# The five time sinks at estate agents

> Sorting enquiries, preparing listings, matching prospects, coordinating viewings, assembling documents.

- Kategorie: Industry knowledge
- Autor: Robert Schröder
- Letzte Prüfung: 2026-09-20
- Basis: Präsentation Folien 02 und 09
- URL: https://saits.ai/wissen/zeitfresser-makler

Time is not lost in the core business, it is lost in coordination.

## The working day today

Selling happens in conversation and at the viewing. Before and after lie sorting enquiries, gathering documents and rescheduling appointments. The portfolio grows, and the administration grows with it.

## Time sink 01 — Sorting enquiries

Enquiries come in through portals, the website and e-mail. Each one has to be captured, assessed and created in the CRM before it is clear whether the prospect is a fit.

Hours per week: varies from client to client.

## Time sink 02 — Preparing listings

Property data, text, images and documents are scattered. For every listing they are gathered and formatted all over again.

Hours per week: varies from client to client.

## Time sink 03 — Matching prospects

New properties have to be compared with existing saved searches. Done by hand, this happens from memory, and suitable prospects slip through.

Hours per week: varies from client to client.

## Time sink 04 — Coordinating viewings

Viewings, reminders and replies create a chain of small messages. Each one is quick, together they make half a day.

Hours per week: varies from client to client.

## Time sink 05 — Assembling documents

Property papers, certificates and contracts have to be complete, up to date and in the right place. If one is missing, the deal is delayed.

Hours per week: varies from client to client.

## What can be automated

Leads · Listings · Matching · Viewings & communication · Documents & contracts

**01 Lead capture & qualification** — Capture enquiries automatically, pre-sort prospects and create them in the CRM.

**02 Listing & property preparation** — Bring property data, text, images and documents together in a structured way and prepare listings.

**03 Matching prospects** — Match new properties against saved searches and prospects automatically.

**04 Viewings & communication** — Coordinate viewings, send reminders and automate the follow-ups.

**05 Documents & contracts** — Organise and file property papers, certificates, contracts and relevant documents automatically.

## What stays with people

Approvals, negotiation and judgement. The price, the conversation and the decision on whom you show a property to stay with you.

How SAITS automates these five processes: [AI for estate agents](/branchen/makler).

Whether one of them is worth it is shown by [four tests](/wissen/lohnt-sich-diese-automatisierung). How the first workflow comes about: [How a first workflow goes live in four weeks](/wissen/erster-workflow-in-vier-wochen).