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CallNotes for real estate agents

Win the listing before you leave the driveway.

Record your listing appointments, buyer consultations and showings. CallNotes turns each one into a same-day follow-up, a buyer profile or a deadline list — so clients feel heard, nothing slips, and your evenings stay yours.

Start with the real estate presetSee sample write-ups

Works on your phone and computer. Templates for agents are added when you sign up.

An agent walks through a bright kitchen with two homeowners during a listing appointment

Client follow-up emailReady to send

Subject: Next steps for 412 Elm St

Hi Karen and Mike — thank you for walking me through the house today. You’d like to be listed before Thanksgiving, so I’ll send comparable sales on Elm St by Friday.

Why agents use it

Built for what you’re working toward.

More listings, faster offers, smoother closings and more referrals all depend on the same thing: following up well, every time. CallNotes does the writing so you can do the following up.

  • Win more listings

    Sellers choose the agent who understood their goals and moved fast. A recap written late at night reaches them after the moment has passed.
    With CallNotesYour recap of their goals, timing and price expectations is ready before you leave the driveway, in your voice, with the comps you promised already on your task list.Client follow-up emailListing presentation summary

  • Get buyers to an offer sooner

    Showings that miss what buyers asked for cost weekends and wear down their trust in you.
    With CallNotesA buyer needs profile keeps budget, must-haves and deal-breakers in their own words, and every showing debrief narrows the search further.Buyer needs profileShowing feedback report

  • Close on time, without surprises

    Deals slip on small things: a missed contingency date, a document nobody requested, a promise made on a call and forgotten.
    With CallNotesEvery date and commitment from each conversation lands in a timeline with an owner, so nothing depends on memory.Transaction timeline & tasksClient follow-up email

  • Earn referrals and repeat clients

    Clients refer the agent who made them feel looked after. Specific, consistent communication is hard to keep up across a full pipeline.
    With CallNotesEvery client gets a same-day follow-up that reflects what they actually said, whether it’s your first deal of the month or your tenth.Client follow-up email

  • Spend your time with clients, not paperwork

    Notes, emails and task lists pile up after a day of appointments and showings, and they get written at night.
    With CallNotesTalk it through once. CallNotes writes the notes, emails and task lists; you review and send, and the time goes back to clients and prospecting.Follow-up emailsMeeting notesTask lists
How it works

Every conversation in a deal, turned into the next step.

Pick the meeting type and hit record. CallNotes writes what that stage of the deal needs, so you can move it forward.

  1. Seller
    An agent listens as a homeowner points out the fireplace

    Listing appointment

    You record

    The walkthrough and the sellers’ goals, timing and price expectations.

    You get
    • Listing presentation summary
    • Transaction timeline & tasks
    • Client follow-up email
    So you can

    Follow up the same day, while you’re still top of mind.

  2. Buyer
    A buyer counts off her must-haves to an agent at a café table

    Buyer consultation

    You record

    Budget, pre-approval, must-haves, deal-breakers and timeline.

    You get
    • Buyer needs profile
    • Client follow-up email
    So you can

    Send homes that match from the first round.

  3. Buyer
    An agent in a parked car records a debrief on his phone, looking at the house he just showed

    Showing debrief

    You record

    A two-minute debrief in the car after each showing.

    You get
    • Showing feedback report
    • Client follow-up email
    So you can

    Narrow the search after every showing.

  4. Both
    An agent on a phone call marks up a tabbed contract at her desk

    Offer & negotiation call

    You record

    Terms, counteroffers, contingencies and deadlines.

    You get
    • Transaction timeline & tasks
    • Client follow-up email
    So you can

    Confirm terms in writing while they’re fresh.

  5. Both
    House keys resting on a closing folder

    Closing coordination

    You record

    Calls with lenders, inspectors and the title company.

    You get
    • Transaction timeline & tasks
    • Client follow-up email
    So you can

    Hit every contingency date and close on time.

Sample write-ups

Send it knowing it’s right.

Write-ups keep the prices, dates and promises your client actually said. Check any of them against the transcript and recording before anything goes out.

Sample output · Buyer consultation · Sep 24 · 55-minute recording + your notes

Ana Hendricks — Buyer needs profile

Ana is relocating for work and wants to buy before her lease ends. She is pre-approved and needs room to work from home.

Budget and financingPre-approved up to $485,000; wants to stay under $450,000.
TimingLease ends Jan 31; wants to close by mid-January.
Must-havesThree bedrooms, a room for a home office, a fenced yard for her dog.
Nice-to-havesFinished basement, attached garage.
Deal-breakersA busy road out front; anything that needs a major renovation.
Next stepsSend five matching listings by Thursday, set up a saved search, and ask her lender for an updated pre-approval letter.
Sample output · Showing debrief · Oct 1 · 6-minute recording in the car

1450 Maple Ave — Showing feedback report

Ana toured 1450 Maple Ave on October 1. Interest is high and she would like a second showing.

