Outbound AI calls every new lead in under a minute

Client profile

Domus Realty is a residential brokerage with about twenty agents covering new builds and resale apartments across several city districts. Almost every inquiry starts on a listing portal and arrives as nothing more than a phone number, so the deal belongs to whoever calls back first. The team spends its day inside apartments running viewings and signings, which is exactly when new leads land.

The challenge

Property leads from portals went cold while agents were out on viewings. By the time someone called back, the buyer had already toured two other listings.

Manual call-backs were inconsistent and nobody worked the evening enquiries.

Portal leads arrived in waves: at lunch, right after the workday ended, and late in the evening. Agents were in apartments with clients, phones on silent, while the queue of fresh numbers grew in the CRM untouched. By the time someone called back two or three hours later, the buyer had already spoken to two other agencies and booked viewings with them.

The callbacks that did happen were inconsistent. One agent asked about budget, district and mortgage on the first call, another just said he would send the listing over. Nobody recorded which objections came up, so a lead that went cold in March looked identical in the database to one who had already bought through a competitor in January.

Evenings and weekends were a dead zone. A request left after 7 pm sat until morning, and Sunday inquiries, the hottest window for apartment hunting, waited until Monday. The sales manager could see the hole in the funnel but could not close it without standing up a dedicated callback desk.

Why earlier attempts failed

• Duty agent on the phone One person cannot run a viewing and take new inquiries at the same time, so the queue simply moved to whoever was least busy that hour.
• Automatic SMS from the portal An instant text held nobody: buyers who wanted to hear a voice moved on to the next listing.
• Outsourced call center Operators could read a script but could not answer questions about floor, layout or building stage, so they booked viewings that fell apart before anyone arrived.
• Callback reminders in the CRM Tasks fired on schedule but still required a free agent, so overdue callbacks piled up faster than they were cleared.

The solution

MyChatBot Calls SDK now dials every new portal lead within seconds of the request appearing, qualifies the buyer on the call, and books the viewing straight into the assigned agent's calendar.

1. Wire portal leads in Listing portals and the site forms post into MyChatBot through the Webhooks API, which fires the outbound call the moment the lead is created instead of parking it in a queue.
2. Build the qualification script Configuration Wizard assembled the agent instruction, budget band, district, number of rooms, mortgage or cash, moving timeline, and kept each version after battle-testing it against real recorded objections.
3. Load the listing feed The Knowledge Base holds the live property feed plus Business Domain docs, so Agentic Search lets the agent answer floor, layout, building stage and parking questions on the first call rather than promising to check.
4. Book viewings on the call Google Calendar integration checks the assigned agent's free slots and writes the viewing while the buyer is still on the line, and Flight Control pings that agent in Telegram the second it is booked.
5. Log the call in CRM create_crm_lead and add_crm_client_contact create the record with the source tag AI-, edit_crm_lead fills in the qualification fields, and lead_chat_link attaches the recording and transcript to the card.
6. Follow up and hand off Follow-ups retry unreachable numbers on a set cadence, Lead Processing labels move the buyer between statuses, the Agent On/Off schedule keeps dialing inside acceptable calling hours, and Hand-off Control passes a ready buyer to a live agent, with a stop word for anyone who asks not to be called again.

Speed-to-lead dropped to under a minute and viewings tripled, with no extra headcount.

What was deployed

Rollout timeline

Results

What comes next

Domus is extending outbound calls to price drops and new listings that match a saved buyer profile, and is testing the same voice agent for post-viewing feedback calls that push fresh objections back into the Knowledge Base.