01
Intake map
Every source a lead arrives from, wired into one place, with the source tagged so you know which channel is working.
- Site forms & valuation
- Portal inquiries
- DMs, SMS & WhatsApp
- Missed call → text
01
AI · Response · Qualification
IT LANDS AT 9:41 P.M. SO DOES THE ANSWER.
Every inquiry gets an answer in under a minute, in the language it arrived in, with the questions a real buyer asks next. It qualifies on budget, timeline and financing, books the showing on your calendar, and hands you the conversation with the context already written.
02
The pipeline
FIVE STEPS
FROM INQUIRY TO SHOWING.
This isn't "a chatbot on the website". It's the stretch of the business where most of the earlier work gets lost, built as a circuit with a time assigned to every step.
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Second 0
Inquiry in
From your site form, the portal, a DM, a text or a missed call. All of them land in one place — there's no inbox you forget to check.
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Under 60 s
It replies
In the language the inquiry arrived in, about the actual unit they asked about — not a template greeting. At 9:41 p.m. exactly like at 10 a.m.
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Same conversation
It qualifies
Budget, timeline, financing and area — asked the way a person asks, one at a time, not as a form dressed up as a chat.
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Before it cools
It books
The showing goes on your calendar with the address, the buyer's answers and the reminder already sent. If it has to move, it moves it.
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Instantly
It hands off
CRM record, full transcript and the proposed next step. You step in when there's something to decide — not to ask "how can I help you?".
Time is the product. A real estate lead doesn't go cold because the message was badly written — it goes cold because it arrived late. Whoever answers first gets the conversation, and at half past nine at night you were at a showing, at dinner, or asleep.
EXAMPLE · ILLUSTRATIVE
NOT A REAL CONVERSATION
Hola, vi el 3BR en Brickell. ¿Sigue disponible? ¿Cuánto es el HOA?
Hola, buenas noches. Sí, sigue disponible. Te confirmo la cuota de HOA y lo que incluye en un momento. ¿La estás mirando para vivir o como inversión?
Para inversión. Compro en efectivo si los números dan.
Perfecto. Dos cosas rápidas para no hacerte perder el tiempo: ¿qué rango manejas y para qué fecha quieres cerrar? Con eso te digo si esta línea encaja o si hay algo mejor en el mismo edificio.
Hasta 2.2M, cerrando antes de fin de año.
Encaja. Te dejo agendada una visita el jueves a las 11:00 y le paso tu contexto al agente. Si te va mejor el viernes, dímelo y lo cambio.
- Budget
- Up to $2.2M
- Timeline
- Before year end
- Financing
- Cash
- Next step
- Showing · Thu 11:00
03
What it says
THE INQUIRY CAME IN
IN SPANISH.
So did the reply. In Miami that isn't a nice touch — it's the difference between a conversation and a message nobody answers. The international buyer writes in their own language at whatever hour suits them, not you.
- ANSWERS ABOUT THE UNIT, NOT WITH A GREETING.
- ONE QUESTION AT A TIME.
- IF IT DOESN'T KNOW THE NUMBER, IT DOESN'T INVENT IT.
Look at 21:41: it doesn't know the HOA figure, so it doesn't invent one — it commits to confirming it and flags you. That limit is what makes the system usable in a business where one wrong number costs you the deal.
04
The limits
WHAT IT DOESN'T DO
IS HALF THE DESIGN.
A response system without written limits is a liability with your name on it. These are the ones agreed before it's switched on.
- It doesn't pretend to be you. The first message says who's writing and that a person takes over shortly.
- It doesn't negotiate. Price, terms and counteroffers are off the table — that's your job and your license.
- It doesn't invent data. No HOA fees, no special assessments, no closing dates. If it doesn't know, it says so and flags you.
- It doesn't push. When someone says stop, it stops. And it stands down the moment you reply yourself.
- It doesn't run your deals. Past qualification, the conversation is yours. This opens the door; it doesn't close the sale.
