agendas, notes, next actions captured
Example: Buyer tour blocks, inspection windows, final walk-through holds.
Optional action channel
Documents, e-sign + fax
From intake to signed — without the paper chase.
- Generate from approved templates
- Read PDFs, disclosures, and scanned forms
- Route e-signature + reminders
- Send/receive/archive fax where required
Example: Listing disclosures, buyer-rep agreements, amendment routing.
Core operating lane
CRM + business systems
The record matches the conversation — finally.
- Create/update contacts, opps, tasks in FUB / KVCore / BoldTrail / HubSpot / Salesforce / Zoho
- Dedup + repair missing next steps
- Sync files, tickets, portal data
- Owner brief built from live data
Example: One pipeline view: new → nurtured → active → under contract → closed → sphere.
Optional action channel
Accounting, payments + POS
Commission and books stay aligned — financial authority stays human.
- Read QuickBooks: invoices, expenses, reports
- Square: orders, catalog, inventory sync
- Prepare estimates/invoices/payment links
- Charges/refunds/payouts = human-only
Example: Commission invoice prep, referral fee tracking, monthly P&L draft.
Core operating lane
Web, social + reputation
Client-facing channels stay current — brand control stays with you.
- Monitor forms, chat, site health, lead flow
- Draft + schedule approved social/market posts
- Watch reviews, draft specific replies
- Update GBP, FAQs, campaign pages
Example: Just-listed, open-house, and just-sold posts — queued for your approval.
Optional action channel
Physical mail
Sphere and farm mail on the same approval system as digital.
- Verify + standardize addresses
- Letters, postcards, self-mailers
- Proof before anything prints
- Schedule, cancel, track delivery
Example: Walt's farm postcards, sphere equity letters, just-sold neighbors.
Core operating lane
Analytics + reporting
Plain-English operating brief, not another dashboard.
- Web / GBP / search / campaign + pipeline
- Response, completion, exception trends
- Weekly brief + monthly outcome review
- Flag missing data + measurement gaps
Example: '7 new, 3 re-engaged, 2 at risk — here are your 3 decisions.'
Works with your stack
Your systems stay your systems.
Connect directly where depth matters, or use an approved automation layer when it gets the workflow live faster. Named services are connection paths — availability depends on plan, approval, and provider access.
CRM + SALES
Follow Up Boss · KVCore / BoldTrail · LionDesk · HubSpot · Salesforce · Zoho CRM
WORK + COMMUNICATION
Google Workspace · Microsoft 365 · Slack · Teams · Cal.com
MONEY + COMMERCE
QuickBooks · Square · Stripe · Shopify
AUTOMATION
Zapier · Make · n8n · Pipedream · Workato · Paragon
SPECIALIST OPS
Twilio (voice/SMS) · Dropbox Sign · Lob (mail) · Shippo (shipping) · ID verification where approved
Six operating workflows, one owner
The work that actually moves a commission — owned end to end.
Every workflow starts with explicit boundaries: what the team may draft, what you approve, and what it never touches (licensed judgment, money, access).
01 — Speed-to-lead
Every inquiry becomes an owned next step in seconds
Portals, website forms, and shared inboxes are monitored continuously. New inquiry is read, classified, de-duplicated against the CRM, enriched, and a reply in your voice is drafted and queued for your tap-to-approve — while intent is still hot. Overnight, you wake to a handled queue, not a wall of unread.
- Portal + form + inbox triage 24/7
- Draft replies in your voice — you approve every send
- No-lead-left-behind proof: every inquiry has owner + deadline
02 — Nurture that never stops because you got busy
Buyers who said 'in 6 months,' sellers not ready yet, yesterday's open-house visitors — each stays in a consent-aware sequence (email, SMS, WhatsApp) with replies routed and intent re-detected. Warm never goes quietly cold.
