AI for your estate agency: more time for owners, buyers and tenants, less re-keying and cross-checking. We build AI for sales and lettings, from taking on a property to the notary appointment or the tenancy agreement.
You request documents from the owner, the property manager and the land registry, check the energy details before the listing goes live, record the feedback after every viewing and write the report to the owner. That takes hours every week. And sometimes a wrong detail in the property particulars (Exposé) only comes to light at the notary.
AI Værk is your 360° partner for AI in mid-sized companies.
Together we pin down where AI can take work off your hands, and then we implement it.
We know the day-to-day work in estate agencies: taking on properties and writing the particulars, agency agreements in text form (an email is enough) with notice of the right of withdrawal, lettings under the Bestellerprinzip (whoever instructs the agent pays the fee) and reports to owners. We also know what holds things up everywhere: re-keying data from one system into another, or waiting for the one person who knows the answer.
You can start wherever you are: with an early idea, a workflow that takes too long, or a finished plan for us to implement.
Justus August and Elias Arndt
About us-
01
Consulting and AI audit
In a free initial call of about 30 minutes, we listen. In the €500 AI audit, we review your workflows, data and software, then agree with you where to start.
Pricing and AI audit -
02
Workshops and training
Your team practises on real tasks from their own day-to-day work and learns to use AI tools safely and check the results.
Workshops -
03
AI assistants and chatbots
Your team or your customers ask, your company knowledge answers: with sources, and only with what the person asking is allowed to see.
Internal AI assistants -
04
Process automation
Recurring workflows run on their own from intake to result, connected to the software you already use.
Process automation -
05
Custom development
We build custom software where off-the-shelf products fall short, for example a tool that checks the notary’s draft purchase contract against what your CRM records as agreed, from the price and the parking space to the commission clause.
Custom development -
06
Operations and maintenance
We host, monitor and maintain the software and extend it when your workflows change.
Operations and monitoring
Where AI saves your agency time
Property documents into the particulars
When documents arrive from the owner, the property manager or the land registry, the software files them on the property record in your CRM: the land register extract (Grundbuchauszug), the energy performance certificate (Energieausweis) and the floor area calculation. For a flat in an owners’ association (WEG), it also files the Teilungserklärung (the deed dividing the building into units), the Beschluss-Sammlung (the register of resolutions), the minutes of owners’ meetings, the budget and the annual statement. From these it fills in the property fields, each detail with its source. Alongside, it lists the documents still missing and every point where a document contradicts the draft particulars.
Required details before publication
Before you release a property to ImmoScout24 or Immowelt, the software checks the listing text and the fields in the particulars against the energy performance certificate: the type of certificate, the energy demand or consumption figure, the main energy source, for residential buildings the year of construction and the efficiency class, and for non-residential buildings the figures for heat and electricity separately. From 2027, a new version of § 87 of the Gebäudemodernisierungsgesetz (the Building Modernisation Act, known as the GEG until July 2026) applies. The software checks each listing against the version that applies to its certificate. If a detail is missing, it creates a task for you.
Following up viewings, checking rental applications
After a viewing, you record a voice note in the car: who came, what they liked, who wants a second viewing. The software logs each applicant’s feedback as an activity in your CRM, sets up the next steps as tasks and notes that the energy performance certificate was shown. It adds the feedback from every viewing to the owner report your CRM produces, in full sentences rather than a list. For lettings, it checks that the applicant’s self-disclosure form (Selbstauskunft), proof of income and the previous landlord’s confirmation of no rent arrears (Mietschuldenfreiheitsbescheinigung) are complete before the file goes to the landlord.
Use case
From the first documents to the approved listing
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01
Documents by email
A vendor instructs your agency to sell her two-bedroom flat in a block with an underground car park. By email she sends the land register extract, the Teilungserklärung, the floor area calculation and the energy performance certificate; the property manager sends the minutes of the last three owners’ meetings and the budget. The software files everything on the property record and enters the floor area, the Hausgeld (the owner’s monthly payment to the association), the year of construction, the energy source and the efficiency class.
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02
Parking space and special levy
According to the Teilungserklärung, the parking space in the underground car park is a separately owned unit (Teileigentum) with its own land register folio. There is no extract for that folio, yet the draft particulars describe the space as “included”. The latest minutes record a special levy approved for the roof renovation, which the particulars don’t mention. The software flags both on the property record.
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03
Released to the portals
The vendor confirms to your agent that the parking space is included in the sale and sends the land register extract for it. Your agent adds the special levy, with its amount and due date, to the particulars. The required details from the energy performance certificate are complete, so the agent releases the listing to ImmoScout24 and Immowelt. If an applicant later asks about the parking space or the roof, the software drafts the reply from the confirmed details.
Connected to your estate agency CRM
In onOffice enterprise, our software works through the API module, which onOffice offers as a paid add-on. If you don’t have it yet, ask onOffice to activate it, then create an API user with a token and secret. The software writes property data, uploads documents to the property record, creates tasks and appointments and enters feedback as activities in the agent’s log (Maklerbuch).
