Axis Realty Group · Real Estate
Listing Inquiry Reply Automation
Help a real estate team respond to sales inquiries with the right property details and a broker in control.
- Industry
- Real Estate
- Build
- Workflow · Agent
- Stage
- Live since August 2026 · adoption in progress
Commercial real estate · Listing inquiries, web chat, and voice
A good lead, a flyer, and a copy-paste job
Most listing inquiries needed the same thing: a short, relevant reply with the property flyer attached. Brokers were pasting a standard reply and attaching the flyer by hand. Inquiries landed in individual broker inboxes, and some had to be forwarded to whoever owned the listing before anyone could answer.
Speed mattered most for direct prospects from LoopNet, who might call another broker if nobody got back to them. Many CoStar inquiries come from other brokers, which changes what a good reply looks like.
The broker stays in charge
We designed the reply to come from the broker who owns the listing, from that broker’s own mailbox, with that property’s flyer attached. If a listing had no valid flyer, or the match wasn’t confident, the system held back and flagged it for a person instead of guessing.
The first version sent replies on its own. After living with it, the brokers wanted to see each draft first and adjust or decline it. We rebuilt the system around that. Matching moved into predictable code, a quiet test period came before any real send, and brokers switched over one at a time.
It also stopped answering people who only viewed a listing page without asking anything. Those need a different kind of follow-up, not an automatic email.
How it works
Brokers also get a brief each morning and a weekly summary on Sundays. The system checks whether a broker has already answered from Outlook, so a prospect who got a direct reply isn’t sent a second one.
- An inquiry arrives from LoopNet, CoStar, or Buildout in a broker’s inbox.
- The system matches it to the listing and drafts a short reply with the flyer attached.
- The broker gets the full draft by text and replies to send it, rewrite it, or ignore it. A web page offers the same choices.
- Replies go out from the broker’s own mailbox, and only with the broker’s approval.
- If nobody acts, reminders follow. Nothing sends on a timer.
- Every outcome goes into a lead log Axis’s team can check anytime: sent, drafted, ignored, not answered, or answered by the broker directly.
Separate chat and voice builds
The wider Axis work includes web-chat and ElevenLabs voice agents that use the shared listing data. They are separate from the listing-inquiry responder shown here. The email-pilot figures below describe email replies.
What changed
The first version replied automatically from the owning broker’s mailbox. Between November 17, 2025, and April 9, 2026, it sent 159 replies.
The current version gives brokers the final say. It went live to Axis’s brokers in August 2026 and prepares matched, flyer-ready drafts for every qualifying inquiry. The work in progress now is getting brokers to approve from a text instead of typing replies themselves. What will show it’s working is how fast a LoopNet prospect hears back once brokers approve from a text.
The workflow, step by step
From the first inquiry
to a recorded outcome.
Three ways to start a conversation: phone, website, and email. Here, follow the email agent from a listing inquiry to the broker’s decision.
Receive the inquiry.
Axis has agents for phone, website chat, and email. Follow the email agent here: a listing inquiry arrives in Outlook from LoopNet, CoStar, or Buildout.
- OutlookBroker inbox and replies
Receive the inquiry.
Axis has agents for phone, website chat, and email. Follow the email agent here: a listing inquiry arrives in Outlook from LoopNet, CoStar, or Buildout.
Find the property and its broker.
The system matches the inquiry to the listing, the broker responsible for it, and the property flyer. An uncertain match or missing flyer goes to a person.
Prepare a reply with the flyer.
A short draft addresses the inquiry and includes the right property information. The request and its context stay together for review.
Put the decision with the broker.
The broker receives the draft by text and can approve, rewrite, or decline. A web review page offers the same choices. Nothing sends on a timer.
Send only when approved.
Approved replies leave from the owning broker’s mailbox. The system checks for a direct Outlook reply to avoid answering twice. If nobody acts, reminders follow.
Keep a record of what happened.
The lead log records sent, drafted, ignored, not answered, and answered directly by the broker. Morning briefs and a weekly Sunday summary help the team follow up.
What changed
The reply is ready. The broker makes the call.
The first version handled the repeat work of preparing and sending replies. The current workflow adds broker approval, keeping that preparation in place while giving the broker the final say.
Original email pilot · November 17, 2025–April 9, 2026 · Source: Axis lead log
Built with
- Listing inquiries
- Listing inquiries
- Listings, inquiries, and flyers
- Broker inboxes and replies
- Listing and reply-template data
- Voice-agent build
- Listing sync and agent workflows
- AI model access
- Outlook connection
- Lead records and events
- Workflow execution
- iMessage connection
- Earlier text-approval version
Still chasing down the details before you can reply?
We build responders that reply as the right person, attach what the prospect asked for, and ask before they send.