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A-200 · For real estate

Every lead that waits until morning is a showing someone else books.

Luxarca replies to every lead the night it comes in, books the showing, and keeps tenant repairs moving. Your agents and property managers keep the price, the negotiation and the signature.

Book a demo Run the Leak Audit
ELEVATION A · THE CALL PATH RESPOND RETAIN ROUTE REIMAGINE CALL AGENT SHOWING BOOKEDIN YOUR CRM LEAD FOLLOWED UP DEAL FILE OPENEDIN YOUR TRANSACTIONSOFTWARE CONDITIONSTRACKED FILE REVIEWED NTS ELEVATION A · THE CALL PATH CALL AGENT SHOWING BOOKEDIN YOUR CRM LEAD FOLLOWED UP DEAL FILE OPENEDIN YOUR TRANSACTIONSOFTWARE CONDITIONS TRACKED FILE REVIEWED RESPOND RETAIN ROUTE REIMAGINE NTS
From the call to the back office. Hatched steps happen inside the software you already run; it stays where it is.

A-201 · Where it leaks

Six places a brokerage loses deals and hours.

None of these take new software to find. They show up in your CRM, the showing calendar and the work-order log. The Schematic measures each one before we build anything.

  1. 01 Front desk

    The lead comes in at nine. The reply goes out at ten the next morning.

    A buyer fills in the form on a listing after dinner, or calls the sign on the lawn. The agent sees it the next day. By then the buyer has asked two other agents, and one of them answered.

    Minutes from a new lead to a first reply, evenings included

  2. 02 Front desk

    Showings are booked by phone tag.

    The buyer, the listing agent, the seller and the calendar all have to line up. It gets confirmed by call, moved by text and forgotten on the day. The agent’s week goes on logistics.

    Showing requests, and how long each took to confirm

  3. 03 Front desk

    Tenants call the office about everything.

    A leak, a late rent question, a lease clause. The property manager takes each call as it comes, writes it on whatever is nearby, and calls back when there’s a minute.

    Inbound calls that are maintenance or rent questions

  4. 04 Front desk

    Past clients hear nothing until they sell with someone else.

    Real estate runs on referrals and repeat clients. The buyer from five years ago gets no call on the anniversary, no check-in, no ask. When they move again, they call whoever stayed in touch.

    Past clients not contacted in 12 months

  5. 05 Back office

    Every file lives in a dozen places.

    The listing in the MLS, the offer in one signing tool, conditions in an email thread, the inspection on someone’s desktop. The transaction coordinator holds it together by hand, and a missed deadline shows up at closing.

    Deadlines per file, and where each one is tracked

  6. 06 Back office

    The same slow vendor keeps getting the work.

    Repairs are handed out by text and paid by cheque. Nobody tracks who came quickly, who came back twice for the same fault, or who charged more than they quoted.

    Work orders by vendor: time to fix, cost, repeat visits

A-202 · How it moves

How a deal and a tenancy move through the business.

We map the business before we recommend anything. Every lead, deal and tenancy passes through the same four stages.

Stage 01Lead to showing02Offer to close03The tenancy04The next move
Respond
Retain
Resell
Route
Reimagine
  1. 01

    Lead to showing

    First enquiry to a confirmed showing. Where most deals are won or lost.

    • Reply. Every call and form, the night it arrives
    • Qualify. Buying, selling or renting; area, timeline, budget
    • Book. The showing on the right agent’s calendar
  2. 02

    Offer to close

    Accepted offer to keys handed over. The longest stretch, and where files slip.

    • Conditions. Financing, inspection, each with its date
    • Documents. Collected, signed and filed
    • Closing. Lawyer, lender and client kept on the same date
  3. 03

    The tenancy

    Application to renewal. The work that runs every day.

    • Applications. Details collected, viewings booked
    • Repairs. Sorted by urgency, sent to a vendor
    • Rent and notices. Questions answered, reminders sent
  4. 04

    The next move

    Closed deal or signed lease to the next one.

    • Review. Asked for at closing or move-in
    • Keeping in touch. Anniversaries, check-ins, the market
    • Referral. From clients who were happy

A-203 · What we build

Four systems, installed in order.

You start with Respond. Each system runs on the one below it. Respond, Retain and Resell are priced from a rate card; Route is scoped after the Schematic. The back office has its own plate below.

05 Reimagine The back office, on its own plate below
RESPOND · INTAKE AGENT

Respond · Rate card

Respond — the calls you’re losing.

