Website, property catalogue, CRM and AI-assisted matching for a real estate agency
Your AI is a staff member; Sapphire is its workplace
A 10-language agency website, sales and rental property catalogue, website enquiries and reservations, automatic client-to-property matching and CRM in one system. Your AI staff member finds matching listings, messages clients and property owners, and books viewings so your agent arrives at a ready appointment.
A typical CRM stores contacts. Here, your AI matches properties and books viewings
Instead of copying listings into a chat window and moving enquiries from email to spreadsheets, your agents and AI staff work inside one shared database of properties, client wishes and deals.
| What we compare | The usual way | With Sapphire |
|---|---|---|
| Sourcing and property cards | An agent manually checks listings, copies descriptions, resizes photos and translates each card into the website languages | Your AI staff member creates a property card from a public listing with its source recorded and prepares descriptions across 10 languages |
| Matching client wishes | The agent relies on memory or filters spreadsheets manually for each buyer and tenant | The system automatically matches client wishes and properties in both directions and shows why each listing fits |
| Website enquiries and reservations | Requests land in separate inboxes and messengers, get missed after hours, and reservation status is checked by phone | Every enquiry and reservation immediately becomes a CRM lead, and a confirmed reservation marks the property as reserved on the website until expiry |
| Follow-ups and booking viewings | Hours go into repetitive messages and coordinating viewing times between the property owner and the buyer | Your AI staff member messages clients and owners via CRM, agrees on a time and places the viewing on the calendar |
| Client history and oversight | History stays on individual agents' phones, and when an agent leaves, contacts and context disappear | Every email, SMS, matched property, viewing and AI action log entry stays in the agency's CRM record |
Every stage of real estate agency operations in one system
We have not found another system on the European market that combines a 10-language agency website, property catalogue, reservations, two-way automatic matching, CRM and AI staff under a perpetual licence.
Properties for sale and rent
Property cards with photos, covers and floor plans — images are automatically compressed and hidden file metadata is stripped. Your agency configures custom fields and attribute groups across all 10 website languages. Rentals support monthly, weekly or daily rates and deposits. Exact street addresses are visible only to staff, and every listing has a responsible agent.
Website catalogue and pre-publication review
Publishing follows a clear workflow from draft to review and publication, with search filters by deal type, property type, location, price and rooms. You can pause website display without closing the property, or pause and close the listing itself. Published pages are automatically added to the search engine sitemap.
Website enquiries and reservations
Visitors send an enquiry or request a reservation under your agency's rules, including duration in days and reservation fee. The responsible agent confirms or declines. Only one confirmed reservation can be active per property — it is marked as reserved on the website and automatically released when the term expires.
Client wishes and automatic matching
An agent or AI enters a client wish with property type, rooms, budget, district and required attributes. The system automatically finds matching properties and explains why each option fits. Matching re-runs whenever new properties arrive or criteria change, and the agent marks matches as seen, accepted or declined.
Portal XML feeds and property promotion
Published listings are exported as XML feeds for external real estate portals across multiple feed channels. Homepage placement, search priority and feed inclusion are managed through internal requests and approval.
Clients in CRM and 10 languages out of the box
Every website enquiry and reservation immediately becomes a lead in CRM, where notifications about new matches also arrive. Email and SMS are sent from the client record. Personal details can be anonymised on client request while preserving business history. The website and catalogue work in 10 languages out of the box.
Your AI handles the daily database work while your agents close deals
Claude, ChatGPT, Gemini and other models connect directly via the open MCP protocol. Your AI staff member works inside your system within granted permissions, and every action is recorded in the audit log.
Creates property cards and prepares the catalogue
Creates a property card from a public listing with the source recorded, fills in attributes, translates descriptions across website languages and submits the draft for review.
Registers client wishes and runs matching
Records buyer or tenant requirements, runs automatic matching, reviews why each property fits and prepares a shortlist of matching listings.
Triages website enquiries and reservations
Reviews incoming enquiries and reservation requests, checks client history in CRM, creates follow-up tasks and prepares each request for the responsible agent's decision.
Messages clients and owners and books viewings
Communicates by email and SMS through CRM, coordinates viewing times between the property owner and the client, and places confirmed appointments on the calendar.
AI searches for homes, contacts owners and books viewings
A real estate agency deployed our system specifically for this workflow.
Before. An agent manually searches for listings and buyers, replies to emails and messages, keeps contacts in a spreadsheet and tries to remember whom to call back and when each viewing is scheduled. Less and less time remains for viewings and negotiations.
After. AI searches for properties matching client requests across your database and public listings. It selects suitable options for clients, writes to clients and property owners, agrees on viewing times and puts appointments on the calendar. The agent arrives at a scheduled viewing and sees the client's full history.
