How Helena transformed 2 brokers into an operation with 30 visits per week

At Motta Machado's Rio de Janeiro operation, the problem wasn't a lack of interested parties. Quite the opposite. The properties were well-positioned on platforms like Viva Real and Zap Imóveis, and leads were arriving in high volumes every day, directly via WhatsApp.

The challenge lay elsewhere: with a lean team of just two brokers, it was impossible to keep up with all this flow carefully. Many contacts were lost before even receiving a response. The weekly goal was to schedule 10 appointments. And even then, that required maximum effort.

That's when Helena came into her own. Tailor-made for the real estate agency's routine, she began serving all incoming leads, at any time of day, without leaving anyone waiting. She rates profiles, answers questions about properties, sends photos, videos, descriptions, and checks scheduling availability.

But it doesn't stop there. Helena also distributes visits intelligently: she cross-references the property's location with the brokers' and schedules them with the closest agent, optimizing everyone's time. Once the visit is scheduled, she updates the schedule, sends the client's information to the broker in charge, and even confirms with the client the day before to ensure the appointment will be kept.

If the client wants to reschedule, she'll do it. If they cancel, she'll register. If they need another option, she'll offer it. Soon, the goal of 10 weekly appointments was easily exceeded, and the average jumped to 30 appointments per week, with more organization and less effort.

Helena was created in collaboration with Motta Machado, respecting the operational details, the brand's language, and client behavior. She doesn't replace brokers; she clears the way for them to do what really matters: closing deals.

That's what OctoAI delivers: agents that operate within the real flow of companies, solving bottlenecks that were obvious but that no one had been able to solve in a scalable way until now.