In Propstack, the software uses the API with a key your admin generates in the administration area under API keys. With it, the software reads and writes properties, documents and tasks and reads notes. When someone changes a property, Propstack reports it by webhook, and the software checks the required details again.
Your CRM still sends the listings to ImmoScout24 and Immowelt. For software without an open interface, your team gets the results as a ready-made list and enters them itself.
Product names mentioned are trademarks of their respective owners. Mentioning them implies no partnership with the vendors and no endorsement by them.
You decide where owner and applicant data is kept.
Land register extracts, proof of financing, prospective tenants’ self-disclosure forms and the copies of ID documents you keep under the Geldwäschegesetz (GwG), the German Money Laundering Act, are personal data. You decide where the software runs, and we set it up that way.
- A data processing agreement under the GDPR, signed before the software sees real data.
- Your owner and applicant data is never used to train AI models.
- Every access is logged. You see who opened what, and when.
Working safely with AI: training for agents and office staff
Your team practises on an email like the ones that arrive after a viewing: what does the software handle, how much of it does the AI see, and what does your agent decide? The toggle shows how names and financing details stay protected.
“Hello, we really liked the flat on Lindenallee at the viewing on Saturday. Is the parking space in the underground car park included in the price, and who pays the special levy for the roof? I’ve attached our bank’s financing confirmation for Amount 6084€385,000. We would like to buy the flat. What happens next? Kind regards, Person 3918Katrin Behrens, Address 7204Hafenstraße 9, Kiel”
- Your server inserts placeholders
- Sent encrypted
- The cloud AI processes it
- Your server puts the names back
Only your server knows which placeholder belongs to which person.
- The message arrives
- The AI on your server processes all of it
Nothing leaves your office.
Answer the questions about the property
Draft the reply from the confirmed property details: the parking space has its own land register folio and is included in the price. The special levy for the roof is in the minutes, with its amount and due date. The purchase contract settles whether the vendor or the buyers pay it.
File the financing confirmation
File the financing confirmation on the contact and record that it has been received. A cloud AI sees the amount only as a placeholder.
Prepare the purchase
The stated intention to buy shows serious interest. Create the task to find out who the second buyer is and to identify all buyers and the vendor under the GwG. Then draft the reply with the next steps up to the notary appointment.
Questions before getting started
Does the software also check the commission?
Yes. When a consumer buys a flat or a single-family house through you, the software shows where the agreement departs from the commission-splitting rules in §§ 656c and 656d of the German Civil Code (BGB): if you act for both sides, both pay the same amount, and waiving the commission for one side waives it for both. If part of the commission is passed on to the buyer, that share may not exceed what your client pays and only falls due once your client’s payment has been proven. For residential lettings, it asks whether you took on the landlord’s instruction solely because this tenant asked you to find a flat. If not, the tenant owes no commission.
Does the software also check the notice of the right of withdrawal?
Yes. When an agency agreement with a consumer is made by email, by phone, through a portal or at a viewing, the software checks the notice of the right of withdrawal and whether the client asked you to start work straight away. Without the notice, you can lose the entire commission.
Does the AI work out the market value?
No. You estimate the market value with your valuation software and your knowledge of the market, and you set the asking price with the owner. When it is time to review the asking price, the software puts together the enquiries, viewings and feedback since marketing began.
We already use the AI features in onOffice or Propstack. What does your software add?
In onOffice, the enquiry manager (Anfragenmanager) answers standard enquiries and sends out the particulars, the AI Activity Chat summarises activities, and the agent’s log produces the activity report for the owner. Propstack produces the owner report, and PropstackAI writes property and location descriptions and turns a voice recording into particulars. We don’t duplicate that. Our software comes in where documents have to be read and checked against each other: the Teilungserklärung and minutes against the particulars, the energy performance certificate against the listing, the commission agreement against the rules on splitting commission. It also adds the feedback from your viewings to the report for the owner.
Does this also help with commercial property?
Yes. When a requirement arrives by email or as a PDF, such as a retail chain’s site profile, the software picks out the criteria, matches them against your stock and drafts the offer letter for the premises that fit. If you let commercial premises at a net rent of €10,000 or more a month, excluding operating and heating costs, it creates the tasks under the GwG, as it does for a sale.
What does getting started cost?
The initial call is free. If the task is already clear, we move straight to a proposal. If a closer assessment is needed, the AI audit costs €500, fully credited towards implementation with AI Værk. If we find no useful AI application, the audit fee is waived; previously agreed expenses remain payable. Our proposal lists setup, licences, hosting and support separately.
How long does it take you from signed agency agreement to live listing?
In the free initial call, tell us how a property moves through your agency and who looks after which documents. We will show you where AI saves time, what that costs and how it connects to your CRM.