Automate Leasing Calls with a Custom Voice AI Agent
Syntora builds custom voice AI agents for real estate and property management firms. These systems handle inbound leasing inquiries and qualify tenant leads over the phone.
A typical voice AI build involves integrating with your Property Management System (PMS) to provide real-time unit availability. The complexity depends on your call volume and the number of unique properties the agent must know. An agent for a single 200-unit building is simpler than one for a portfolio of 15 different properties.
We built a voice agent for a 7-person property management firm handling 450 residential units. It went live in three weeks and now fields over 60% of their inbound leasing calls, booking property tours directly into their agents' calendars. The team now focuses on closing qualified leads instead of answering repetitive questions.
What Problem Does This Solve?
Most property management teams start with a standard phone tree or an answering service. A phone tree frustrates callers who have specific questions like “Do you have two-bedrooms available in June?” and inevitably press “0” to speak to a person. This defeats the purpose, leaving your team to handle the same call volume.
Answering services seem like a better option, but they are just a message-taking layer. The operators do not have real-time access to your leasing system, so they cannot confirm availability or answer policy questions accurately. This results in your team calling back every lead just to provide basic information, wasting valuable time. The error rate for message transcription can be as high as 15%, leading to incorrect contact information and lost leads.
Larger, enterprise-grade voice AI platforms like Five9 are built for 500-seat call centers and come with high per-seat monthly fees and long-term contracts. They are too expensive and complex for a 15-person real estate office. Their configuration-based setup also makes deep, custom integrations with a specific PMS like AppFolio a slow and costly process.
How Does It Work?
We start by connecting directly to your Property Management System API, whether it is AppFolio, Yardi, or another platform. We write Python scripts using the httpx library to pull your current listings, floor plans, and rental criteria into a Supabase database. This data is refreshed every 15 minutes, ensuring the voice AI always has accurate, up-to-the-minute availability information.
We build the core conversational logic using the Claude API, wrapped in a FastAPI service. When a call arrives, your phone number routes it to our system. The audio is transcribed, and the user's question is sent to the language model. The model identifies the intent, queries the Supabase database for the answer, and generates a natural language response. The entire process, from question to spoken answer, takes under 900ms.
The FastAPI application is deployed on AWS Lambda, a serverless platform that scales automatically and keeps hosting costs low, typically under $50 per month for up to 10,000 calls. For telephony, we provision a number and connect it to your main line. Once a lead is qualified (e.g., they meet income requirements and want a tour), the agent pushes the call transcript and summary into your CRM and sends a Slack alert to the leasing team.
Every call is logged for analysis using structlog for clear, machine-readable output. During the first 30 days post-launch, we review these logs to fine-tune the AI's responses and improve its ability to handle edge-case questions. This ensures the system's accuracy improves over time based on real caller interactions.
What Are the Key Benefits?
Never Miss a Leasing Call Again
The AI answers 24/7, capturing after-hours leads. It handles up to 50 concurrent calls during leasing season peaks without a single busy signal.
One-Time Build, Predictable Cost
A fixed-price project delivers the complete system. After launch, you only pay for cloud usage, typically under $50 per month, with no per-agent fees.
You Own The System, Not Rent It
We deliver the full Python source code to your GitHub. You are not locked into our platform and have a permanent asset you can modify later.
Speaks Your Properties' Language
The AI is trained on your specific listings, FAQs, and policies. It knows the difference between Building A's pet policy and Building B's parking rules.
Integrates with Your PMS and CRM
Connects directly to AppFolio, Yardi, or RentManager for real-time availability and pushes qualified leads into your existing CRM automatically.
What Does the Process Look Like?
System Discovery (Week 1)
You provide read-only API access to your PMS and a document with your top 20 most common leasing questions. We deliver a detailed call flow diagram.
Core AI Agent Build (Week 2)
We build the FastAPI service and integrate the Claude API. You receive a link to a private test phone number to interact with the first version.
Integration and Deployment (Week 3)
We connect the agent to your phone system and CRM. We run 20 end-to-end tests to verify data passes correctly and deliver the test call logs.
Live Monitoring and Handoff (Weeks 4-6)
The system goes live. We monitor all calls for two weeks to fine-tune responses. You receive the full source code, documentation, and a system runbook.
Frequently Asked Questions
- How is a project priced?
- The price depends on the number and complexity of integrations. A voice agent that reads from a Google Sheet and sends email summaries is a 2-week build. An agent that needs real-time, two-way integration with a legacy PMS like Yardi can take 4 weeks. After a discovery call, we provide a fixed-price proposal.
- What happens if the AI doesn't know the answer?
- If the AI cannot answer a question after two attempts, it executes a fallback procedure. It says, 'I can't seem to find that information, let me connect you with a leasing specialist who can help.' The call is then automatically transferred to your main office line. This prevents caller frustration and ensures complex issues are handled by a person.
- How is this different from a virtual receptionist service like Smith.ai?
- Virtual receptionists are humans who follow a script and have high variable costs. A Syntora-built AI has a fixed build cost, near-zero cost per call, and provides 100% consistent answers pulled directly from your property data systems. Unlike a human, it can check real-time unit availability in your PMS during the call.
- Can the voice AI handle different languages?
- Yes. We can configure the transcription and language model to handle other languages, like Spanish. This is scoped at the beginning of the project. The base build is English-only, but multilingual support is a common add-on for specific geographic markets where it is a business requirement. There is an additional cost for each language added.
- What phone systems does this work with?
- Our systems integrate with any VoIP provider that supports SIP trunking, which includes RingCentral, Nextiva, Dialpad, and most modern business phone platforms. We handle the technical integration. The only requirement is that you are not using an analog landline system. We verify compatibility during our initial discovery call.
- How does the AI sound? Is it robotic?
- We use modern text-to-speech models that are nearly indistinguishable from a human voice. We can choose from dozens of voices and even adjust the speaking rate and tone to match your company's brand. The goal is a professional, friendly, and natural interaction, not the choppy, robotic voice common in older IVR systems.
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