Diagnose the operation
We map how your team works today — where leads enter, how clients are handled, where time is lost, and what breaks under volume. We identify the most expensive bottleneck.
GET STARTED
Map one workflow, build it, hand it off.
Every engagement starts with a free AI Operations Audit. We find where leads, follow-up, or documents stall — then scope the highest-leverage system to build first.
AI is the mechanism. Less manual work and faster response are the operational targets.
Built for real estate, property management, lending, title, and service teams operating across Colombia, Florida, and the United States.
How every engagement starts
Diagnose
We spend time understanding how your operation actually works before proposing anything.
Design
We design a solution around your specific workflow — not a template adapted to fit it.
Build
We implement, test, and hand off a system built for your team.
WHY TEAMS LOSE DEALS
Speed wins in real estate. AI helps you keep up.
The team that responds first wins the deal. Most small real estate teams are still losing leads to slow response times, inconsistent follow-up, and manual coordination that does not scale.
01
Leads go cold waiting hours for a response — while competitors answer in minutes.
02
Follow-up depends on memory and manual reminders instead of an AI-assisted workflow.
03
Qualification is inconsistent — agents waste time on leads that will never convert.
04
Document and handoff work is still chased across WhatsApp, email, and spreadsheets.
HOW WE WORK
Every build starts with understanding your operation and where AI can remove manual work.
We do not scope before we understand. The engagement starts with a diagnostic conversation — not a product catalog.
Design the solution
Based on the diagnosis, we propose a custom implementation scoped to your specific workflow. No templates, no predefined packages — every proposal is written from scratch.
Build and hand off
We build, connect, and test the system with your team. You receive documentation and a working implementation tailored to how your business operates.
AI-NATIVE SERVICE ARCHITECTURE
Five AI systems that reduce manual work and move revenue.
Lead conversion is the recommended first build. After the audit, we confirm scope, timing, tools, and whether another workflow is the highest-leverage starting point.
01 Often 3-7 days after audit
AI Lead Conversion Systems
“New inquiries sit too long before anyone owns the next step.”
AI responds to leads from your ads, website, WhatsApp, Instagram, or CRM, asks the right intake questions, and routes the lead to the next action fast.
- Always-on first response
- AI qualification before handoff
- Cleaner routing to the right owner
- Works with existing CRM and channels
Role examples
AI Sales AssistantAI Lead QualifierAI Follow-Up Assistant
Typical first build: from $1,000· fixed scope
02 5–7 days
AI Sales Operations Systems
“Your team spends too much time on repetitive follow-up and coordination.”
AI supports follow-up, pipeline status, conversation summaries, next-step reminders, buyer or seller qualification, and proposal drafting around the way your team already sells.
- Keep deals moving without manual chasing
- Better visibility into next steps
- Less time spent rewriting the same messages
- CRM stays in sync with the workflow
Role examples
AI Transaction CoordinatorAI Listing CoordinatorAI Client Intake Assistant
From $1,200· fixed scope
03 7–10 days
AI Revenue Recovery Systems
“Old leads and dormant contacts are still sitting in your CRM.”
AI re-engages dormant databases through WhatsApp, email, and SMS, recovers missed conversations, and routes interested contacts back into active follow-up.
- Turn old leads into new conversations
- Re-engage contacts automatically
- Recover missed opportunities faster
- See which sources still have value
Role examples
AI Reactivation AssistantAI Re-engagement AssistantAI Pipeline Recovery Assistant
From $1,500· fixed scope
04 7–10 days
AI Back Office Automation
“Admin work is still getting done by hand across too many tools.”
AI handles document collection, intake workflows, client onboarding, listing onboarding, task assignment, file organization, and internal handoffs with human review where needed.
- Less manual coordination
- Cleaner file and task flow
- Fewer repeated document requests
- More consistent handoffs
Role examples
AI Document AssistantAI Listing CoordinatorAI Admin Assistant
From $1,750· fixed scope
05 5–10 days
AI Reporting & Visibility
“Owners and managers cannot see where leads, deals, and time are being lost.”
