It's 8:50 on a Tuesday. A tenant rep at a mid-sized brokerage opens her inbox to 47 new listing alerts, three landlord replies she forgot to follow up on from Friday, and a CoStar export of 600 companies whose leases expire in the next 18 months. She has tours at 11 and 2. Guess how many of those 600 companies get a personalized outreach email this week? Maybe 20. The rest sit in a spreadsheet, slowly going stale.
This is the gap an ai sales agent fills in commercial real estate. Not a chatbot. An autonomous ai sdr that works the list while your brokers are out walking buildings — sending outreach, scoring interest, booking tours, and updating the CRM after every reply. The point of ai sales automation here isn't to replace the relationship. It's to make sure the relationship-worthy leads actually surface.
Here's how to deploy one for a CRE team. Realistically. Today.
Prerequisites: What You Need Before Deploying
Most failed deployments fail before anyone touches the software. They fail because the inputs were a mess. So get these four things in order first.
1. A clean lead source. In CRE that usually means a CoStar, Crexi, or LoopNet export, plus whatever lease-expiration data you've been hoarding. The agent is only as good as the list. If your spreadsheet has duplicate companies, dead contacts, and no decision-maker names, fix that now. You don't need it perfect — but you need email addresses and a rough sense of who the tenant rep or facilities lead is.
2. A warmed sending domain. This is the one people skip and regret. If you're cold-emailing hundreds of landlords and tenants from a brand-new domain, you'll land in spam by day three. Use a dedicated subdomain (like outreach.yourbrokerage.com), set up SPF, DKIM, and DMARC, and let it warm for a week or two before you scale volume. Honestly, this single step separates the deployments that book tours from the ones that get blocked.
3. A defined territory and offer. The agent needs to know what it's selling. "Office space in the Dallas submarket, 3,000–15,000 SF, NNN" is a usable instruction. "We do real estate" is not. Write down your geography, asset class, and the size band you actually want.
4. A CRM that's online. Salesforce, HubSpot, or Pipedrive — the agent writes back to all three. If your team still lives in Excel, you can start there, but you'll get far more out of the deployment with a real CRM behind it.
Budget-wise, the agent starts at $499/month. For context, a commercial SDR runs $60,000–$90,000 in base plus commission and ramp. That's the ai sales rep cost comparison in one line — you're spending under 5% of a headcount to keep the top of the funnel moving.
Step 1: Choose and Configure Your Agent
Head to the agent console at admin.aiinak.com/ai-agents and select the Sales Agent. The first screen asks you to define the agent's job. Don't rush this part — it's where 80% of your results are decided.
Configure three things:
- Persona and tone. CRE outreach that reads like a SaaS blast gets ignored. Set the tone to consultative and brief. Give it your firm's name, the broker it's representing, and a real reply-to. A landlord should feel like a junior on the team sent the note, not a robot.
- Qualification criteria. This is the ai lead qualification agent piece. Tell it what a good lead looks like: lease expiring in 6–18 months, headcount growth, current SF outgrown, decision-maker reachable. The agent scores every prospect against this and only escalates the ones worth a broker's time.
- The ask. In CRE the conversion event is usually a tour or a 15-minute intro call, not a demo. Set the booking goal to "schedule a property tour or discovery call" and connect your calendar so the ai that books sales meetings can actually drop times that work.
Write your first outreach angle in plain language. Something like: "Their lease at [building] expires next year and we have two comparable spaces in the same submarket at better rates." The agent personalizes from there. It won't invent facts it doesn't have — so feed it the lease and listing data it needs to be specific.
Step 2: Connect Your Integrations
An autonomous ai sdr tool is only autonomous if it can reach your stack. Connect these in the integrations tab:
- Your CRM (Salesforce, HubSpot, or Pipedrive). This is non-negotiable. After every email, reply, and booked tour, the agent updates the contact record — logging the conversation, the score, and next steps. No more brokers asking "did anyone follow up with this landlord?"
- Email and LinkedIn. Connect the warmed sending domain for email and authorize LinkedIn for the second touch. In CRE, the LinkedIn follow-up after an unanswered email lifts reply rates noticeably — decision-makers check LinkedIn even when they ignore their inbox.
- Calendar. Google or Outlook. The agent reads broker availability and books directly, accounting for drive time between properties if you set buffer rules.
- Your listing data. Pull in your active inventory so outreach references real available space, not generic pitches. This is the difference between "we have options" and "we have 8,200 SF two blocks from your current building."
One practical note: connect the CRM first and run a single test contact through before authorizing email. You want to confirm the write-back works before the agent starts sending at volume. Cleaning up 300 mis-mapped records later is nobody's idea of a good week.
Step 3: Test and Go Live
Do not point this thing at 600 landlords on day one. Please.
Run a controlled pilot. Pick 25–40 prospects you know well — ideally a segment where you already understand the dynamics. Turn the agent on in review mode, where it drafts every message and waits for your approval before sending. Read the first 10 drafts.
You're checking for three things: Does it sound like your firm? Is the qualification logic flagging the right leads? Is it referencing accurate listing and lease details? When a tenant replies "not now, but check back when our lease is up in Q3," does the agent log that correctly and schedule the follow-up? (It should — automated follow-up sequences are most of the value in a long CRE cycle.)
Once the drafts look right — usually after a day or two of small tweaks — switch to autonomous mode and let it send without approval. Start at maybe 30–50 sends a day and scale up over the first two weeks as your domain reputation holds. Watch the bounce rate. If it climbs above 3–4%, your list has bad data, not your agent.
A realistic first-week outcome for a focused CRE list: a handful of replies, a couple of booked tours or calls, and a CRM that's finally current. Not magic. Just coverage you didn't have before.
First Week: Monitoring and Tuning
The agent comes with real-time analytics — open rates, reply rates, qualification scores, meetings booked, pipeline created. Check it daily for the first week, then weekly.
Here's what actually matters in CRE, in order: booked tours, then positive replies, then reply rate, then open rate. Open rate is a vanity metric. A 60% open rate with zero tours means your messaging opens curiosity but doesn't earn a meeting — rewrite the ask.
Tune one variable at a time. If replies are low, change the opening line, not the whole sequence. If you're getting replies but they're the wrong people (property managers instead of decision-makers), tighten the qualification criteria. Industry benchmarks vary widely, but teams running disciplined outreach typically see reply rates in the low single digits to low double digits depending on list quality — and in CRE, where the buying window is tied to lease dates, a "no, but later" is a win the agent will resurface automatically.
Set a weekly 20-minute review with whichever broker owns the territory. The agent surfaces the qualified leads; the human decides which tours are worth the windshield time. That division of labor is the whole model.
Common Pitfalls and How to Avoid Them
I've seen the same mistakes sink CRE deployments more than once. Avoid these.
Pitfall 1: Skipping domain warm-up. The fastest way to torch your deliverability is blasting 500 cold emails from a cold domain. Warm it, start slow, monitor bounces. Patience here pays for itself.
Pitfall 2: Treating it as set-and-forget. An ai sales agent handles the volume, not the judgment. If nobody reviews the qualified leads or refreshes listing data, results decay. Budget 20–30 minutes a week. That's the real cost beyond the $499.
Pitfall 3: Garbage lead data. The agent can't fix a list full of dead contacts and missing decision-makers. If your CoStar export is two years old, scrub it before you load it.
Pitfall 4: Letting it negotiate. Be honest about the limits. An AI agent is excellent at outreach, qualification, and booking. It should not be quoting NNN terms, debating tenant improvement allowances, or making representations about a property. Configure it to hand off the moment a conversation turns to terms. Where AI isn't ready in CRE, it's exactly here — the high-stakes, relationship-and-liability part. Keep a human on it.
Pitfall 5: Measuring the wrong thing. If your team celebrates open rates while the tour calendar stays empty, you'll tune toward noise. Anchor on meetings booked and pipeline created.
Compared to tools like Clay, Apollo, or Outreach — which lean on you to build and run sequences — the difference with a true autonomous agent is that it qualifies and books on its own and writes back to your CRM without a human in the loop. If you've outgrown a list-building tool and want the funnel to actually move while your brokers are in the field, that's the case to Deploy Sales Agent and run the pilot this week.
Start with 30 prospects, one submarket, and a warmed domain. Read the first ten drafts yourself. Then let it run. By next Friday you'll know — from booked tours, not promises — whether an AI SDR belongs on your CRE team.
Originally published on Aiinak Blog. Aiinak is an AI agent platform that runs your entire business — deploy autonomous agents for Sales, HR, Support, Finance, and IT Ops.