Compliance before switch-on. Consent language on every form, opt-out honored immediately and permanently, quiet hours per your policy. Your brokerage's rules go in before launch, not as a patch afterwards. We're not your lawyers: if your broker's counsel wants changes to the script, those changes go in before anything goes live.
05
What you get
SIX PIECES.
NONE OF THEM IS "A BOT".
What gets delivered isn't a software subscription: it's a documented system, written with you, that you can audit line by line and that stays yours.
02
Response script
Written with you, in English and Spanish, in your tone and with your limits. It's a document you can read end to end, not a black box.
- First message per channel
- Approved answers to common questions
- What it never answers
- Escalation phrases
03
Qualification model
What "qualified" means in your business, written down — because it isn't the same for a preconstruction agent and a seasonal-rental agent.
- Budget and real range
- Purchase timeline
- Financing or cash
- Area and product type
04
Calendar & showings
Your actual calendar, with the slots you decide, travel time accounted for, and the reminder that cuts no-shows.
- Slots and travel buffers
- Confirmation and reminder
- Reschedules without calling you
- Building access notice
05
CRM wiring
The record that appears in your CRM with everything in it: source, property, transcript and the proposed next step. No copy-paste.
- Record with source and property
- Full transcript
- Tags and status
- Task with the next step
06
Tuning report
Every month: what people actually asked, what the system couldn't answer and what we changed. A response system that isn't tuned ages in six weeks.
- New questions detected
- Answers added to the script
- Escalations to a human
- Showings booked per channel
06
Process
FROM THE FIRST MEETING
TO THE FIRST LEAD.
Four steps. Nothing gets switched on until you've read the whole script and your broker has signed off.
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Week 1
Source map
Where your leads arrive from today and how long they wait for an answer. It produces two uncomfortable and very useful numbers: how many sources go unwatched, and what your real first-response time is.
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Week 2
Script & limits
The script gets written in EN and ES with your tone, your approved answers and what it never answers. You read all of it. If your broker wants changes, they happen here.
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Week 3
Wiring & testing
Calendar, CRM and channels connected, then test leads in both languages until the whole path works. Nobody switches this on over real traffic without testing it first.
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Ongoing
Live & tuned
It starts on one channel, not all of them. Every month we review what people asked, what it couldn't answer and what gets added. You keep the off switch.
07
Questions
WHAT GETS ASKED
BEFORE SWITCHING IT ON.
Yes, and that's deliberate. The first message says who's writing and that a person takes over shortly. Pretending to be you is the fastest way to lose a deal at the showing, when the buyer notices the voice changed. Being an assistant that answers instantly at 9:41 p.m. is an advantage; being a fake version of you is a liability.
It says so, commits to getting it, and flags you. It never fills a gap with a number it doesn't have — no invented HOA figures, no guessed assessments, no imaginary closing dates. Every question it couldn't answer goes into the monthly report, and the ones that repeat get added to what it does know.
Typically site forms and valuation requests, portal inquiries, Instagram and Facebook messages, SMS and WhatsApp, and missed calls that convert into a text. The exact set depends on what your CRM connects to and what your brokerage allows, so it's confirmed in writing before launch rather than promised on a sales call.
Most of the common real estate CRMs connect, and the record it writes includes the source, the property, the full transcript and the proposed next step. If yours can't be connected properly, we tell you before you sign — and in that case we'd rather build something that works than pretend an integration exists. If you're also building the site, see website + IDX: that's where half of these leads are generated.
Consent language on every form, opt-out honored immediately and permanently, and quiet hours per your policy. Your brokerage's compliance rules are built in before launch, not patched afterwards. We're not your lawyers: if your broker's counsel wants changes to the script, those changes go in before anything goes live.
The lead doesn't wait. Neither does the reply.
STOP LOSING
THE 9:41.
Tell us where your leads arrive from today and how long they wait. You get back the source map and the first-response script. Or write to us: info@mindmiami.com
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