LikedThe kitchen layout and the natural light in the living room.
ConcernsThe backyard is smaller than she wants, and there is some road noise in the front bedroom.
PriceFeels high for the yard size.
Follow-upRequest a second showing this weekend, and ask the listing agent whether the yard can be fenced.
Sample output · Listing appointment · Sep 30 · ready to send

Next steps for 412 Elm St

Hi Karen and Mike — thank you for walking me through the house today. Here’s what we covered and what happens next.

What we coveredYou’d like to be listed before Thanksgiving. The kitchen was redone in 2022 and the roof replaced in 2015 — both worth featuring.
Next stepsI’ll send comparable sales on Elm St and nearby by Friday, Oct 2, with a suggested price range. Once we agree on price, I’ll schedule the pre-listing inspection and photos.
What we need from youThe HOA documents and your most recent appraisal, when you have a moment.
Sample output · Listing appointment · Sep 30 · from the recording and your notes

412 Elm St — Transaction timeline & tasks

Fri, Oct 2You: send comparable sales and a suggested price range.
Wed, Oct 7Sellers: send the HOA documents and the most recent appraisal.
Fri, Oct 9You: schedule the pre-listing inspection.
Wed, Oct 14You: photos and staging walkthrough.
Fri, Nov 20Target: live on the market — the sellers want to list before Thanksgiving.
Made for agents

Fits the way you already work.

Debrief in the car

Right after a showing, talk through what your buyers said while it’s fresh. You get a showing feedback report: what they liked, their concerns, the price and what to do next.

Paper and photos count too

Snap the sellers’ handwritten list, a disclosure or a printout. CallNotes reads them alongside the conversation.

Ready on day one

The real estate preset adds five meeting types, five write-ups and instructions written for agents. Change any of them to match how you work.

For teams and brokerages

One shared credit balance and one library of templates for the whole team, with admins who manage members and billing.

Pricing

Plans with monthly credits.

Credits pay for transcription, write-ups and the assistant, and refill every month. Busy month? Add credits — any amount from $10 to $500, at 44 credits per dollar. Purchased credits never expire.

Starter

$9/ month

500 credits / month

For a few client appointments a month.

Choose Starter

Pro

$19/ month

2,000 credits / month

For an active agent with weekly appointments and showings.

Choose Pro

Team

$49/ month

6,000 credits / month

For a team or brokerage sharing one balance.

Choose Team

8 credits per minute recorded, about 5–20 per write-up, 1 per assistant message. Uploading, editing and exporting are free. Full pricing details

Questions from agents

Do I need my client’s permission to record?
Recording laws vary by state, and some require everyone in the conversation to agree. Ask before you record, and follow your state’s rules and your brokerage’s policy. If recording isn’t right for a meeting, type notes instead — CallNotes works from notes alone.
Can I use it for showings and calls on the go?
Yes. Record on your phone, type notes during or after, or record a quick debrief in the car after a showing. You can also upload call recordings from other apps.
Can I change the real estate templates?
Yes. Every meeting type, write-up and instruction the preset adds can be renamed, edited or removed, and you can add your own — your listing presentation format, your follow-up voice.
Does it work with my CRM?
There’s no direct CRM connection yet. Copy any write-up in one click, or download it as a Markdown file, and paste it into your CRM’s notes.
What happens to my clients’ information?
Recordings and files are stored in Google Cloud Storage, and meetings and write-ups in a MongoDB Atlas database, encrypted in transit and at rest where our providers support it. To transcribe and write, CallNotes sends what each feature needs to our AI providers (OpenAI, Anthropic and Google) under contractual safeguards, only for that purpose. We don’t use your personal data to train AI models unless the law or a contract allows it and, where required, you’ve consented or it’s de-identified. Deleting a meeting deletes its recordings, files, transcripts and write-ups. Deleting your account deletes your data within 30 days (90 for encrypted backups), apart from records we’re required to keep, such as transaction records. See our Privacy Policy and AI Disclosures.
What uses credits?
8 credits per minute of recording, about 5–20 credits per write-up and 1 per assistant message. Creating meetings, uploading notes and documents, editing and exporting are free.

Be the agent who follows up first.

Start with the real estate preset — five meeting types and five write-ups built for agents — and send your next recap before you leave the driveway.

Start with the real estate presetSee all of CallNotes