How Vida Transformed My Real Estate Business

Rick at Downtown Real Estate decided to use Vida's AI agent to answer his phones, screen callers, set up appointments, and more.  Here's his story:

Running a boutique real estate brokerage firm in a fast-paced market like mine has always been a balancing act. I’ve got six fantastic agents and a couple of assistants who work tirelessly to help our clients buy and sell homes. But no matter how efficiently we’ve worked over the years, there’s always been one problem: the phone.

It’s a simple thing, but answering the phone in a timely and professional way has always been a challenge. In real estate, people expect immediate responses—whether it’s a potential buyer calling to ask about a property or a seller wanting to discuss a showing. Missing a call, even by a minute, can mean missing out on a big opportunity. For the longest time, I tried to balance having enough staff to handle the client load while still keeping someone available to answer the phone. But it always felt like we were either stretched too thin or wasting resources.

That’s where Vida came in. I actually found out about Vida through a networking event with other real estate professionals. One of my colleagues mentioned how she’d started using an AI voice agent to handle her office’s incoming calls. I was intrigued—anything that could lighten the load without sacrificing customer service was worth exploring.

At first, I was cautious. We decided to set up Vida’s AI agent—who we eventually named Annette—so she would pick up the phone only after three rings. This was kind of our safety net; if no one in the office could grab the call right away, Annette would step in. Even at that basic level, I immediately noticed a difference. Clients weren’t left hanging anymore, and Annette would answer with a calm, professional voice, giving our office more breathing room.

But soon, I realized we could do so much more with Vida.

As the calls kept rolling in, I thought about all the time we spent manually qualifying leads. Agents or assistants would spend minutes—sometimes half an hour—on the phone just getting basic information about a potential buyer or seller. It hit me that Annette could handle this, too. So, we started to experiment. We set her up to ask questions, like whether the caller was looking to buy or sell, what type of property they were interested in, and whether they were pre-approved for a mortgage. Suddenly, my agents weren’t spending their time on the phone qualifying cold leads—by the time they got involved, Annette had already filtered out serious prospects from the tire-kickers.

It didn’t stop there. With Vida’s API integration, we connected Annette to our CRM system. That was a game changer. Now, when a potential buyer calls in, Annette can not only qualify them but also provide detailed information about active listings in real time. She pulls data directly from our system, so if someone’s asking about square footage, property taxes, or even HOA fees, she can provide it. And it’s seamless. She doesn’t miss a beat, and the clients don’t even realize they’re talking to an AI.

As we got more comfortable, we expanded Annette’s role even further. She now schedules viewings, confirms appointments, and sends reminders to clients. This might sound like a small thing, but in real estate, time management is everything. The less time my agents and assistants spend coordinating showings and chasing down confirmations, the more time they can focus on what they do best: working with clients and closing deals.

And it’s not just about the time we’ve saved—it’s the consistency. Annette doesn’t get tired, she doesn’t get distracted, and she never forgets to follow up. Whether it’s a busy Monday morning or a slow Sunday afternoon, she’s always there to make sure nothing slips through the cracks.

What I love most, though, is how natural it all feels. I was initially worried that clients would resist interacting with an AI agent, but it’s been quite the opposite. They love the convenience. Many of them have even commented on how helpful Annette is, especially when they’re calling for quick information or to schedule an appointment. It’s not just that we’re more efficient—it’s that we’re providing a better service, and that’s the most important thing in this business.

I’ve always prided myself on running a boutique firm where clients feel like they’re getting personalized attention. I was worried that bringing in an AI agent might make things feel too automated or impersonal, but Vida has found the perfect balance. Annette allows us to stay on top of things in a way we never could before, without sacrificing the personal touch that makes our firm special.

Looking back, I can’t believe how much Vida has transformed our day-to-day operations. We’re more productive, our clients are happier, and my agents are able to focus on what matters most. I didn’t just adopt an AI to save time—I brought in a partner that’s helping us grow in ways I hadn’t even imagined.