- Email / SMS / WhatsApp with opt-out + consent tracked
- Reply intent routes back to you, not into a black hole
- Sequences pause the moment a human conversation starts
03 — Listing launch on one checklist, one owner
From 'going live' to open-house follow-up, one coordinated checklist owns every handoff: photo + media, copy, portal launch, sign and lockbox, showing feedback, feedback-to-seller updates — prepared for your approval, not chased by text.
- Photo, copy, portal + MLS prep without scattered pings
- Showings, feedback, and seller updates on rhythm
- Open-house capture to next-step before the sign comes up
04 — Transaction and client care without the chase
Under contract does not have to mean under water. Milestones, document collection, e-sign reminders, and proactive buyer/seller/lender/title updates are prepared and queued — so the phone stops ringing with 'just checking in.'
- Milestone tracking + update drafts for every party
- Document + e-sign routing with reminders
- Exceptions surface early, not the day before close
05 — Past clients, sphere, and referrals on cadence
The business you already earned stays warm: home-anniversary, equity check-ins, local market notes, review requests after close, and referral moments — ready for your approval, not dependent on you remembering.
- Sphere + past-client segments stay current in the CRM
- Review + referral asks timed to the moment of delight
- Every touch carries source, approval state, and audit trail
06 — Reputation and presence that stays current
Google Business Profile, site health, lead flow, and reviews are watched. Responses are drafted specifically from the transaction — not generic — and held for your approval before anything is public.
- Review monitoring + specific draft replies
- Site forms + chat + lead flow watched
- Social and profile updates prepared, never auto-published
And everything around the workflows
- Open-house capture → thank-you → nurture
- Price-reduction + coming-soon comms
- Feedback requests → seller update drafts
- Weekly pipeline brief + referral asks
- Home-anniversary + equity check-ins
- Inbox zero by morning — handled queue
- Document chase + e-sign reminders
- Just-listed / just-sold farm + sphere mail
- Commission + expense prep in QuickBooks
A day that runs without chasing
Your phone becomes an approval device — not a to-do list.
One message to your Chief of Staff fans work across five specialists. Sensitive sends wait at the gate. You swipe between showings.
Inbox + CRM + calendar → Scan / Filter / Connect / Summarize / Prepare → 8 AM brief
- 6:30 AMOvernight triage is done
8 new portal inquiries triaged, 3 past-client replies routed, 2 duplicates merged. Draft replies wait in your approval queue.
- 8:00 AMYour owner brief lands
3 decisions: approve today's nurture sends? Confirm Saturday open-house hold? Review the price-reduction language for 42 Elm? Pipeline pulse + exceptions attached.
- 9:30 AMYou approve on your phone
Swipe-approved between showings. Sends fire, CRM updates, tasks assign, seller update drafted. Nothing required you to be at a desk.
- 3:00 PMListing launch stays on rails
Photographer delivered, copy drafted, portal launch checklist advances. Showing feedback from last night becomes tomorrow's seller update — prepared, not chased.
- 6:30 PMOpen-house capture follows through
Sign-in forms become contacts, thank-yous queue for approval, nurture sequences claim the warm — before the sign comes up.
- FridayWeekly review: what moved, what is next
Win/loss, response times, nurture re-engagement, review + referral asks queued. Next week's cadence already staged.
Business benefits
The payoff is more closings — without more chasing.
Reply while intent is hot
Inquiry to owned next step in seconds, not hours. You approve the send — speed stops being a function of whether you happened to see your phone.
Nothing public without your eyes
Every message, post, and commitment waits at the approval gate with source, draft, and risk noted. Collateral stops being a liability.
Clients feel a consistent team
Updates, reminders, and milestone moments happen on cadence even when you are in showings or negotiations.
One brief, not five logins
Every morning: 3 decisions with owner/date/dollar, pipeline pulse, exceptions, and audit trail. No dashboard scavenger hunt.
BENEFIT
Faster response, higher conversion
Early-minute response correlates with contact and appointment rates. You get the minutes back without living in the inbox.
