For Australian real estate agencies
Real Estate Answering Service and Agency Phone System
Buyers ring during open homes, tenants ring after dark and vendors ring while you're driving between appointments. Click2Call gives every agent a business line on the mobile they already carry, records and transcribes calls, and has an AI take a proper message when nobody can pick up.
7-day free trial with $11 of call credit. No card needed to sign up.
Key Takeaways
- ✓A business line for every agent. Each agent gets their own number in the Secure VoIP app, so clients see the agency on caller ID instead of a personal mobile.
- ✓A message instead of a missed call. The Answer Agent lets your phone ring first, then asks for the caller's name, number and reason and emails you the details with a transcript. It's free.
- ✓Calls you can search. Turn on recording for a line and every recorded call comes with a transcript, a short summary and a sentiment score.
- ✓Your CRM can hear about every call. Rex, AgentBox, VaultRE and PropertyMe connect through the Click2Call API and webhooks.
- ✓Plain pricing. Four agents plus the office number come to $110 a month ex GST.
The three calls every agency takes
Ask any principal where the business leaks and the answer usually starts with the phone. Not because agents are careless, but because the calls that matter arrive at the worst moments: in the middle of an open home, during a listing presentation, or while someone is reversing out of a tight driveway.
Most agency calls fall into three groups, and each one needs a different answer.
The buyer who just saw the listing
They found the property on a portal, they're keen, and they'll ring the next agent on their list if nobody answers. What they need is a fast callback from the listing agent, with their name, number and the property address already written down.
The tenant with a problem
A leaking hot water system at 7 pm can't wait for Monday's sales meeting. After hours, these calls should reach whoever is on call for property management, and everything else should leave a clear message.
The vendor wanting an update
Vendors ring their agent, not reception. When the agent is tied up, the call should still feel looked after, and the agent should know about it before the vendor rings twice.
The rest of this page shows how Click2Call handles each of them, using the features agencies actually switch on, and what it all costs.
What agencies ask our support team about most
Agencies already run their phones on Click2Call, and the questions they bring to our support line are remarkably consistent. Three topics come up far more than anything else.
Recording calls
Principals want a record of what was said about price guides, conditions and repairs. Recording is switched on line by line in the portal, can play a short notice to the caller first, and can email a copy of each recording to an address you choose.
A landline so staff stop using their mobiles
Agents don't want clients holding their personal numbers forever. With a business line in the app, calls arrive on the agency number and outbound calls show it, so the personal mobile stays personal.
Turning calls into text
Transcripts save you re-listening to a long call to find the one figure that matters. Every recorded call is transcribed and summarised, so you can skim it, search it or paste it into your notes.
All three are part of the $25 user plan. There's no recording add-on and no separate transcription subscription to pay for on top.
Give every agent a landline on the phone they already carry
Each agent gets a Cloud PBX user with their own direct number. Calls to that number can ring the Secure VoIP app on their mobile, a softphone on their laptop, a desk phone in the office, or all of them at once.
Outbound calls work the other way round. When an agent rings a buyer back from the app, the buyer sees the agency's main number or the agent's direct line, whichever you've set for that extension. The agent's personal mobile number never appears.
That matters most on the day an agent leaves. The direct number belongs to the agency's account, so it doesn't walk out the door with them. You reassign the line to the next person in the portal, and the buyers and vendors who saved that number still reach your office.
For incoming calls, forwarding to the agent's mobile number is the most dependable option, because it doesn't rely on an app staying awake in the background. A forwarded call is billed as an outbound call from that agent's line, so it comes out of the line's 300 included minutes first.
- ✓Set the caller ID for each extension: the agency number, the agent's direct line, or withheld
- ✓Ring groups let the office number ring reception and several agents at the same time
- ✓Hot desking lets a part-time or casual agent log in to any desk phone by dialling *45
Open homes: let the Answer Agent take the details
Saturday mornings are when buyers ring and agents can't answer. You're walking a couple through the kitchen, and your phone is buzzing in your pocket for the fourth time.
The Answer Agent is built for exactly that moment. Your phone rings first, for 20 seconds by default or however long you choose. If you don't pick up, the AI answers in a natural voice, asks the caller the questions you've set, waits for each answer, and emails you the details with a full transcript.
On a sales line, useful questions are the caller's name, their best number, the address of the property they're calling about, and whether they'd like to book an inspection. On a rental line, ask whether they're a tenant, an owner or an applicant.
It's a message taker, not a salesperson. In Message only mode it simply takes the details. In Full mode it can also answer simple questions from a business profile you write, such as your office hours or where to collect keys. It won't quote prices, negotiate or promise an inspection time on your behalf, and that's deliberate.
There are 38 voices to choose from, and you write the introduction yourself, so it sounds like your agency rather than a call centre.
The Answer Agent is free. It comes with your Click2Call plan, and there's nothing extra to pay to switch it on.
After hours: property management without every call at 2 am
Property managers carry the heaviest after-hours load in any agency. Most calls can wait until morning. A few can't.
Click2Call handles this with business hours on each number. During the day, calls follow your normal routing. After hours, the line switches automatically to the plan you've set, and public holidays can be blocked out by date well in advance.
A typical after-hours plan for a rent roll looks like this:
- 1A short greeting tells callers the office is closed and offers them a choice.
