Vacancy days dropped from 28 to 19. The leasing agent took on two additional properties without extra hours.
Engagement map
From operating problem to measured outcome
3 weeks delivery · 4 tools in the implementation stack
Challenge
A 600-unit property management company was receiving 80–120 rental inquiries per week across their listing portals.
What we built
We built an inquiry automation that responds to every inbound lead within 60 seconds.
Result
Average vacancy days dropped from 28 to 19 across the portfolio.
Recorded outcomes
Delivery timeline: 3 weeks. Metrics are shown in the same context as the published engagement.
A 600-unit property management company was receiving 80–120 rental inquiries per week across their listing portals. One leasing agent was trying to handle all of them. Inquiries that didn't get a response within a few hours often converted, to a competitor. Vacancy was averaging 28 days, and the manager knew slow response was a big contributor. Hiring a second leasing agent wasn't in budget.
We built an inquiry automation that responds to every inbound lead within 60 seconds. The response references the specific unit they inquired about, provides current availability, and asks three qualifier questions: move-in date, number of occupants, and pets. Qualified leads get a Calendly link for tour scheduling pre-loaded with the unit and address. Leads that don't qualify get a polite response with available alternatives if any exist.
Average vacancy days dropped from 28 to 19 across the portfolio. The leasing agent shifted from reactive phone-tag to managing a warm, pre-qualified tour schedule. They expanded the portfolio by two additional properties without requesting additional staff.
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