BENEFIT
Sphere compounds instead of decays
Consistent past-client cadence is where referrals come from. Cadence beats memory, every quarter.
BENEFIT
Fewer surprises, fewer saves
Exceptions surface early with owner + deadline + dollar attached — not the night before close.
Control, by design
AI handles the motion. You keep the judgment — and the license.
Every workflow starts with explicit boundaries. Sensitive, public, regulated, and irreversible actions fail closed until you approve them.
The team prepares
- Lead and client follow-up drafts
- Pipeline + exception briefs
- Content, market + seller updates
You approve at the gate
- Messages, public posts, and reviews
- Appointments, commitments, and claims
- Listing facts and regulated language
Never delegated
- Licensed or legal judgment
- Money movement
- Access and policy changes
Compliance note: marketing language is prepared from approved facts, held for review, and published only after your approval. We keep a full audit trail (source, draft, approval state, timestamp). Your broker's policies govern.
Plain pricing — pick the operating model that fits the work
Solo, team, or brokerage. Same core, tailored scope.
Implementation once, managed operation every month. AI usage is an included allowance + overage — final scope confirmed before launch.
Self-Serve
$297/mo
No setup fee
Pod-guided onboarding · 5-role core · cancel anytime
Get started What this includes →Solo
$500/mo
$5,000 setup
One productive agent — the classic agent plan
Get Solo What this includes →Team
MOST TEAMS$1,250/mo
$12,500 setup
2–10 people sharing one book — most teams
Get Team What this includes →Brokerage
$2,500/mo
$25,000 setup
Multi-agent rollout, governance + oversight
Get Brokerage What this includes →Enterprise is custom scope — call us. Provisioning up to 24 hours. Your data and accounts stay yours, with orderly handoff if you leave.
Fair questions
Straight answers — the way we talk on calls.
Are these people or AI agents?
Configured AI roles with clear responsibilities and approval boundaries. Portraits on this site are illustrative personas, not human employees. Licensed judgment always stays human.
Will this post or text clients without me?
No. Every client-facing send — message, post, appointment, or commitment — waits at your approval gate. You see source, draft, and risk before it goes.
Do I have to switch CRMs or email?
No. Follow Up Boss, KVCore/BoldTrail, LionDesk, HubSpot, Salesforce, Zoho, Gmail/Google Workspace and Microsoft 365 stay in place. We connect the work between them.
What about IDX, portals, and my website?
We monitor forms, chat, and lead flow on your existing site (IDX or not) and portal inboxes. Availability depends on provider access and approval — confirmed in writing before we act.
Is this brokerage-compliant? What about fair housing?
Human approval is built in, licensed judgment is never delegated, and we avoid risky claims. We review language before it reaches a client and keep a full audit trail. Your broker's policies govern — we operate inside them.
What do you need from me to start?
Access to the tools you approve, a kickoff + boundary-setting session, and about an hour a week during launch. We configure, monitor, and run the cadence.
Which plan should I pick?
Solo agent → Solo ($5k setup + $500/mo). Small team sharing one book → Team ($12.5k + $1,250/mo). Brokerage needing governance + rollout → Brokerage ($25k + $2,500/mo). Enterprise is custom. Self-Serve ($297/mo, no setup) is open to any solo who wants pod-guided onboarding.
START WITH THE MESSIEST WORKFLOW
Thirty minutes. One workflow map. A straight answer.
Show us where work goes cold or falls between people. We will tell you whether an AI operating team fits, what it should own first, and where a human must stay in the loop.
No prep required Live working session
Book a workflow diagnostic Or take the demo station for a drive
Prefer to talk first? 218-420-1097 · Mon–Fri
Portraits and names on this site are illustrative AI personas, not human employees. AI drafts require your approval before sending. We do not provide licensed real estate, legal, or financial advice and do not guarantee business outcomes. See AI Disclaimer.