AI assembles pipeline dashboards, lead source tracking, response-time reporting, follow-up tracking, and bottleneck reports so the team can act on what is actually happening.
- See where work is stalling
- Track response speed and follow-up
- Understand lead source quality
- Make decisions from data, not memory
Role examples
AI Reporting AssistantAI Performance AnalystAI Bottleneck Monitor
From $1,500· fixed scope
EXAMPLE AI WORKFLOW
What the first Services build looks like.
This is not a new platform or a broad transformation project. It is one AI-assisted lead workflow installed around the tools your team already uses.
- 1
Lead arrives
A new inquiry enters from WhatsApp, a web form, ads, email, or your CRM.
- 2
Immediate response
The workflow sends the first reply and starts a defined follow-up path.
- 3
Intake questions
The lead answers 3-5 questions about intent, timeline, budget, and next-step fit.
- 4
Routing and status
The right owner receives the lead context, status, and recommended next action.
- 5
Owner visibility
Your team sees what is waiting, what was answered, and where follow-up is stuck.
WHY TRUST PROPTY
Built like an operating system, sold like an AI-native service.
We are still early, so we do not pretend to have a library of case studies. What we can show is how we scope, build, and hand off real operational workflows.
Example-first proof
The first proof asset is the workflow itself: intake, response, qualification, routing, and owner visibility.
Founder-led implementation
Early projects are scoped directly by the Propty team so the learning feeds the long-term platform.
Real software stack
Built on the same Next.js, database, email, CRM, and workflow foundations used across Propty.
Compliance boundaries
Operational workflows stay separate from licensed brokerage, lending, legal, tax, and investment decisions.
Early-client policy: Until there are verified client case studies, public pages use example workflow language instead of claiming client outcomes or guaranteed results.
WHAT WE SOLVE WITH AI
Every business is different. The bottlenecks tend to look familiar.
These are the operational categories where we most frequently identify bottlenecks. Every implementation is different — but the categories of problems tend to repeat.
01
Lead management & follow-up
Leads entering through multiple channels, inconsistent response times, follow-up that depends on individual memory, and no visibility into what happens after a lead comes in.
02
Client onboarding
Manual intake processes, repeated document requests, inconsistent client experience across team members, and no shared visibility into onboarding status.
03
Document collection & processing
Documents requested over email and WhatsApp, no tracking of what has been received, manual follow-up on missing items, and no structured handoff to the next stage.
04
Team coordination & handoffs
Work that moves between team members without clear status, context lost in transition, and no shared system of record for who owns what at each stage.
05
CRM & workflow integration
Disconnected tools that require manual data entry, CRMs that are not used consistently, and workflows that exist in people's heads instead of systems.
06
Operational reporting & visibility
No clear view of pipeline health, team performance, or where deals are breaking down — decisions made on memory rather than data.
Note: These are not products. They are examples of the types of operational problems we solve through custom implementations.
Resources
Start with the workflow that is already costing your team time.
These guides cover lead routing, CRM hygiene, document intake, operations visibility, and the limits of automation before you add more spend.
Resource
AI Lead Response for Real Estate Teams: What to Automate First
A practical guide for real estate teams that receive paid leads, website inquiries, WhatsApp messages, or portal traffic and need faster, more consistent first response.
Resource
CRM Hygiene for Real Estate Teams: How AI Workflows Keep Pipelines Usable
Why real estate CRMs become unreliable, which fields matter, and how AI-assisted workflows can keep lead status, notes, and next actions clean.
Resource
Document Intake Workflows for Real Estate Operators
How real estate, property management, title, lending, and investor-facing teams can reduce back-and-forth when collecting files and preparing handoffs.
Resource
AI Operations Audit Checklist for Real Estate Teams
A checklist real estate teams can use before automating lead response, follow-up, CRM updates, document intake, or reporting.