Answers every call and lead, qualifies it, and books the showing.

  • Calls, website forms and portal leads answered, evenings and weekends
  • Buyers, sellers and renters qualified: area, timeline, budget, pre-approval
  • Showings booked on the listing agent’s calendar
  • Tenant repair calls logged, emergencies passed to whoever is on call
Your client
A reply the night they ask, and a showing time before they call the next listing.
You see
Every lead logged with what they want and when, and the showing on the agent’s calendar.
Underneath
Your number forwards to the agent when nobody picks up, and every lead is written into your CRM.
RETAIN · PIPELINE SOURCE HELD

Retain · Rate card

Retain — the leads you’re dropping.

Follows up on every lead and every showing.

  • Follow-up on leads that haven’t booked a showing
  • Feedback asked for after each showing, sent to the listing agent
  • Nurture for the buyer who says “not until spring”
  • Review requests at closing or move-in
Your client
Hears back the day after the showing, and is asked what they thought.
You see
Which leads are still open, and the feedback on each listing.
Underneath
Follow-ups set off by lead, showing and closing dates in your CRM.
RESELL · CYCLE

Resell · Rate card

Resell — the clients you already have.

Brings past clients and tenants back for the next move.

  • Anniversary notes and check-ins to past buyers and sellers
  • Referral requests after closing
  • Renewal reminders to tenants ahead of lease end
  • Old leads reopened
Your client
A note on the anniversary of their purchase, or a reminder that their lease is coming up for renewal.
You see
Past clients contacted, who replied, and the referrals they sent.
Underneath
Your past-client and tenant list, sorted by closing date and lease end.
ROUTE · DECISION LEAD PROFILE SCORE FIT INTAKE NURTURE ARCHIVE ONE PATH TAKEN

Route · Scoped after the Schematic

Route — who goes where, decided by your rules.

Carries the deal and the work order into your own systems.

  • Transaction files tracked: conditions, deadlines, missing documents
  • Repair requests sorted by urgency and sent to the right vendor
  • Leads assigned to agents by your rules: area, listing, rotation
  • Connected to your CRM, transaction and property management software
Your client
A tenant reports a leak once, and gets a vendor and a visit time without calling back.
You see
Every file’s next deadline and missing document, and every open work order.
Underneath
Leads, files and work orders written into your CRM and property management software.

A-204 · Back office · Reimagine

Comparables, listing drafts and owner statements, off your agents’ desks.

The first four systems work at your front door and along the path a deal or a work order takes. Reimagine is the workspace behind them: agents, coordinators and property managers working alongside AI agents on the work nobody has written down. These are the systems we build there. None starts until the Schematic says it should.

REIMAGINE · STRUCTURE
Loose tools and one person holding them together, then the same work in one structure.
  1. 01

    Vendor scorecards

    Every work order tracked by vendor: how fast they came, what it cost against the quote, and how often they came back for the same fault. The slow vendor stops getting the work.

  2. 02

    File review

    Each transaction file checked for missing signatures, disclosures and conditions before it reaches the broker of record. The broker signs off.

  3. 03

    Comparables

    Recent sales and listings pulled for a property, with the source on each one. The agent sets the price.

  4. 04

    Listing drafts

    Descriptions and feature sheets drafted from the agent’s notes and the photos. The agent edits and approves.

  5. 05

    Owner statements

    Monthly reports for property owners built from the rent roll and the work orders, for a manager to check and send.

  6. 06

    The brokerage’s playbook

    How this brokerage runs a listing, a purchase and a tenancy, written down from the people who know it and kept current.

A-205 · Human in the loop

A person steps in when it’s needed, not by default.

Luxarca doesn’t sell homes or manage buildings. The calls, the chasing and the paperwork run start to finish without an agent touching them. A licensed person is brought in when the work needs one: a price, an offer, an urgent repair, anything signed. Not by default.

AI handles

The work that repeats.

  • Answering. Every call and form, evenings included respond
  • Qualifying. Buy, sell or rent; area, timeline respond
  • Booking. Showings on the right agent’s calendar respond
  • Chasing. Cold leads, showing feedback, missing signatures retain
  • Triaging. Tenant repairs by urgency, to a vendor route
  • Tracking. Conditions, deadlines and documents to close route
  • Scoring. Vendors by speed, cost, repeat visits reimagine

Brought to your people

The work that needs a licensed person.

