AI email classification for a real estate agency

The context

A busy real estate agency in Vicenza with 12 agents received hundreds of emails daily from property portals, prospective buyers, tenants, landlords, and service providers. Every morning, someone had to manually read and forward each message to the right person. Important inquiries sometimes sat unanswered for days.

The challenge

The team was losing roughly three hours every day just sorting emails. Messages from hot leads got mixed in with spam and routine notifications. There was no system to flag urgent requests, and agents often missed time-sensitive opportunities because they were buried in the inbox.

The solution

We built an AI-powered email classification system that connects directly to the agency's inbox:

• Automatic categorization into types: new inquiry, viewing request, document, supplier, spam
• Priority scoring that flags urgent messages and hot leads
• Smart routing that forwards each email to the right agent based on property, area, and expertise
• Daily digest summarizing incoming activity with key metrics
• Learning system that improves accuracy over time based on agent corrections

The results

The agency reclaimed over 15 hours per week that were previously spent on email triage. Response times to new inquiries dropped from an average of 8 hours to under 3 hours. Agents now start their day with a clean, pre-sorted inbox and can focus on closing deals instead of sorting messages.