The phone keeps ringing. Your office finds calm.
Last updated: 23 July 2026
routinefrei takes the phone and inbox admin off your agency and property management team: buyer enquiries about listings, viewing appointments, tenant requests and maintenance reports. Sorted and documented. Hosting, model region and data flows are agreed before production. No legal or tenancy advice, just organisation. Anything that calls for a professional decision stays with your team.
Launch availability: The public customer-workspace demo currently covers Gmail triage with human approval, Google Calendar booking and an activity trail. Phone, Microsoft, CRM, accounting and industry-software connections described below are scoped pilot modules, not pre-connected features. Open the customer-workspace demo (German interface).
Sound familiar?
- Every new listing brings a flood of near-identical enquiries: is the flat still available, when is the next viewing, which documents do you need. Answering each email individually eats up half the day.
- Coordinating and rescheduling viewings takes forever: confirming, cancelling, proposing new times, grouping prospects together, writing back and forth every single time.
- Tenant requests and maintenance reports end up on scraps of paper, in voicemail and in the inbox. Something slips through, someone follows up for the third time, and the tradesperson is still waiting on the missing detail.
- The phone keeps ringing while you request self-disclosure forms and proof of creditworthiness and pre-screen applicants. Both suffer at once, and by the evening the file still is not complete.
One day, two versions
Without routinefrei
It is 9:00 a.m., a new listing has been online since last night, and the inbox is overflowing. Thirty almost identical enquiries about the same flat, and in between a tenant reporting a leaking pipe and a prospect who wants to move their viewing. The phone rings alongside it all. Your team member answers one email after another, asks for the same documents every time, and loses track of who has already sent their self-disclosure form and credit check. By lunchtime the viewing list is a patchwork, and the maintenance report is still sitting unhandled in the inbox.
With routinefrei
It is 9:00 a.m., the same listing is online, and the inbox stays orderly all the same. The AI phone assistant picks up every call right away, offers available viewing slots and takes down tenant requests in a structured way. The email triage sorts the thirty prospect enquiries, prepares complete draft replies with a document checklist, and suggests suitable viewing slots. Maintenance reports land neatly documented against the right case. Anything that calls for a legal decision or a choice between applicants stays with you: the AI does not advise, it only organises and passes anything requiring professional judgement to your team, which makes the final call.
How does AI automation relieve estate agencies and property managers?
routinefrei automatically pre-sorts prospect enquiries, viewing requests and tenant matters, prepares draft replies with a document checklist, and keeps viewing appointments in order in the calendar. Your team reviews and decides; the routine runs in the background. If you spend 1 to 2 hours a day on routine emails, automatic triage saves 40 to 60 percent of that effort according to market data. The foundation is our service email automation + time management, included in the €990 package. Four building blocks do the work:
AI phone assistant
Picks up every call right away, even when every line would otherwise be busy. Answers standard questions about the property, availability and process, arranges and reschedules viewings, and takes down tenant requests and maintenance reports in a structured way. No legal or tenancy advice: anything professional goes to your team, which decides.
Viewing and scheduling automation
Viewings, cancellations and reschedules run in an orderly way, prospects can be grouped into shared viewing slots, and freed-up slots are filled automatically. Automatic appointment reminders reduce the risk of a no-show, without your office having to chase anyone by phone.
Email triage with draft replies
Incoming mail is pre-sorted into prospect enquiry, viewing request, tenant request, maintenance report or other. For the standard cases, a complete draft reply with a document checklist is ready, from sending the listing to requesting a self-disclosure form and credit check. Your team reviews, adjusts and sends, instead of writing every email from scratch.
Knowledge base for the team
Property data, processes, cover arrangements and answers to common questions in one place. New hires and stand-ins find the right information quickly, without lengthy back-and-forth, and reply consistently.
What you get out of it
- The phone is reachable even for a freshly published listing. Prospects and tenants typically get through faster, instead of dialling repeatedly or giving up.
- The office gains noticeable calm again: fewer near-identical emails written by hand, less paper shuffling around maintenance reports, more time for properties and applicant conversations. That is how property managers and estate agents often experience it.
- Viewings, tenant requests and documents are documented instead of scattered, so less slips through and pre-screening applicants comes easier. Hosting, model region and data flows are agreed and documented before production. Where required, a suitable data processing agreement is signed; AI use is clearly labelled.
How the rollout works
Analysis
In a free initial consultation we look at where your office loses the most time: the inbox, viewing appointments, tenant matters. You get a clear recommendation on which process is suited as a pilot. Your agency or property management software stays.
Setup
We set up the first process at a fixed price, agree and document hosting, model region and data flows in advance, and train your team. You keep working as usual in the meantime.
Support
After launch you keep a fixed point of contact: we monitor the workflows, adapt them to new properties and processes, and expand step by step once the pilot proves itself.
Fixed-price packages
Pilot automation, €990
One automation, live in 14 days. The low-risk way in to see, on a real process, what it delivers.
Includes time management + email system.
Automation sprint, from €4,900
Several processes cleanly interlinked, once the pilot has proved itself and you want to automate more.
For context: comparable automation projects on the market typically cost 1,500 to 5,000 euros to set up plus 150 to 600 euros per month, and agency day rates run at 1,200 to 1,800 euros. Our packages are fixed prices: see all six at a glance on the page AI automation pricing.
These are the core automations for real estate and property management. routinefrei automates email, scheduling and your knowledge base just as well, builds your website and looks after your advertising on Meta, Google and TikTok. We take on day-to-day operation as your AI partner. See all services and prices.
Common questions from estate agencies and property managers
Can the AI answer enquiries about a listing automatically?
It prepares the replies. Incoming prospect enquiries are pre-sorted, and for standard cases a complete draft with a document checklist is ready, from sending the listing to requesting a self-disclosure form and credit check. Your team reviews, adjusts where needed and sends. That way, control over every reply stays in your office.
Does the AI pre-select tenants or buyers?
No. The AI only organises: it sorts enquiries, collects documents and records the status of each prospect. Selecting tenants and buyers, pricing questions and all tenancy or contract law matters remain entirely with your team. No legal or tenancy advice takes place.
How are maintenance reports from tenants recorded?
Maintenance reports in the inbox are recognised, matched to the right case and documented with the details needed. Nothing slips through, and the tradesperson is not left waiting for missing information. Taking reports over the phone is a possible pilot project after a technical review.
Does this work with our agency or property management software?
Your software stays. The customer workspace starts with Gmail, Google Calendar, draft replies and approvals. Connections to agency, property management or CRM software are assessed per project as a pilot. The integrations page shows which systems we connect.
In a free introductory call, let us take a calm look at where the phone and inbox eat up the most of your time. No obligation, no pressure.
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