  • Price and offers. What to list at, what to offer, when to counter
  • Advice. On value, financing, terms, anything a client could rely on
  • Showings. The walk-through and the conversation in the car
  • Tenant approval. Who gets the lease, decided under your rules and the law
  • The hard conversation. Arrears, notices, a deal falling apart
  • Anything signed. Offers, listing agreements, leases, under a licensed name

The agent books the showing. It never tells anyone what a home is worth or what to offer.

Offers, leases and anything signed go through a licensed person first.

A-206 · Works with what you run

Built into the software you already run.

Nobody in the office moves to new software. The systems work inside the tools your agents and property managers already use.

Schedule A · Integrations

Software you already run

  • 01

    CRM and lead sources

    07
    • Follow Up Boss
    • BoldTrail
    • Lofty
    • Sierra Interactive
    • Real Geeks
    • HubSpot
    • Salesforce
  • 02

    Listings and showings

    08
    • Your board’s MLS
    • REALTOR.ca
    • Zillow
    • Realtor.com
    • ShowingTime
    • BrokerBay
    • Rentals.ca
    • Apartments.com
  • 03

    Transactions and signing

    07
    • SkySlope
    • Dotloop
    • Lone Wolf Transact
    • Brokermint
    • WEBForms
    • DocuSign
    • Authentisign
  • 04

    Property management

    07
    • AppFolio
    • Buildium
    • Yardi Breeze
    • Rent Manager
    • Rentvine
    • Propertyware
    • Rentec Direct
  • 05

    Communications and accounting

    06
    • Outlook
    • Google Workspace
    • RingCentral
    • Dialpad
    • QuickBooks
    • Xero
  • 06

    Anything else

    If it has an API, an export or an inbox, we connect to it.

A-207 · Questions

What brokers and managers ask first.

Does this replace our agents or our admin staff?

No. It answers the calls and leads nobody can get to — evenings, weekends, while your agents are at a showing. Your admin stops booking showings by phone tag and spends the day on the files.

Will callers know they’re speaking to an AI?

Yes. The agent says so at the start of every call. A caller who would rather speak to a person is passed to your team, or booked for a callback when the office is closed.

Does it tell buyers what a home is worth, or what to offer?

No. It answers questions about the listing from what you give it, and books the showing. Price, offers and anything a client could rely on as advice go to a licensed agent.

What about tenant emergencies?

The agent asks what’s wrong and how bad it is. If it matches your emergency rules, it passes the call straight to whoever is on call. Your property manager decides what happens next.

Does it screen or approve tenants?

No. It collects the application details and books the viewing. Who gets the lease is decided by your people, under your rules and the law.

How long until it’s live?

Respond, Retain and Resell: [timeline to confirm]. Route and Reimagine: [timeline to confirm], set in the scope.

Do we need new software?

No. We connect to the CRM, transaction and property management software you run.

What happens to our phone number?

Nothing. It’s your number. Calls forward to us when nobody picks up, and you can switch the forwarding off yourself.

Where is client and tenant information held, and who can see it?

Everything the systems handle is recorded: the calls, their transcripts, the details callers give, and every message sent in your name. It is held in the systems we run for you, not on your office computer. Your team and ours can see it. We don’t sell it or use it for anything else.

Any of it is exported to you when you ask: recordings, transcripts, your lead, client and tenant lists, and the rules the system follows. If you leave, you get all of it, you switch the forwarding off yourself, and we support the handover for 30 days. That is a term in the contract, not a promise on a call.

Reimagine is held separately, in a workspace set up for your business.

Where each kind of record is held, and for how long, is written into the agreement before anything goes live. Your broker of record can check it against the brokerage’s record-keeping rules before you sign.

What does it cost?

Respond, Retain and Resell are priced from a rate card. Route and Reimagine are scoped after the Schematic. You have a number before you commit to anything.

What is the Schematic?

Before we build anything, we measure what you’re losing: how long a new lead waits for a reply, showing requests and how long they take to confirm, the tenant calls your managers take, and past clients nobody has contacted. You get the numbers, and what Respond would recover.

A-208 · The Schematic

Find out what you’re losing.

Before we build anything, we measure four things. You get the numbers, and what Respond would recover.

Book a demo Run the Leak Audit
  1. 01Minutes from a new lead to a first reply, evenings included
  2. 02Showing requests, and how long each took to confirm
  3. 03Tenant calls that are maintenance or rent questions
  4. 04Past clients nobody has contacted in 12 months