What is needed and where to try it. An agency website, a property database, a CRM with email and SMS, and AI with permissions restricted to those records — all parts of a single system that need no external glue. You can explore the public live real estate demo with sample listings right now at realty.sapphire-project.pro.
The complete agency bundle costs less than the commission on a single apartment sale
- Complete agency bundle
- €2,400 Perpetual licence for one domain excl. VAT — Core €400 + CRM €500 + Real Estate €1,500
- Example commission on one Tallinn sale
- ≈ €7,400 Example calculation — a 60 m² apartment at ≈ €3,100 per m² (≈ €186,000) with a 4% fee yields about three times the bundle price (depends on market and prices)
- Minimum sales commission in Estonia
- ≈ €4,000 Even a major agency's minimum fee on a single sale exceeds the entire bundle cost
- Rental deals to pay back the bundle (example)
- 2–4 With a fee of one month's rent (in Poland, half to two months' rent, and 2–3% on sales)
AI works under your agency's rules while decisions stay with people
You decide which actions are allowed for each agent and each AI staff member. No change to your property catalogue or client records happens unnoticed.
Review before website publication
New property cards, homepage promotion and reservation confirmations go through an authorised staff member if you choose so. AI prepares drafts or acts on its own — people set the rules.
Audit log of every action
The system logs every step taken by an agent or AI staff member — who created a listing, updated a price, ran matching, confirmed a reservation or emailed a client.
AI never sees passwords or private addresses without permission
Mail credentials and other secrets stay on the server and are never exposed to AI. Exact street addresses are hidden from the public website and visible only to agency staff.
Your database on your own server
The system runs on your own server or standard hosting. Property owner contacts, buyer wishes and deal history stay under your control, and personal details can be anonymised on client request while preserving business records.
Complete real estate agency bundle for €2,400 excl. VAT
The bundle includes Sapphire I.C.D.S. Core Platform (€400 — 10-language website and AI staff), Sapphire CRM (€500 — clients, deals, tasks, email and SMS) and Sapphire Real Estate (€1,500 — properties, website catalogue, enquiries, reservations and automatic matching). Perpetual licence for one domain with 6 months of updates and support included. The public live real estate demo is open at realty.sapphire-project.pro.
Sapphire I.C.D.S. Core Platform
The base for a multilingual business website: pages, menus, articles, news and AI staff in one system.
Sapphire CRM
Customers, deals, tasks and sales reports in one place. Your team sees every customer from the first enquiry onwards.
Sapphire Real Estate
Run a real estate agency in one system: properties, a website catalogue, enquiries, reservations and automatic matching of properties to client requests.
Answers for Real Estate Agency Owners
Do we have to pay per agent or per property listing in the database?
No. You purchase a perpetual single-domain licence for €2,400 excluding VAT and pay for the platform once. There are no monthly fees for the number of agents, branch offices, or properties in your catalogue. The price includes 6 months of updates and support, and extending updates later is completely optional.
How is AI staff usage billed?
You pay for AI subscriptions or usage directly to your chosen provider — such as OpenAI, Anthropic, or Google — at their standard rates. We do not resell AI tokens or charge any markup on AI requests.
Can we configure custom attributes for apartments, houses, and commercial properties?
Yes. Your agency configures property types, field groups, and selectable options — rooms, floor, year built, heating type, terrace, parking, and any other parameters — across all 10 languages of the website.
How does property reservation work on the website?
Each property can have reservation terms configured, including duration in days and deposit amount. When a visitor submits a reservation request, it immediately enters the CRM as a lead, and the assigned agent confirms or declines the hold. A property can have only one confirmed hold at a time, is marked as reserved on the website, and once the hold period expires, the reservation is released automatically.
Does the platform support exporting listings to external real estate portals?
Yes. The platform generates XML feeds with published listings for external property portals, and you can maintain multiple export channels. Including a listing in a feed, featuring it on the home page, and boosting its search priority are all managed through an approval workflow.
What is the payback calculation example based on?
It is an illustrative estimate based on public 2025 market benchmarks, including an average apartment price in Tallinn of around €3,100 per m² (Global Property Guide) and a sales commission of 4–4.5% plus VAT with a minimum fee around €4,000 plus VAT according to major agency fee schedules (such as Habita), or one month of rent for rental deals. In Poland, sales commissions typically range from 2% to 3%, and rental commissions from half a month to two months of rent. Actual payback depends on your local market and property values.
Describe your real estate agency workflow
Tell us what properties you sell or rent out, which languages your catalogue requires, where enquiries currently arrive, and which daily tasks you want to hand over to AI staff. We will show you the system in action, send demo admin access, and answer your questions.