How a Leading Auckland Firm Continues to Build Key Relationships With Its Clients Utilising AI
100,000+ client relationships. Strengthened by AI. One voice agent. 300+ calls a day. A follow-up list that tells the team exactly who to call back, and why.
Leading Apartment Real Estate Agency
Auckland's Apartment Specialists Since 1997
28 Years of Relationships. Built One Conversation at a Time.
Auckland's leading apartment specialists since 1997. Over 28 years, the agency built a database of more than 100,000 contacts. Buyers, sellers, and enquiries going back decades.
James Mairs had a clear vision: strengthen the firm's brand presence across Auckland, stay connected with every client, and make sure he was the first call when circumstances changed.
The database was a testament to decades of client care, brand building, and repeat business. The next step was keeping those conversations going at scale and giving James the insight to focus on who needed him most.
"The goal wasn't cold outreach. It was warm reconnection. Every conversation reinforced the agency's presence across Auckland."
Meet Alex. The Agency's AI Voice Agent.
James introduced "Alex", a Waboom AI voice agent built specifically for Auckland's apartment market. Kiwi accent. Trained on apartment prices, body corp fees, rates, and building-specific data across Auckland CBD. Every contact reached with the same care and energy the agency is known for.
Auckland Market Knowledge
Trained on apartment prices, body corp fees, rates, views, and building-specific data across Auckland CBD and fringe suburbs.
Privacy Act 2020 Compliant
Full compliance with NZ Privacy Act 2020 and equivalent Australian legislation. Every call follows consent protocols.
Automatic DNC Exclusion
Say "take me off your list" and you're off. Permanently. Every future campaign checks the DNC list before dialling.
100,000 Contacts. Verified, Cleaned and Ready to Call.
Before a single call was made, every contact needed to be verified. Phone numbers validated. Emails checked. Duplicates removed. Previous campaign contacts flagged. The entire database, cleaned and dial-ready in under two minutes.
The Contact Cleaner Handled It in Under 2 Minutes.
James used to pay students $500 to $1,000 to clean databases like this. Weeks of manual work. Still found errors months later.
Every Waboom AI client gets the Contact Cleaner before a single call is made. Upload your CSV. The system validates every phone number, catches invalid prefixes, fixes email typos, removes duplicates, and flags contacts from previous campaigns. You get a clean, dial-ready list in seconds. Not weeks.
23,965
Valid Contacts
1,612
Duplicates Removed
9,755
Email Typos Corrected
602
Invalid Phones Caught
Phone Validation
Every number checked against format rules, carrier databases, and invalid prefix lists. Disconnected lines caught before you waste a dial.
Duplicate Detection
Cross-references every record against your existing campaigns. You get a warning before calling the same prospect twice.
DNC Auto-Exclusion
Contacts who've opted out are automatically excluded from every future campaign. Full audit trail. No manual spreadsheet cleanup.
Every Conversation Counts. James Makes It Personal.
Alex reaches out to every contact in the database. Not with a sales pitch, but with a genuine check-in. Every conversation is evaluated by AI in real time. Those who want to speak to James are transferred on the spot. Those interested in an updated appraisal are tagged. Every call's intent is measured and placed on a prioritised follow-up list.
The Follow-Up List. Every call scored 0 to 100 by AI. The team sees who to call back. In order of priority.
Human in the Loop. Always.
AI handles the reach. James handles the relationships. Alex identifies who's interested, who needs an appraisal, and who simply appreciated the check-in. But the follow-up? That's James. With full context, calling at the right time. That's the part that turns a conversation into a lasting relationship.
What the Follow-Up List Gives Your Team
Every prospect scored 0-100 based on genuine buying intent
Full call summary. What was said, what they asked about
Sentiment analysis so your team knows the tone before they call back
Suggested next actions for each contact
Prioritised order. Hottest leads at the top, every morning
Your team picks up the phone with confidence, not guesswork
13% positive sentiment across the campaign. That's thousands of qualified conversations your sales team would never have found manually.
How Warm Are People Talking to an AI?
Warmer than you'd expect.
"I Had No Idea"
A good chunk of prospects completely missed that Alex introduces himself as an AI agent calling on behalf of the agency. They thought they were talking to a person. Full conversations. No idea it wasn't human.
The Short-Answer Phase
Some prospects clocked the AI straight away. Their response? Short answers. One-word replies. Testing it. That's a natural reaction. People adjust how they speak when they know it's a machine.
Then They Opened Up
Alex speaks fluently with a Kiwi accent. Not robotic. Not American. A natural New Zealand voice. Once they heard that, the guard came down. Conversations got longer. More candid. More real.
Why the Campaign Actually Worked
The script was direct. Respectful of the prospect's time. No 5-minute preamble. No survey disguised as a sales pitch. Alex would ask one thing:
"Would you mind if I asked you just one question?"
99% said yes.
That question? "Are you looking at selling your apartment right now?"
If Yes
The conversation flows naturally. Alex talks market conditions, recent sales in their building, and offers to pass them directly to James. Warm lead, live transfer, no delay.