- 2Callers with an urgent repair press 1, or say 'urgent repair' if you use the AI Receptionist, and are put through to the on-call property manager's mobile.
- 3Everyone else goes to the Answer Agent, which takes their name, number, the property address and what's happened.
- 4The message and transcript land in the property management inbox, ready for the morning.
The AI Receptionist mentioned above is our voice-routing tool. Callers say what they need instead of pressing a number, and it transfers them to the right person. It doesn't hold a conversation or give advice; think of it as a smarter 'press 1 for sales'.
Missed-call alerts are worth switching on as well. Any call that rings out sends an email, a text or both, so nothing sits unnoticed in a call log.
Call recording and transcripts for agencies
Disputes in real estate often come down to what someone remembers being told: what the price guide was, which fixtures were included, when a repair was promised. A recording settles the question, and a transcript lets you find the exact moment in seconds.
Recording is off by default and switched on for each number or extension you choose. You can record every call, play a notice to the other party, and have a copy of each recording emailed automatically. Recordings and call records stay in the portal, where you can filter, play and download them.
Recorded calls are transcribed, summarised and given a sentiment score, which helps a principal review how enquiries are being handled without listening to hours of audio.
Call recording laws differ between states and territories. The simple, safe practice is to tell callers that calls are recorded, which the recording notice does for you. If you're unsure about your obligations, check with your legal adviser or your state's real estate institute.
Recordings and transcripts are stored in Australia and New Zealand.
Connecting Rex, AgentBox, VaultRE and PropertyMe
Agencies live in their CRM, so call activity belongs there too. Click2Call connects to Rex, AgentBox, VaultRE, PropertyMe and other systems through its API and webhooks.
Webhooks are messages Click2Call sends the moment something happens on a call: when it starts ringing, when it's answered, when it ends, when it's missed, and when the AI analysis of a recorded call is ready. Your integration catches those messages and writes them wherever you want them.
- ✓Log every call against the matching contact, with its duration and direction
- ✓Create a follow-up task when a buyer's call is missed
- ✓Attach the transcript and summary to the contact record after the call
- ✓Look up the caller in your CRM while the phone is still ringing
There isn't a one-click app for these CRMs. A connection takes a small piece of code, or a tool such as Zapier or n8n, and it's self-service: our team doesn't build integrations as a paid service. Most agencies have someone, an IT provider or a tech-minded team member, who can set it up from the API guide.
What it costs for a typical agency
Here's a realistic setup for a small sales office with a rent roll. Prices are ex GST unless marked.
| Item | Cost | Notes |
|---|---|---|
| 4 agents on the Cloud PBX User plan | $100 a month | $25 each: direct number, 300 outbound minutes, recording, transcripts, Answer Agent |
| Office number (your existing number, ported) | $10 a month | Receive-only line for the main agency number |
| Porting the office number | $100 inc GST, once | Local numbers take 5–10 business days to move |
| Monthly total | $110 a month | Prepaid, no lock-in contract |
| Managed setup (optional) | $350, once | $300 covers up to 3 users, plus $50 for the fourth |
| Yealink desk phone for reception (optional) | $450, once | The cordless model is $400 |
Calls beyond the included minutes cost 10c a minute to landlines and 20c a minute to mobiles. Inbound calls to local numbers are unlimited.
If the office number is a 1300 number, it still runs on the $10 line, and incoming calls to it are charged at 20c a minute.
Switching from your current provider
- 1Start the free trial. You get 7 days and $11 of call credit, and you don't need a card to sign up.
- 2Set up your agents in the portal and install the Secure VoIP app. Test calls in and out before anything changes for your clients.
- 3Lodge the port for your agency number. Leave your current service running: the number keeps working with your old provider until the moment it moves.
- 4Once the number has arrived, check your routing and close what's left of the old account.
If you'd rather not do it yourself, managed setup has our team configure the whole system in 1–2 business days. Most businesses with five or more users, desk phones or a 1300 number choose it.
Pricing for agencies
Two plans cover almost every agency. Prepaid, no lock-in, cancel when you like.
Agent (Cloud PBX User)
$25 /mo ex GST
- ✓A direct number for each agent
- ✓300 outbound minutes a month
- ✓Unlimited inbound calls to local numbers
- ✓Call recording, transcripts and summaries
- ✓Answer Agent and AI Receptionist included
- ✓Secure VoIP app, softphone or desk phone
Agency number (Inbound)
$10 /mo ex GST
- ✓Your main agency number: local, 1300 or 1800
- ✓Receive-only: rings agents, groups or the Answer Agent
- ✓Business hours and holiday schedules
- ✓Incoming calls to 1300 and 1800 numbers cost 20c a minute
Prices are ex GST. Porting is $100 inc GST per number.
Managed setup is $300 ex GST for up to three users, plus $50 for each extra user.
Real estate phone system FAQs
Guides for agencies
Written by Royce Clark
Royce runs Click2Call from the Gold Coast and also runs bcom ICT, a business IT services company. This guide is built around the questions agencies bring to our support team.
Last reviewed October 2026.
Try it over a weekend of open homes
Start the 7-day trial before the weekend and see what the Answer Agent catches while you're at your opens.