AI assistant for real estate agents: answer portal inquiries in minutes without losing control
How an AI assistant for real estate agents answers Idealista and ImmoScout24 inquiries in minutes and books viewings. You review every draft at first, then choose which types of email can be answered automatically.
An AI assistant for real estate agents reads every inquiry that Idealista, Fotocasa, ImmoScout24 or Immowelt send to your inbox and answers it within minutes, from your listing data and in your tone. Anyone who wants to see the property gets your viewing times. You stay in control: at first it only writes drafts, and prices or commitments never go out without you. That is how the Verselo AI assistant works, on a dedicated server just for your office.
Why do estate agents lose buyers and tenants when portal inquiries sit unanswered over the weekend?
Picture a Friday evening. A new flat goes live on the portal. By Sunday night, twelve inquiries have come in. Most ask the same things. Is it still available? What are the monthly costs? When can I come and see it?
You are at another viewing, at the notary or with your family. On Monday at nine you face twelve emails. People who search on a Saturday rarely write to just one agency. The ones who got a concrete answer first are often already booked in somewhere else.
The problem is not that you work slowly. Inquiries arrive when you are away from your desk, and the reply to nine of those twelve emails is almost identical. That routine is what an assistant can take on, while the two or three emails with real questions about the price land with you.
Then there is follow up. You sent a buyer the brochure and heard nothing back. You meant to chase it. Then the next listing came in.
Answering inquiries yourself vs. a dedicated AI assistant: what changes in an agent's day?
The quality of each email is not the difference. The difference is when the reply goes out and who remembers to follow up.
| Situation | Today, all by hand | With your own AI assistant |
|---|---|---|
| Inquiry on Sunday at 2 pm | Reply on Monday, when there is time | Reply within minutes, from your listing data |
| "Is it still available?" | You type the same answer for the tenth time | It replies, in your tone |
| Question about the price | You answer yourself | Draft waits in your inbox, you decide |
| Booking a viewing | Emails back and forth | It offers your slots, you confirm with one tap |
| Buyer goes quiet | Forgotten in the daily rush | Reminder after a few days, draft ready |
| Start of the day | 40 unread emails | A short message on your phone at 07:30 |
What it deliberately does not do matters just as much. It never sends prices or commitments on its own. If you reply to an email yourself, it stays out of the way. It only uses property information you have confirmed.
How does an AI assistant handle portal inquiries from Idealista or ImmoScout24 step by step?
The assistant does not need access to the portals. It works through your inbox, whether that is Gmail, Microsoft 365 or any standard mailbox. A new inquiry goes like this:
- It recognises the portal inquiry. Laura asks via Idealista whether the flat on Calle Mayor is still available.
- It checks your listing data. During setup, we add your property details and viewing times and agree how you will confirm changes and keep the information up to date.
- It writes the reply in your tone. It learns the tone from your sent emails: how you greet, how long your sentences run, how you sign off.
- It saves the reply or sends it. For the first two weeks every reply sits as a draft in your inbox. Gmail and Microsoft 365 both keep drafts in their own folder: the message is written but only goes out when you send it (Gmail API, Microsoft Graph).
- It puts the viewing in your calendar. When Laura accepts Thursday at 5 pm, you tap Confirm once on Telegram.
The next morning at 07:30 the briefing reads: nine inquiries since last night, seven answered, two price questions waiting for you. Below that, today's viewings.
If you use real estate software for your listings, the assistant runs alongside it through your inbox. There is no direct connection to the software today, so you keep managing listings the way you do now.
Can an AI assistant pre-qualify tenants before a viewing, and what does the GDPR say?
Yes, within a clear limit. The assistant can collect information for you, but you need to check which questions are necessary and have a lawful basis at each stage. The decision about the applicant stays with you.
Three points of the GDPR matter here (as of October 2026):
The legal basis for replying. Someone writing to you through a portal wants to rent or buy. Answering their inquiry is a step taken at their request before a contract, which Art. 6(1)(b) GDPR covers.
The contract with the AI provider. To draft a reply, the assistant sends the text to an AI provider, which processes that data on your behalf. Art. 28(3) GDPR requires a data processing agreement for that. You enter into a data processing agreement with Verselo for operating the assistant; your own business account with the AI provider is also subject to that provider's data processing terms. The assistant itself runs on a dedicated server in the EU, and your emails stay in your mailbox.
No fully automated final decision. The German data protection authorities state in their guidance on AI and data protection of 6 May 2024 (section 1.6) that decisions with legal effect must generally be made by a human. Their example involves AI assessing job applications and independently selecting and inviting candidates for interview, a process the authorities identify as violating Art. 22(1) GDPR. Spain's AEPD covers the same ground for controllers that build AI into their processing in its guide on adapting AI processing to the GDPR.
In practice: the assistant collects the answers and puts them in front of you. Rejections, and the choice when many people want the same flat, are yours. Ask only what you really need before a viewing. What you need for the tenancy agreement can wait until the agreement. More on the server and your data is on our security page.
How does setup work for a real estate office, and when is it not worth it?
Setup has four steps:
- A 30-minute call. You tell us how many inquiries come in and how long they sit today. We tell you honestly whether the assistant is worth it for you.
- Setup. We set up your server, connect inbox and calendar, and load your listings, rules and viewing times. Technical setup usually takes one or two days.
- Two weeks of drafts. The assistant only writes drafts. You review and edit the drafts to see how well the assistant responds to inquiries from buyers and tenants.
- It replies on its own. Once you are happy, you switch on automatic replies one type of email at a time. "Is it still available?" goes out automatically, price questions stay as drafts.
You do not need any IT knowledge. You use the assistant through Telegram on your phone and your usual inbox.
When is it not worth it? If inquiries are rare and none ever sits unanswered, you do not need an assistant. An office with two listings a month that answers everything the same day gains little. It pays off when inquiries arrive every day, many of them in the evening and at weekends, and people are waiting for your reply.
To see the same setup applied to quotes and follow up in other industries, read AI assistant for business: email and quote follow up.
Frequently asked questions
Does the assistant need a login for Idealista or ImmoScout24?
No. The assistant handles portal inquiries that arrive by email in your connected inbox and replies from there. On the call we check how your portals deliver their inquiries.
Will it send replies without my approval?
Not at the start. For two weeks it only writes drafts that sit in your inbox. After that you switch on automatic replies one type of email at a time. It never sends prices or commitments on its own.
Does it work alongside my real estate CRM?
Yes, through your inbox. There is no direct connection to the CRM today. During setup, we agree how you will confirm changes and keep your property information up to date.
Can an AI assistant pre-qualify tenants before a viewing?
The assistant can collect information for you, but you need to check which questions are necessary and have a lawful basis at each stage. Who gets turned down, or who gets a flat with many applicants, should stay your decision, because Art. 22 GDPR limits decisions based solely on automated processing.
When is it not worth it for a real estate office?
When inquiries are rare and none ever sits unanswered. It pays off when inquiries arrive every day and buyers or tenants are waiting for your reply.