If Not Right Now
Alex asks if they'd like any information about the current property market. Some say yes. They're curious, just not ready. Those go on the nurture list.
If No
Alex wishes them a great day and moves on. No guilt trip. No pushback. No hurt feelings. Back to making the next call. Zero emotional fatigue from rejection.
26,000 Calls. No Problem.
James started with a beta of 26,000 contacts to validate the script, the voice, and the process. It passed with flying colours. Every conversation was scored for intent, and the follow-up list gave James a clear view of who wanted to hear from him. The remaining contacts will follow once this phase wraps.
$19
Cost Per Lead
100K+
Contacts in Database
65%
Connection Rate
300+
Calls Per Day
13%
Positive Sentiment
< 2 min
Per Contact Clean
Real Time
Transfers to Team
100%
AI Evaluated
*Positive Sentiment = prospects who were genuinely happy to hear from the agency, wanted more information, or expressed interest in selling. Standard calls fall under neutral. Less than 0.5% of all conversations were negative. Cost per qualified lead is total campaign spend divided by tracked positive outcomes (warm transfers, booked meetings, emails captured, and callbacks) across all City Sales campaigns to date.
Human + AI. Working Together.
AI doesn't replace relationships. It strengthens them. James and Alex work side by side, every single day.
28 years of client relationships, now actively maintained at scale
Brand presence across Auckland, reinforced with every conversation
Clients and prospects reminded the agency is still here to help
Genuine interest identified and routed straight to James
Appraisals requested, tagged, and followed up personally
The database is no longer static. It's a living, breathing asset
"The visibility is probably a real eye opener. In real time seeing how engaged or not our database is and how it's helping me call the right prospects at the right time."
James Mairs
Licensed Realtor
Built for Scale. 300+ Calls Per Day and More.
The agency doesn't use a generic script. Alex pulls data from every column in their CSV. The prospect's name, the building they live in, when they bought, how much they paid. Every call feels personal because it is.
Personalised Conversations
Alex knows each contact's name, their building, when they bought, and what they paid. Every conversation feels personal. Because it is.
300+ Calls Per Day
No sick days. No annual leave. No bad moods after a tough morning. Alex shows up the same way on call one as he does on call three hundred.
Warm Lead Passthrough
When a prospect shows genuine interest, Alex can transfer the call directly to James or his team. Warm lead, live conversation, no delay.
Meeting Booking
Alex books meetings directly into your team's calendar. The prospect picks a time, your agent confirms it, and the invite lands in your inbox.
Custom Tagging
Tag contacts during calls based on responses. Seller, buyer, investor, not interested. Segmented reports without lifting a finger.
AI Campaign Reports
Connection rates, sentiment breakdown, lead volume, cost per lead. All generated by AI. Updated in real time.
Three Steps. That's It.
Upload Your Database
Export your contacts as a CSV. The Contact Cleaner validates every record, removes duplicates, and gives you a clean list in under 2 minutes.
Configure Your Agent
Tell the agent what to say. Pull in personalised data from your CSV columns. Names, properties, purchase history.
Launch and Follow Up
Your agent starts calling. 300+ calls a day. Your team gets a prioritised follow-up list every morning with scored leads, summaries, and suggested actions.
Download the Full Case Study
Get the complete case study as a PDF. Includes detailed results, the Waboom AI portal walkthrough, and how to get started.
Download PDFFrequently Asked Questions
How does the AI handle unhappy callers?
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Alex carries the NZ Privacy Act 2020 and Australian Privacy Act in its knowledge base. If someone's upset, the agent acknowledges it and offers to remove them from the list. Call ends professionally. No arguments.
What happens when someone says 'take me off your list'?
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They go straight onto the DNC (Do Not Call) list. Automatic. Every future campaign checks the DNC list before dialling. That contact will never be called again unless you manually override the warning.
Can the AI agent be trained on specific property data?
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Yes. Alex's knowledge base includes Auckland apartment market data. Prices for 1, 2, and 3 bedroom units, body corp fees, rates, views, recent comparable sales. You can upload any documents, PDFs, or URLs to the knowledge base.
How does duplicate detection work?
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When you upload a new contact list, the system cross-references every record against your existing campaigns. James uploaded 26,000 contacts and the system flagged 650+ duplicates from his earlier campaign. You get a warning with the option to keep or remove them.
Is this compliant with the NZ Privacy Act?
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The agent is trained on the Privacy Act 2020. It handles opt-out requests immediately, maintains a DNC list, and follows compliant calling practices. We also built holiday awareness so campaigns pause during public holidays automatically.
What does 'positive sentiment' actually mean?
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Prospects who were genuinely happy to hear from the agency, wanted more information, or expressed interest in selling. Standard calls fall under neutral. Less than 0.5% of all conversations were negative.
Ready to Activate Your Database?
This agency went from a dormant CRM to $19 qualified leads. 28 years of client relationships, now actively maintained at scale. Your database is sitting on the same potential.