Working in real estate means you’re rarely at your desk. Whether you’re traveling between properties, managing a busy leasing office, or walking a construction site, your “office” is wherever work takes you. But while you’re busy, the phone keeps ringing.
According to CallRail data, real estate teams miss about 45% of their inbound calls — a rate significantly higher than the 28% average across all industries. And with 82% of real estate businesses planning to increase ad spend this year, every unanswered call represents wasted budget and potential deals going to a competitor.
CallRail’s Voice Assist helps you stop losing business to missed calls. It answers and qualifies leads when you can’t, ensuring you capture every opportunity, even when you or your team are tied up.
3 ways Voice Assist supports your team on the move
The challenge isn’t getting more calls – it's handling them well, even during peak moments. Here are three ways Voice Assist helps real estate teams stay on top of every conversation.
1. Consistently make a great first impression, even when you’re busy
When you’re out showing properties or managing tenants, missed calls don’t just create inconvenience — they create lost revenue. Voice Assist ensures every inquiry is handled professionally in the moment, so prospects don’t fall through the cracks or move on to the next agent or property manager.
How Voice Assist helps
- Provides an immediate response: When you’re busy, Voice Assist greets callers right away, making them feel valued instead of waiting for a callback.
- Captures lead details on the go: It captures the intake information you need and sends a push notification directly to your phone.
- Connects calls to your marketing data: Because Voice Assist is part of CallRail, every interaction is linked to the specific ad or campaign that prompted the call. You’ll know exactly which marketing efforts are actually driving results.
What it means for your business
Voice Assist acts as a 24/7 professional front desk. Instead of returning a cold missed call, you’re stepping into a warm, informed conversation.
We reduced our missed calls by 44% using Voice Assist. That’s a huge win for our team and our clients.
– Carlos Alfonzo, Founder/CEO at KSA Property Management
2. Ask the right questions, so you know who to call back first
Some callers are ready to book a showing or apply right away. Others are just browsing. Without context, following up on missed calls is often just guesswork. During setup, Voice Assist lets you define the intake questions that matter most to your business, so you always know why a caller is reaching out.
How Voice Assist helps
- Flags your most important leads: By combining intake data with lead scoring, you can immediately surface urgent tenant issues or high-value new leads.
- Routes emergencies to the right person: Property managers can define "emergencies" (like floods or lockouts), allowing Voice Assist to escalate critical calls while filtering out non-urgent requests after hours.
What it means for your business
Instead of treating every missed call the same, your AI assistant shows you exactly where to focus first. Your team spends less time chasing dead ends and more time closing deals with qualified prospects. In an unforgiving real estate market, the winners are those who know their prospective customers better and respond faster with greater precision.
67%
67% of real estate marketers say responsiveness directly influences whether a customer chooses one company over another.
3. Act quickly with automated call insights
Reviewing every call takes time. Listening to full call recordings or digging through notes just to understand what a caller wanted slows down business, especially when you could be spending that time on-site or at the closing table.
How Voice Assist helps
- Makes reviewing leads easy from anywhere: Voice Assist lets you review and act on leads directly from the CallRail mobile app — between showings, in the car, or while traveling.
- Enables faster follow-up: Conversations don’t stall, because you have the context needed to turn interest into signed agreements quickly. With CallRail’s call summaries and transcripts, there’s no need to listen to full call recordings.
What this means for real estate businesses
You can follow up faster and more accurately from anywhere. Conversations progress, leads don’t cool off, and inbound interest turns into showings, applications, and signed agreements, even when you're constantly on the move.
Set up Voice Assist once, let it handle the rest
Many real estate teams use a mix of tools to manage incoming inquiries and leads, like CallRail's Call Tracking and property management systems like Yardi and RealPage.
Voice Assist fits into that stack without adding complexity, and focuses on the moment that matters most: the first call.
1. Simple setup
Voice Assist is a natural extension of the CallRail call flows you already use. Since it’s built directly into your Call Tracking, you can add it to your existing setup in just a few clicks. You stay in full control of when it steps in, whether that’s based on the time of day, the number of rings, or a specific marketing campaign.
2. Integrate your tools
Voice Assist works with your existing systems to help you keep leads moving forward. You can automate the entry of caller intake details into your CRM via Webhooks and Zapier, all while leveraging direct integrations with Google Ads to optimize ad spending. This eliminates the need for manual data entry and gives you a competitive edge in campaign precision that other AI voice assistants lack.
3. Let Voice Assist handle the rest
Once trained, Voice Assist will fit into your daily routine without changing the way you work. It will handle call intake and follow-up preparation, ensuring that nothing slips through while you stay focused on your immediate priorities.
Finally, all summaries and transcripts are available instantly, so you can act quickly from anywhere.
Turn more calls into qualified buyers and renters
See how Voice Assist handles missed calls, captures showing requests, and helps you prioritize follow-up — so you’ll never miss another deal.
