For Prospects

Prospect Management

Every prospect from every source — answered in about a minute, followed up until there's a reason to stop.

ILS listings, your website, phone calls, email, SMS, chat — prospects reach out from everywhere, at every hour. Betterbot catches each one, answers chat and calls in real time and emailed inquiries within about a minute, de-duplicates against what's already there, and writes a complete guest card back to your PMS with the source attached. Then it follows up persistently and politely — and the instant a prospect replies, the scheduled sequence stops and the AI answers their actual question instead, with every message written at send time from the property's live pricing, specials, and availability.

Connects ILS, website, phone, email, SMS, and chat sources

Chat and calls answered live; emailed inquiries within about a minute

Guest cards written to your PMS — de-duplicated, source attached

Follow-up sequences that keep going until there's a reason to stop

The drip stops the moment they reply — a real answer takes over

Messages written from live pricing and availability, not templates

How it works

Prospects arrive from everywhereILS emails from Zillow, Apartments.com, and the rest; website chat; phone calls answered by the AI; inbound texts from numbers we've never seen; prospects created in your PMS or CRM; and walk-ins your team types in themselves. Each property's inbox is swept every minute.
Each one becomes a complete prospect recordThe AI reads the whole conversation or email and builds a person card — name, phone, email, desired move-in, bedrooms — and it never guesses: what wasn't said stays empty, and “can I tour Tuesday” is a tour request, not a move-in date.
The guest card lands in your PMSDe-duplicated first — a prospect who emails twice updates one record instead of becoming two — then translated to your system's native format, carrying its source: UTM parameters, referrer, the tracked phone number dialed, or the sending address. Unmatched traffic is flagged, not filed as Unknown.
The first message goes out in minutesA lead imported from a listing service or your CRM gets a first email straight away, plus a text where you have consent — written fresh from the property's current pricing, specials, and availability. Someone who arrives by chat is already in a conversation, so no cold sequence is scheduled for them. And one history follows every prospect across every channel — the person who emailed can text back, then call, and nobody repeats themselves.
Follow-ups at 24, 48, and 72 hoursIf a lead doesn't respond, polite follow-ups continue at 24, 48, and 72 hours — each one composed at send time, so if your specials changed yesterday, today's message already knows.
A reply interrupts everythingThe moment the prospect responds, the scheduled sequence stops. The AI answers their actual question — pricing, pets, parking — instead of sending follow-up number three.
Stopping is as deliberate as startingBooking a tour turns follow-up into tour reminders; cancelling one starts a single re-engagement message the next day. Opt-outs are honored everywhere — STOP for SMS, an unsubscribe link on every email — and texts only go out between 8am and 9pm in the property's own timezone. When you want the AI quiet for one person, one property, or the whole portfolio, that's one switch, and anything it would have sent is held and released when you switch back.

From first inquiry to follow-through

10:04 p.m.A Zillow email lands — the every-minute sweep catches it
10:05 p.m.Answered — guest card in your PMS, de-duplicated, source attached
+24hNo reply yet — a follow-up, written fresh from live pricing
ReplyThe drip stops. The AI answers the actual question.
Tour cancelledOne re-engagement message the next day — opt-outs honored everywhere

Sources and systems

ZillowApartments.comRent.comEntrataYardiAppFolioRent ManagerRealPageKnockFunnel

Leads created inside Entrata, Yardi, AppFolio, and Rent Manager are pulled into Betterbot follow-up; every connector receives the guest card. Plus any listing service that delivers prospects by email — and a direct API for ILS partners.

Straight answers

How fast is the first response, honestly?

Chat and phone are answered live, as the conversation happens. Emailed inquiries are picked up by a sweep that runs every minute, and the first message goes out immediately after — so “within about a minute” is the honest number.

Does the AI ever invent prospect details?

No. Extraction is grounded in what the prospect actually said — unknown fields stay empty rather than guessed, and a tour request is never mistaken for a move-in date.

What happens to inquiries that can't be parsed?

Nothing is silently dropped — unparseable messages are filed into named review folders so gaps surface instead of disappearing.

Will this duplicate prospects in our PMS?

No. Prospects are de-duplicated per property before a guest card is written — one record per person per property is enforced at the database level. A returning chat or phone prospect merges into their existing record; a listing-service email that duplicates someone already in the system is held aside for review rather than imported twice.

Are the follow-ups just templates with merge fields?

No — every message is written by the AI at send time from the property's live content. Update your specials once, and the next outbound message reflects it without touching any sequence.

What stops a sequence?

A reply, a booked tour, an opt-out, or a cancellation in your PMS. A send-time safety check also re-verifies state, so a tour cancelled after a reminder was scheduled won't produce a stale message. If you want outreach paused for a person or a property while your team works them, that's a separate switch you control.

How does compliance work?

SMS consent is tracked per contact — opt-in, opt-out, and revocation are classified separately, and consent is never inferred from an unrelated “yes.” Every message also passes Fair Housing compliance rules before it's sent.

Which channels does follow-up use?

Email and SMS. Email goes on every touch; texting only happens where the prospect has given consent, and only between 8am and 9pm in the property's timezone. Voice answers inbound calls — Betterbot doesn't place outbound AI calls.

How do you avoid texting people at the wrong time, or without permission?

Texts are only sent between 8am and 9pm in the property's own timezone, checked before the message is even written. If we don't yet have consent from someone, the message waits rather than sends — we ask once, and it goes out when they say yes. Replying to someone who just texted us isn't held back; answering a prospect isn't unsolicited outreach.

Can we turn the AI off for someone?

Yes — per person, per property, or across the portfolio, and per channel. Anything the AI would have sent while paused is held rather than dropped, and released when you switch it back on. There's a log of who paused what and when.

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