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Case Study

AI-Powered Outbound Calling Agent

We built a conversational AI agent for Forsyth Real Estate to automate seller prospecting, lead qualification, and appointment booking at scale.

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The Challenge vs The Solution

The Challenge

Traditional manual cold-calling for real estate prospecting is time-consuming and often inconsistent. Agents spend hours dialing numbers, leaving voicemails, and filtering out unmotivated prospects. Maintaining conversational quality, ensuring CRM data entry compliance, and managing large volumes of leads manually was difficult to scale for Forsyth Real Estate.

The Solution

We built a fully automated AI outbound calling agent integrated with Reapit CRM. Using Vapi and Twilio, the agent dials leads pulled via cron jobs from an AWS server. Driven by a highly structured prompt, it acts as a professional assistant: asking qualifying questions, adapting to user intent, booking calendar appointments, and syncing structured data back into the CRM.

Capabilities

What The Agent Can Do

The AI agent is designed to behave like a top-tier real estate assistant, consistently following conversation guidelines, ensuring compliance, and never repeating known data.

  • Call leads automatically (up to 10 calls per hour)
  • Qualify seller intent (timeline, motivation, property details)
  • Handle multiple scenarios (interested, unsure, not selling, leasing, buying)
  • Capture structured CRM-ready data
  • Book appointments directly into Outlook

Listen to a Live Call Recording

Audio Thumbnail

Steve from Forsyth speaking with a prospective client

Live Call Transcript

Assistant (Steve): Hi, Charlie. This is Steve from Forsyth Real Estate. How are you?
User (Charlie): I'm good. Thanks, Steve. How are you?
Assistant (Steve): I'm doing well. Thank you, Charlie. Just to confirm, I'm Steve from Forsyth Real Estate. The reason I'm calling is to see whether you've given any thought to selling your property this year or if you're simply staying put for now.
User (Charlie): I think I'm just gonna stay put.
Assistant (Steve): Absolutely. No problem at all. If your plans change down the track, we'd be happy to assist. Before I let you go, I wanted to let you know that we also offer property management services. Do you own any investment properties? And would you be opposed to a quick chat to see if our team could assist?
User (Charlie): I don't own any at the moment, but we are thinking about getting a rental.
Assistant (Steve): That sounds...
User (Charlie): How how would you guys be able to help?
Assistant (Steve): Great question, Charlie. At Forsyth Real Estate, we specialize in property management. So if you do decide to purchase a rental, we can handle everything for you. That includes finding reliable tenants, ensuring the rent is paid on time, coordinating maintenance, and keeping your property compliant with all regulations. Our goal is to make it a stress free experience for you while maximizing your returns. Are you currently looking for a rental property or just exploring your options for now?
User (Charlie): Just exploring options, but it's good to know that you guys do that because I wasn't aware of it before.
Assistant (Steve): I'm glad I could share that with you, Charlie. If you ever have questions or decide to pursue a rental property, feel free to reach out. We're here to help. Thanks for your time today. Have a great day.
Let's Build It

Ready to build an AI agent for your business?

Whether you need an inbound or outbound AI voice agent, our team of experts is ready to automate your communication and scale your business.

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+44 753 775 919
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