How can I reduce missed calls from Zillow and Apartments.com using an always-on voice assistant?

If you’ve invested in Zillow or Apartments.com leads, you know how quickly those calls can come in, and how easy it is to miss them. Maybe you’re showing a property, driving between appointments, or simply enjoying some well-deserved time off when the phone rings. By the time you call back, your potential client may have already spoken to someone else.

Missing these calls isn’t just frustrating, it can actually hurt your business. On platforms like Zillow, missing too many calls can lower your visibility and make it harder for new leads to find you.

The good news? There’s a simple fix. With an always-on voice assistant, every call gets answered right away, even when you can’t pick up the phone yourself.

Let’s break down why missed calls happen, how an always-on voice assistant works, and how easy it is to set one up with Upfirst so you never lose another lead.

Why Zillow and Apartments.com leads are easy to miss

People who find your listings on Zillow or Apartments.com are usually ready to connect right away. They’ve seen something they like, and they want answers now.

But, as a busy agent or property manager, you can’t always be by your phone. You might be:

• At a showing or in a meeting
• On the road between appointments
• Taking calls outside of regular hours
• Managing a high volume of leads at once

When these calls go to voicemail, most prospects won’t wait—they’ll move on to the next agent. And if you miss too many calls, platforms like Zillow may notice and lower your responsiveness score, making it harder for new leads to come your way.

What an always-on voice assistant does for you

An always-on voice assistant is like your own 24/7 receptionist powered by AI. It answers calls on your behalf, anytime, day or night.

Here’s what it can do:

• Answer calls immediately, on the first ring
• Greet callers with a friendly, natural voice
• Ask helpful questions to find out what the caller needs
• Collect key details like the caller’s name, the property they’re interested in, and their move-in date
• Schedule tours or appointments
• Send you a summary of every call by text or email
• Transfer important calls to you directly, if needed

This means callers never feel ignored. They get a prompt, professional response. Plus, your business looks more responsive and polished.

With instant answers, you won’t have Zillow or Apartments.com calls marked as “missed” anymore.

How an always-on voice assistant helps you capture more leads

Here’s how using an always-on voice assistant can help:

1. Every call is answered. Your AI phone assistant picks up right away, every time.
2. You capture more leads. Callers stay on the line and share their information, so you don’t lose out.
3. Faster follow-ups. You’ll get a summary of each call moments after it happens, so you can follow up quickly.
4. More showings booked. The assistant can schedule property tours or send links to book online.
5. A more professional image. Consistent, friendly responses show your leads they’re in good hands.

Even when you’re out of the office, your voice assistant is still working, so you never miss a lead from Zillow or Apartments.com again.

How to set up an always-on voice assistant with Upfirst

Getting started with an AI real estate or property management answering service like Upfirst is quick and easy. Here’s how it works:

1. Sign up for a free Upfirst account. Creating your profile only takes a few minutes.
2. Add your business details. Fill in your name, company, location, and contact info so your assistant sounds like a true member of your team.
3. Decide how calls are handled. Choose between simple lead intake or use features like appointment scheduling answering service with Google Calendar.
4. Forward your Zillow and Apartments.com lead phone lines. Once your calls are routed to Upfirst, your assistant will answer right away, collect caller info, and send you a detailed summary.
5. That’s all there is to it. You’ll start catching every lead—even the ones you used to miss.

Upfirst plans start at just $24.95 per month for 30 calls, making it a cost-effective way to make sure your phones are covered 24/7. No need to hire extra staff.

What a typical call sounds like

Here’s an example of how a call might go:

Caller: Hi, I’m interested in the two-bedroom apartment on Main Street.
AI Assistant: Thanks for calling! I’m happy to help. When are you hoping to move in?
Caller: Probably next month.
AI Assistant: Great! Can I get your name and phone number so our leasing agent can follow up with you?

Within seconds, you’ll get a summary of the call and the caller’s contact details. The caller hears a friendly voice right away,  you get a new lead even when you can’t pick up the phone.

If just one of those missed calls turns into a closed deal, your investment in the service pays for itself many times over.

How to use Upfirst to set up a voice assistant in under a day and start reducing missed calls immediately

Common questions and concerns

Will my callers know they’re speaking with AI?
Most callers will likely notice, but Upfirst's AI is very human-like and natural. It feels like a real conversation.

What if the caller asks something complicated?
If the assistant doesn’t know the answer, you can set it up so that it can transfer the call to you or lets the caller know that it doesn't have the answer, but someone can follow up. The protocol for that situation is entirely customizable by you.

Can I change what my assistant says?
Yes! You can customize greetings, questions, and answers so the assistant matches exactly how you'd like it to answer calls.

Final thoughts

Every missed call from Zillow or Apartments.com could be a missed opportunity. But it doesn’t have to be that way.

With an always-on voice assistant, you can answer every call, keep leads engaged, and stand out from competitors who are still relying on voicemail.

Upfirst makes it easy and affordable to get started. You can set up your assistant in less than a day and say goodbye to missed calls for good.

Start your free Upfirst trial today and see how quickly your missed calls become a thing of the past.