The AI negotiator for estate agents — for the WhatsApp that lands mid-viewing
Total Ops reads every WhatsApp message, email and portal enquiry your branch receives, matches it to the right listing, and actions the work behind it — viewings booked into the correct negotiator's diary, offers qualified on funding and position, sales chains chased, and brochures, floorplans and EPCs sent the moment they're requested.
Pick an enquiry type in the diagram to see what a buyer or landlord message triggers, which property data it pulls, and what the applicant receives back — every enquiry is logged and qualified before your team picks up the phone.
With Total Ops on your enquiries, viewings get booked while the branch is shut.
What it actions
Viewings booked, offers qualified, chains moved.
Matches every enquiry to the right listing and confirms live availability
Portal and website enquiries are matched to the exact listing, checked for live availability and answered within minutes — including the questions applicants really ask about chain, tenure, service charge and parking.
Books viewings into the correct negotiator's diary and alerts the vendor
Viewings are booked into the correct negotiator's diary around existing appointments and travel time, with the vendor notified and access arrangements confirmed in the same thread.
Qualifies buyers on funding, position and chain before you spend time on them
Buyers and tenants are qualified on funding, position, chain and timescales before anyone gets in a car, so your diary fills with people who can actually proceed.
Sends brochures, floorplans and EPCs the moment they're asked for
Brochures, floorplans and EPCs are sent the moment they're requested, day or night, so the enquiry stays warm while competing agents are still waiting for the office to open.
Chases solicitors and brokers for the outstanding sales-progression step
Sales progression is where deals die. The actioner chases solicitors, brokers and the other side for the outstanding step and keeps both parties updated so you're not the one making twenty calls a day.
Logs every message and action against the applicant and property record
Every message, viewing and chase is written back against the applicant and property record, so any negotiator can pick up a deal cleanly and your pipeline reporting reflects reality.
SECTOR BY SECTOR
Other Industries That Trust Us
Whatever you do, we learn how enquiries work in your world — then handle them exactly the way your customers expect.
Dental Clinics
No more phone tag. Patients get matched to the next available slot the moment they message, and it's confirmed instantly — whichever way they got in touch.
Zero missed bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Accountants
Chasing documents used to mean chasing people. Now reminders go out, deadlines get tracked, and every reply is logged automatically.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
50% faster case turnaround
Marketing Agencies
New business enquiries get qualified, briefed and booked with a strategist automatically — and quiet proposals get chased without anyone leaving client work.
44% more discovery calls
Dental Clinics
No more phone tag. Patients get matched to the next available slot the moment they message, and it's confirmed instantly — whichever way they got in touch.
Zero missed bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Accountants
Chasing documents used to mean chasing people. Now reminders go out, deadlines get tracked, and every reply is logged automatically.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
50% faster case turnaround
Marketing Agencies
New business enquiries get qualified, briefed and booked with a strategist automatically — and quiet proposals get chased without anyone leaving client work.
For businesses getting a wider mix of enquiry types that need real back-and-forth, with information pulled from your systems before a reply can be actioned.
Scope at this tier
✓Bespoke build on one channel (WhatsApp, email or chatbot)
✓Integrated with your existing systems to pull live data
✓Several distinct enquiry types, each handled end to end
✓More back-and-forth before the action is complete
Add your team's monthly wage bill and the hours they lose to enquiries each week.
Per week
£665
Per month
£2,880
Per year
£34,560
That's roughly 83 working days a year on enquiry admin, at an effective £55/hour. Most of it is work we can action for you.
How we work
1Book a meeting20 minutes, no prep needed
2DiscussionWhere enquiries land and stall
3Audit of systemsInbox, CRM, diary, rate card
4DevelopmentYour actions built and tested
5Roll outLive, monitored, tuned weekly
✓ Every channel running itself
Our Partnerships
Ensuring full business coverage.
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Not on the list? Integration still available.
Agency FAQs
What estate agents ask us first
Will it quote asking prices and fees correctly?
It answers from your live listing data and your own fee schedule, never a guess. Anything off-script — a reduced price, a bespoke commission — is held for a negotiator or director to approve first.
Can it negotiate an offer on our behalf?
It does the negotiation groundwork: qualifies the buyer, checks funding and position, builds the offer summary against vendor instructions and presents it. The accept-or-reject decision always stays with your vendor and your negotiator.
Does it just reply, like an auto-responder?
No. It completes the work — the viewing is in the diary, the vendor is notified, the brochure is sent, the applicant is registered. The reply is confirmation the work is already done.
Will it double-book viewings?
It reads live negotiator diaries and vendor access notes before offering a slot, so times offered are times that genuinely exist. Clashes and out-of-hours requests are routed to the branch instead of being guessed at.
Does it handle lettings as well as sales?
Yes. Rental availability, pet and deposit questions, referencing document requests and tenancy paperwork are all actioned the same way, with the right compliance documents attached.
Does it work with our CRM and portals?
It connects to the systems you already run — your agency CRM, Microsoft 365 or Google Workspace, WhatsApp Business, your website chatbot and portal enquiry feeds — so actions land where your team already looks.
What happens with a sensitive vendor conversation?
Price reductions, complaints and difficult chain conversations are summarised with full context and routed to the right person. You keep the relationship; you lose the admin around it.
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive