Client intake services for real estate agents & teams

AssistBPO's client intake services for real estate agents and teams turn a first conversation into a complete buyer or seller file before you spend an hour with them. For sellers, intake covers the property address, occupancy, mortgage payoff estimate, reasons for moving, timeline, and any known issues, then schedules the listing appointment and sends the pre-listing questionnaire and a CMA request to you.

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This page Real estate agents & teams Client intake services for small business

How does client intake work for real estate?

For buyers, your intake specialist collects timeline, areas, must-haves, price range, financing status and lender name, whether they are working with another agent, and their preferred contact method, then sends your buyer packet, the agency disclosure your state requires and a link to book the consult. Referrals from past clients and partner agents are logged with the referral source so fees and thank-yous are handled correctly. Every intake is captured in Follow Up Boss or kvCORE with the same fields every time, so your consult starts at step three rather than step one. The intake specialist is an employee with a backup, works your hours, and reports new intakes and consults booked daily.

What tasks does client intake cover for real estate agents and teams?

  • Collect buyer criteria, timeline, financing status and lender details
  • Collect seller property facts, occupancy, timeline and known issues
  • Confirm whether the client is already represented by another agent
  • Send agency disclosures, buyer packets and pre-listing questionnaires
  • Book the consult or listing appointment and confirm the day before
  • Log referral sources for past-client and partner-agent referrals
  • Enter every intake in the CRM with the same fields each time
  • Report new intakes, consults booked and packets sent daily

The KPI that matters here

Intakes completed with every required field and consults that show, measured against inquiries received. The weekly review compares intake quality by source.

What rules does client intake follow for real estate?

  1. TCPA for lead follow-up. Internet leads are called and texted only with the consent their form captured, inside the 8am to 9pm local window, after do-not-call scrubbing, under the Telephone Consumer Protection Act enforced by the FCC. State mini-TCPAs in Florida, Oklahoma and Washington are applied by area code.
  2. Fair Housing in marketing. Listing descriptions, social posts and ad copy avoid protected-class language under the Fair Housing Act enforced by HUD. Your assistant works from a checked word list and flags anything borderline to you before it goes live.
  3. Unlicensed activity limits. Assistants do not negotiate terms, quote commission, advise on price or show property. Those stay with the licensed agent under your state real estate commission's rules. We handle the admin around them.
  4. RESPA and referral fees. No referral fee arrangements and no vendor kickbacks. Vendor recommendations go out as a list, and any affiliated business disclosure you require travels with the file, following RESPA rules enforced by the CFPB.

Real estate software we work in

Also in use

  • SkySlope
  • ShowingTime
  • MLS

See all 80 tools we work in

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Frequently asked questions

What does a buyer intake include?

Contact details and preferred channel, timeline, target areas and school districts if relevant, property type and must-haves, price range, financing status and lender name or a lender referral request, whether they own a home to sell first, and whether they are already working with an agent. The specialist sends your buyer packet and the agency disclosure your state requires and books the consult on your calendar with the notes attached.

Can intake handle seller inquiries too?

Yes. Seller intake captures the property address, occupancy status, condition and known issues, approximate mortgage balance, reason for selling and timeline, then schedules the listing appointment and sends the pre-listing questionnaire. The specialist requests a CMA from you or your listing coordinator so it is ready for the appointment, and flags any sign of a distressed sale or a lien so you can prepare.

Does intake give advice on agency or contracts?

No. The intake specialist explains what the disclosure document is and how to sign it, and records whether the client has questions. Questions about representation terms, commission, offers or contract language are noted and passed to you before the consult. Intake stays on the facts and the paperwork flow; the licensed conversation stays with the agent, as your state real estate commission requires.

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