Resource
How Real Estate Teams Should Route Leads Across WhatsApp, Email, and CRM
A practical routing model for small real estate teams that need every lead to land in the right place with clear ownership and next action.
Resource
Real Estate Owner Onboarding: A Document Intake Workflow That Actually Works
How property managers and service teams can structure owner onboarding without chasing documents through email and WhatsApp.
EXAMPLE AI SYSTEMS
Example systems we build with AI
Concrete operating systems for the revenue, document, handoff, and reporting work that slows teams down.
Lead Response & Qualification
Problem
New inquiries sit in inboxes, forms, or WhatsApp before anyone owns the next step.
Solution
Instant routing, qualification prompts, follow-up sequences, and CRM updates around your current intake flow.
Typical Outcome
Faster first response, cleaner lead ownership, and fewer qualified prospects going cold.
Property Management Operations
Problem
Owner updates, tenant requests, maintenance status, and documents spread across too many channels.
Solution
Centralized intake, task routing, status alerts, and recurring owner or tenant communication workflows.
Typical Outcome
Less manual coordination and better visibility into open requests, documents, and responsibilities.
Mortgage Intake Automation
Problem
Borrower files arrive incomplete and teams spend too much time chasing missing information.
Solution
Structured intake, document checklists, automated reminders, and internal readiness tracking.
Typical Outcome
Cleaner files before review and fewer avoidable back-and-forth cycles.
Document Processing Workflows
Problem
Important documents are requested repeatedly, renamed manually, and tracked in scattered threads.
Solution
Collection links, document status rules, human-reviewed AI assistance, and organized storage handoffs.
Typical Outcome
A clearer document pipeline with less repetitive admin work and fewer missing items.
Internal Team Operations
Problem
Work depends on individual memory instead of a shared operating system.
Solution
Internal dashboards, alerts, permissions, handoff rules, and recurring operational checklists.
Typical Outcome
Teams know what is pending, who owns it, and what needs attention next.
Reporting & Notifications
Problem
Managers lack timely visibility into lead sources, bottlenecks, completion rates, and team activity.
Solution
Automated reporting, exception alerts, KPI snapshots, and operational health notifications.
Typical Outcome
Better operating visibility without manually building reports every week.
HOW WE ENGAGE
Start with a diagnosis. Build the right AI system.
Every project is scoped after understanding your operation. There are no fixed menus, no predefined deliverables, and no one-size-fits-all implementations.
Qualified session
Free AI Operations Audit
Free
45 minutes
A focused diagnostic conversation to understand your operation, identify your most expensive bottleneck, and determine whether AI can remove the most manual work first.
What you receive
- Map of your current operational flow
- Identification of the highest-cost bottleneck
- Written diagnosis within 48 hours
- Recommended next step — no commitment required
Custom Implementation
A tailored software solution designed around your specific operation. Scoped after the audit — not before. Every implementation is different.
Implementation
Scoped per project
Ongoing management
Optional
Implementation includes
- Custom solution design based on your workflow
- Integration with tools your team already uses
- Testing with your team before handoff
- Operating documentation written for your process
- Handoff call and team walkthrough
- Timeline and price determined after diagnosis
Monthly management includes
- System monitoring and health checks
- Issue investigation and resolution
- Controlled improvements within agreed scope
- Monthly performance summary
- Direct access to the team that built your system
- Optional — not required after handoff
Interconnected Operations
For operations with multiple connected workflows — intake, qualification, documents, handoffs, and reporting — that need to work together as a system.
Implementation
Scoped per project
Ongoing management
Optional
Implementation includes
- Multiple connected workflows designed together
- Shared data layer across your operation
- Team permissions, routing logic, and status tracking
- Operational dashboard built for your team
- Training and full operating documentation
- Timeline and price determined after diagnosis
Monthly management includes
- Monitoring across all included workflows
- Issue investigation and resolution
- Controlled improvements within agreed scope
- Monthly performance summary
- Direct access to the team that built your system
- Optional — not required after handoff
New workflows are scoped as separate projects — no scope creep, no surprise additions.
