Digital instead of analog
Property management and brokerage are communication-intensive processes: calls, emails, documents and enquiries reach us every day. Instead of getting stuck in analog structures, we at Wellhöner Immobilien consistently rely on digital tools – thereby increasing the quality of our processing as well as efficiency for everyone involved.
Four pillars support our digital communication: customer portals for 24/7 access to documents and requests, a live chat for asynchronous enquiries on the website, an AI-supported call answering service that takes every call and answers routine questions immediately, and AI-supported email processing that automatically categorises incoming messages, answers routine questions directly, asks targeted follow-up questions in cases of ambiguity and forwards disruptions or escalations directly to the responsible staff. Together, they ensure that no request is lost, answers arrive faster and processes run transparently and comprehensibly.
Vera, our digital colleague
So that you can reach us at any time, Vera, our digital colleague on the phone, supports us. She takes your request around the clock and ensures that it reaches the right person.
Better ticket quality
Callers stay on the line and mention everything important. This way, complete tickets are created instead of half information.
More satisfied callers
Those who know who is answering are more relaxed and feel well taken care of. No guessing at the beginning.
Less rework
Fewer follow-up questions and duplicate calls because the concern is captured cleanly right away.
Max, our digital colleague
While Vera is there for you on the phone, Max takes care of all written channels: email, WhatsApp and live chat. Our AI-supported digital colleague processes incoming enquiries around the clock – he categorises messages, answers routine questions immediately, asks targeted follow-up questions in cases of ambiguity and forwards urgent enquiries directly to the responsible staff. This way, no message is lost and every enquiry quickly reaches the right contact person.
Immediate answers
Routine questions are answered immediately around the clock – without waiting time, regardless of when the message arrives.
Targeted forwarding
Complex concerns land automatically with the right contact person – with all important info in context.
No request lost
Every message is captured, categorized and tracked – so nothing gets lost, even during peak times.
Pia, our digital assistant
Pia is our AI-supported digital assistant for all enquiries regarding rental, sale and real estate brokerage. Via email, she answers questions about available properties, viewing appointments and applications immediately, captures interest and forwards complex enquiries to the responsible agents. This way, every interested party quickly receives the right information – around the clock.
Tailored property info
She knows available properties and immediately finds the right offer for your search criteria.
Quick appointment scheduling
Viewing appointments and requests are coordinated and forwarded around the clock.
Continuous support
From first contact to your request, your concern remains seamlessly traceable.
Meine Immobilien
The "Meine Immobilien" owner portal is your personal digital real estate hub: manage your assets clearly in one place, track value development, book services such as 360° tours or energy performance certificates directly and compare new and follow-up financing.
- Portfolio overview and value development
- Booking of services (360° tour, energy certificate, floor plan)
- Comparison of new and follow-up financing
- Regional search profiles and favourites
Immoware24
In the Immoware24 portal, tenants and owners have round-the-clock access to all released contract data, invoices and documents. Special added value: damage reports can be conveniently submitted online with photo upload and the processing status is transparently visible at all times.
- Digital access to rental contracts, invoices & minutes
- Online damage reporting with photo upload and status tracking
- Digital owners' meetings & circular resolutions
- Consumption information in accordance with EED directive
Website Live Chat
Our live chat offers visitors and customers a direct, asynchronous communication channel directly on the website. Enquiries reach us in a structured way and are answered faster than by email – ideal for owners, tenants and prospective buyers seeking quick answers without waiting on hold.
- Immediate availability without phone waiting queues
- Structured enquiries instead of full mailboxes
- Sustainable documentation of every conversation
- Seamless handover to the responsible staff
AI Phone Assistant
Our AI-supported phone assistant fully answers incoming calls, understands the request, answers standard questions immediately and forwards complex cases in a targeted manner. This means no call goes unanswered – even outside office hours or during peak times.
- No call is ever lost again
- 24/7 availability even outside business hours
- Immediate answering of routine enquiries
- Structured ticket creation and forwarding
Intelligent Email Sorting
Incoming emails are automatically analysed, categorised and pre-sorted by an AI: it answers standard and routine enquiries directly, asks targeted follow-up questions to senders in cases of unclear facts and immediately forwards urgent disruptions or escalations to the responsible staff. This way, no email is lost, incomplete enquiries are completed and every message reaches the right contact person – without manual sorting.
- Automatic categorisation of incoming emails
- Instant replies to frequent standard and routine enquiries
- Targeted follow-up questions for unclear or incomplete facts
- Escalations and disruptions are forwarded with priority
- Direct assignment to the responsible specialist
Central Request Management
All incoming requests – whether by phone, email, chat or portal – are automatically bundled into tickets and recorded in a central system. Every ticket is traceable throughout: from receipt through processing to completion, with clear assignment to the responsible specialist and transparent status for the customer.
- All channels bundled in one central system
- Seamless tracking from receipt to completion
- Clear responsibility and prioritised processing
- Transparent status for tenants and owners visible at all times
More quality, less effort
The use of digital tools is not an end in itself, but measurable added value for everyone involved – whether tenants, owners, buyers or our own employees.
Faster Response Times
Enquiries reach us via the right channel and are processed immediately – instead of getting lost in overflowing mailboxes.
Higher Processing Quality
Structured processes and digital documentation reduce errors and ensure transparent, comprehensible workflows.
More Efficiency
Routine enquiries are answered automatically, allowing our staff to focus on the demanding cases.
More Satisfied Customers
Tenants, owners and prospective buyers receive answers faster and can submit requests independently and digitally.
Transparency & Security
All documents and communication are stored centrally and securely – comprehensible for everyone involved.
Seamless Processes
From the first call via chat to the portal – all channels interlock and shorten communication paths.
From analog to digital
- ✕Calls are lost outside office hours
- ✕Documents only exist in paper form
- ✕Emails get lost in full mailboxes
- ✕Damage reports by phone – unstructured
- ✕High manual effort for standard enquiries
- Every call is answered – even after hours
- Documents available 24/7 digitally in the portal
- Enquiries structured via chat and portal
- Online damage reporting with photo & status tracking
- AI handles routine questions, humans the rest
Digital Management & Portals
The most important questions about our digital portals, damage reports and AI-supported request processing – answered concisely.
Do you have questions about our digital processes?
We will be happy to explain in person how our digital tools help your property or your request reach its goal faster and more transparently.
