Pre‑qualifying Rental Prospects with an AI Phone Assistant

Every day, property managers, agents, and housing companies face the challenge of filtering truly qualified rental prospects from an endless flood of inquiries. Thirty calls a day, incomplete information, and prospects who ultimately aren’t serious cost valuable time and resources. Add manual callbacks, emails, and scheduling on top—inefficient and time‑consuming.

🎯 Imagine an AI phone assistant taking over this work for you—24/7, fully automated, and passing along only the truly relevant contacts. Sounds too good to be true? Not with Velentis!

The AI Phone Assistant in the Leasing Process

The solution is as simple as it is ingenious: with an AI phone assistant, you can fully automate the entire pre‑qualification process. But how exactly does it work?

What does the AI assistant do?

• Conducts fully automated conversations with rental prospects

• Collects all key details, such as:

  • Move‑in date

  • Household size and income

  • Proof of salary and employment status

  • Willingness to attend a viewing

• Delivers all relevant information clearly to your CRM or via email

• Optional: automatically schedules viewings

Benefits at a glance

• Operates around the clock—even on weekends or late at night

• No waiting times for prospects and no missed inquiries

• No manual effort for sorting or follow‑up questions

Technical Functionality Made Simple

To give you confidence in the technology, here’s a look at how our AI phone assistant works:

• Natural Language Processing (NLU/NLP): The assistant leverages state‑of‑the‑art language technology to understand and analyze human speech. It answers precisely, identifies individual needs, and provides relevant information—all in natural, fluent language.

• Dynamic Conversations: Dialogues adapt in real time to the prospect’s answers and behavior, creating personal and contextual interactions tailored to each user.

• Seamless System Integration: The assistant integrates effortlessly with your existing systems—CRM tools, Outlook, or industry‑specific real‑estate software—providing a unified data base and streamlined workflows without extra administrative overhead.

• Data Protection: Safeguarding sensitive data is paramount. Our assistant is fully GDPR‑compliant and hosted securely on German servers, so you and your customers can rely on maximum security.

🔊 Real conversation snippet:

“Good day, I’m the digital assistant of Company XYZ. I’d like to ask you a few questions so we can handle your inquiry more effectively…”

How Your Business Benefits

Why is an AI phone assistant worthwhile? Here are the key reasons:

⏱️ Time Savings

A KI phone assistant eliminates the tedious task of calling prospects back—a chore that often consumes unnecessary time. Automated pre‑sorting does the work for you, weeding out irrelevant inquiries and forwarding only the important ones. This not only saves valuable hours of manual work but lets you focus on core tasks. Qualified leads are passed on directly and without delay, significantly boosting workflow efficiency.

📈 Higher Conversion Rate

Another decisive advantage: a higher closing rate. Only suitable prospects move to the next stage, minimizing needless, time‑consuming steps. The AI assistant responds to inquiries at lightning speed—these quick response times greatly increase the chances of a successful lease. Prospects feel taken seriously, which strengthens trust in your company and positively influences cooperation.

🧠 Objectivity and Standardization

An AI phone assistant ensures absolute objectivity and standardization in dealing with prospects. Every call and inquiry is treated the same, so no vital information gets overlooked. This creates a transparent basis for decisions about viewings or rejections and guarantees consistent professionalism with every potential customer. Another plus: the assistant minimizes human error and convinces through consistency.

💬 Professional Appearance

Finally, an AI phone assistant contributes decisively to a professional corporate image. Round‑the‑clock availability leaves a positive impression and projects the image of a modern, innovative company. Whether in the middle of the night or on a weekend—prospects can always count on fast, professional handling of their concerns. This high level of accessibility and professionalism strengthens your image sustainably and sets you apart from the competition.

Practical Example with Velentis

“We save about 3–4 hours of internal effort per apartment and have significantly fewer no‑shows at viewings.”

– A property manager with 300 units

Wondering how to integrate the AI phone assistant into your company? Don’t worry—the start is straightforward:

1. Project kickoff: Provide your specific questions (we supply templates).

2. Integration: Link via phone number or embed on your website.

3. Results: Daily reports by email or direct hand‑off to your system.

Within 3 days everything is ready. You benefit immediately from streamlined processes and save valuable time.

Who Is the AI Phone Assistant For?

Whether a small property manager or a large housing developer—our system is flexible and scales with your needs. Especially suitable for:

• Property managers (from ~50 units)

• Project developers (with new‑build projects)

• Agents (with many listings)

• Housing associations

• Operators of student residences or micro‑apartments

Perhaps clarify why these target groups matter or how you wish to address them.

Pricing and Implementation

We know entry barriers need to be low. Our model works like this:

• Implementation costs: Split 70:30. Seventy percent covers software setup—including interfaces to existing systems—and 30 percent is billed after project completion.

• Fast start: Go live within 72 hours.

• Trial phase: 30‑day satisfaction guarantee.