Start with a Free AI AuditThird-party costs: CRM, SMS, email, AI, hosting, and integration-platform costs are billed directly to the client or passed through separately.
Early clients: We are actively working with our first clients. If you are willing to work closely with us and share results, we reflect that in how we scope and price the engagement.
AFTER GO-LIVE
Optional: ongoing support after launch.
Ongoing management is not required. If you want us to monitor, support, and improve the system after handoff, we offer a defined monthly arrangement — not an open-ended retainer.
Workflow monitoring
Automated checks and operating visibility help identify failures and unusual workflow behavior.
Bounded support
Support requests and response expectations are limited by package and handled during business hours.
Controlled optimization
Each package includes a fixed number of improvements with explicit delivery-hour caps.
Health and performance reports
Regular reporting shows workflow health, adoption, incidents, and prioritized next steps.
PROJECT CLARITY
Clear scope. Better outcomes.
We keep every engagement focused so your team gets a working system, a clean handoff, and support expectations that are easy to understand.
- Defined implementation scope before work begins
- Clear responsibilities for Propty, your team, and third-party tools
- Separate pricing for migrations, new workflows, or custom app expansion
- Business-hours support expectations when ongoing management is included
- Human-reviewed automation for operational workflows
- Licensed brokerage, lending, legal, tax, and investment decisions stay with qualified professionals
- No vague retainers, surprise scope, or unlimited-change promises
BEST-FIT CUSTOMERS
Built for teams that sell.
Propty Services works best with small and mid-size real estate teams that have consistent lead volume and want to grow without hiring more people.
Small real estate teams (1–5 agents)
Teams running ads and getting leads but struggling to respond fast enough and follow up consistently.
Individual top producers
High-volume agents who need their pipeline to run on autopilot while they focus on closing.
Brokerages with lead programs
Brokerages distributing leads to agents who need consistent intake, routing, and follow-up automation.
Property managers
Operators with owner intake, vendor onboarding, document, or reporting workflows that are still manual.
Title companies & lenders
Teams with document intake, partner coordination, or client status workflows worth automating.
START HERE
Start with a free AI Operations Audit.
Bring us one operational problem. We will map it, diagnose it, and tell you exactly what we would build. No commitment required.
What to expect
A 45-minute diagnostic conversation. Within 48 hours you receive a written summary of the bottleneck identified and a recommended next step — with no obligation to proceed.
FAQ
Common questions
What types of businesses do you work with?
Real estate operators: brokerages, property managers, title companies, lenders, and investor-facing teams. If your operation involves transactions, client coordination, or document workflows, there are likely relevant use cases for your team.
How long does it take to build a system?
It depends on scope. Simple implementation projects can be completed in 2–4 weeks. More complex systems integrating multiple tools or workflows take 6–10 weeks. We define scope before committing to any timeline.
What does "custom" actually mean in practice?
It means we do not arrive with a ready-made template. We start with an operations audit to understand how your business actually works — where leads are lost, where handoffs stall, which processes consume the most manual time. The system is designed from that diagnosis.
Do we need to have our process figured out before working with you?
No. Part of our work is helping you document and clarify the process. If you know something is broken but are not sure exactly what, that is precisely what the operations audit is for.
What happens after you deliver the system?
We hand off the system with documentation and a handoff session. Ongoing support is optional — some clients prefer to manage internally, others retain us monthly for maintenance, iterations, and new automations.
Propty Services does not provide licensed real estate, lending, mortgage brokerage, legal, tax, or investment advice. AI workflows support operations, not regulated advice.
Propty does not guarantee financing, lead conversion, approvals, rates, revenue, cost savings, or other business outcomes.
Third-party tools and platforms remain subject to their own terms, pricing, availability, security controls, and service levels.