What the agent handles
- Books space tours
- Collects size and budget needs
- Logs tenant maintenance requests
- Answers permitted-use questions
- Routes lease renewal calls
Real estate and property
AI receptionist for commercial leasing
Handles enquiries on office, retail and industrial space, collects size and budget needs, and books tours with the leasing team.
CallerI'm looking for about two thousand square feet of retail space with good parking.
CallerOur unit's loading door is stuck open, who fixes that?
CallerDoes the plaza allow restaurants, or is there a restriction?
Where calls go
LeasingProperty managementMaintenanceAccounts receivable
Warm transfer: When a prospect is ready to discuss terms or submit an offer to lease, the agent warm-transfers to the leasing representative.
What it books
Space tours and site visits
Why commercial leasing teams miss calls, and what an AI receptionist changes
Commercial space doesn't get many enquiries, which is why each one matters. A business owner looking for a plaza unit or a small warehouse bay calls the number on the For Lease sign, often at lunch or after closing their own shop, and the leasing representative is out touring another prospect or in a meeting with an owner. The same phone also rings with existing tenants: a rooftop unit blowing warm air, a loading door stuck open, a question about the year-end reconciliation.
A RealVoice AI receptionist answers each enquiry the way a good leasing coordinator would. It asks about the business, the use, the square footage and ceiling height needed, power or drive-in doors for industrial, parking and signage for retail, the budget and the target date to take possession. It describes the units you've listed, the asking net rent and additional rent if you've published them, and books tours and site visits with the leasing representative for that property.
It doesn't negotiate terms, offer free rent or confirm that a use is permitted when an exclusive or restriction might apply. Those questions go to the leasing team in writing. A prospect who is ready to talk terms or submit an offer to lease is warm-transferred to the leasing representative with a short private briefing. Tenants' maintenance requests are logged with the unit and the problem, and renewal calls are routed to whoever handles that tenant's lease.
Example call, start to finish
- CallerI'm opening a bubble tea shop and I'm looking for around twelve hundred square feet in the plaza on Dundas. Do you have anything?
- AI receptionistThere's an 1,150 square foot unit at the east end of that plaza listed as available. What's your timing, and do you need any venting or extra plumbing?
- CallerWe'd want to open by spring. We need a sink and maybe a small exhaust, no cooking. Is food even allowed there?
- AI receptionistSome plazas have use restrictions or another tenant's exclusive, and I can't confirm that for this unit. I'll put your question at the top of the note so Arjun, the leasing representative, answers it before you tour.
- CallerFine. Can I see it this week?
- AI receptionistArjun has Wednesday at 2 or Friday at 10:30. Which suits you?
- CallerFriday.
- AI receptionistYou're booked for Friday at 10:30. I'll text you the address and where to park, and Arjun will call ahead about the food use question.
After the call: Arjun gets a text and an email with the business type, the size, the spring opening, the sink and exhaust needs and the use question flagged at the top. The tour is in the RealVoice schedule, the prospect has a confirmation text, and the call recording and summary are kept in the portal.
How it fits your day
- Sign and listing calls
- Every call from a For Lease sign or listing is answered and qualified by use, size, budget and timing, so the leasing team spends tours on real prospects.
- Tours and site visits
- Retail, office and industrial tours are booked with the representative for that property, and the prospect gets the address and the meeting spot by text.
- Tenant requests
- Loading doors, rooftop units, parking lot lights and plumbing problems are logged with the unit and sent to maintenance, and urgent ones are transferred under your rules.
- Renewals and accounts
- Lease renewal calls are routed to the person managing that tenant, and questions about CAM charges or reconciliations go to accounts receivable as clear messages.
Your software
Today it books space tours and site visits into the RealVoice schedule in the portal, keeps prospect notes, tenant requests and call recordings there, and texts tour confirmations. If your leasing team runs VTS, Yardi CommercialCafe, MRI Software or Buildout, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
Take a 3,000 square foot industrial bay at $16 a square foot net on a five-year term. That's $240,000 in base rent before additional rent, from one phone call that turned into a tour. A unit that sits vacant also carries its share of taxes and operating costs that the owner pays instead of a tenant. Losing even one prospect a quarter to a voicemail can leave a unit empty for months longer. The missed-call calculator on our homepage lets you work through it with your own rents.
Questions commercial leasing teams ask
Can it quote rent for a unit?
Only the asking rents and additional rent estimates you publish to it. It doesn't negotiate, and terms like free rent, tenant improvements or a lower rate go to your leasing representative.
Can it tell a prospect whether their use is allowed?
It can tell them what you've given it, such as uses the property is zoned and marketed for. Where an exclusive or restriction could apply, it notes the question for your team instead of answering it.
How does it qualify commercial enquiries?
It asks the questions you choose: business type, use, square footage, clear height, loading, power, parking, signage, budget and the target date. Each answer lands in the note the leasing representative receives.
Does it handle calls from current tenants?
Yes. It logs maintenance requests with the unit and problem, transfers urgent ones under your rules, and sends lease renewal and billing questions to the right person.
Can it take calls from cooperating brokers?
Yes. It takes the broker's name, brokerage and client requirements, books a tour if they want one, and passes anything about commission or terms to your leasing team.
Hear it as your own commercial leasing team's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.