22% more viewings handled - without adding headcount
Agent Deployments - Real Estate
Agent Deployments
an independent estate agency
Snapshot
About this engagement
An independent residential estate agency with a team of six was managing around 30 active listings at any one time. With no dedicated admin support, two senior negotiators were splitting their time between valuations, offers, and the daily grind of booking viewings, chasing feedback, and keeping vendors informed. The administrative load was directly limiting the number of new instructions the branch could take on.
Challenge
What we were asked to solve
With a lean team and no admin support, the branch's negotiators were losing two to three hours a day to viewing coordination. Booking slots, sending confirmations, chasing applicant feedback, and updating vendors was all done manually - leaving less time for the work that actually generates revenue.
Solution
How we approached it
We deployed an AI coordination agent that manages the full viewing cycle: confirming applicant availability, scheduling against agent diaries, sending automated reminders and access instructions, and following up for feedback within two hours of each appointment. A weekly summary is sent directly to vendors, removing one of the most time-consuming parts of client communication.
Negotiator time on viewing admin fell by 70%. Vendor feedback turnaround improved from 48 hours to the same day. In the quarter following go-live, the branch handled 22% more viewings than the same period the previous year - with no change in team size and no additional hire.
Results
The numbers that tell the story
Why us?
Why clients choose Reformat Labs
Built around your business
Our practice is built around the realities of growing businesses. Every framework and engagement is calibrated to what works at your scale.
Vendor-agnostic, always
No reseller agreements, no preferred vendors, no margin incentives. Our only interest is finding the right solution for your specific situation.
Focused on what moves the needle
We scope work tightly, avoid unnecessary complexity, and stay focused on what generates genuine business impact.
End-to-end capability
From first AI workshop to production deployment to ongoing managed operations, we cover the full journey without you needing to assemble a patchwork of specialists.