Before launching VerbaFlo in 2024, I spent almost ten years building tech-led businesses primarily in the student accommodation and proptech sectors. One of my previous ventures required managing a sales team of over 350 people to handle more than a million enquiries each year across multiple channels. Scaling the team further became nearly impossible, as headcount costs rose sharply alongside admin and IT overheads, not to mention declining efficiency due to human errors.

This experience informed the core insight that prompted the creation of VerbaFlo: real estate businesses are overwhelmed by communication without a cohesive system to manage and personalise interactions. The situation is compounded by tenants expecting instant, tailored responses - something traditional teams simply cannot deliver consistently around the clock.

I wanted to create an "always on" digital sales rep - an AI platform to automate, personalise, and unify lead engagement across Webchat, Voice, Email, and WhatsApp. It was the right time to help the industry to streamline tenant journeys, accelerate responsiveness and reduce operating costs with AI finally ready to deal with real conversations at scale.

How does VerbaFlo’s conversational AI enhance operations in the real estate sector?

It eases the burden on real estate teams as a whole. The majority of teams are trying to manage a steady stream of messages on a variety of channels, and simply trying to stay on top of everything takes a lot of time. VerbaFlo is able to automatically take those conversations out of the team’s hands, answer questions, qualify leads, and route it to where it needs to go.

You’ve recently partnered with Downing Students and Vita Student. How are these collaborations transforming the student housing experience?

Our most recent partnerships with Downing Students and Vita Student show just how effective conversational AI can be in the student housing landscape. 

They’ve come at a crucial moment for students scrambling over the summer to secure placements, as well as housing providers that are seeing a significant increase in inquiries.  With our AI embedded across multiple channels, it allows providers like Downing and Vita to respond instantly 24/7 to students, eliminating any downtime or missed leads out of office hours.

The results have been great, we’re really pleased with how it’s going. For Downing, we saw a 1200% increase in chat volume over 30 days, and a 500% rise in lead conversions - all without any extra hiring. Vita Student saw bookings conversions improved 3x, and support costs reduced by 40–60%. This is more than just responding to inquiries; this is really simplifying booking, improving the experience for the student and scaling operations during peak demand

What sets VerbaFlo apart from other AI solutions in the property management space?

A lot of AI tools in property management tend to focus on just one channel - maybe a chatbot on a website - or they fall short when it comes to actually handling high volumes of inquiries in real time. There’s often a gap between automation and real-world usability, especially at scale.

VerbaFlo stands out because we offer a true omnichannel conversational AI platform that creates a cohesive experience. We provide real-time lead qualification, multilingual support, and easy integration with existing systems like CRM - so property managers can connect with their tenant base quickly and personally.

The platform is built to scale, with a realistic throughput of 100,000+ interactions per minute. Beyond just easing pressure on ops teams, it also generates valuable data to support smarter decision-making. It’s that combination of automation, personalisation, and scalability that really sets us apart.

How do you envision the future of AI in property management?

I see AI as the silent engine behind every tenant interaction, beginning with their inquiry and hopefully leading to tenancy and long-term retention. I imagine a future when AI will not only respond to messages but will be capable of anticipating tenants' needs, automating entire leasing workflows, and offering property managers predictive insights that allow them to take action before even the tenant perceives a problem. 

The fundamental shift will be cultural: property teams will evolve from reactive operators putting out fires to proactive experience designers crafting seamless, personalised living experiences. The focus will broaden beyond efficiency to building tenant loyalty, driving revenue, and truly enhancing service quality.  Technology will fade into the background while the quality of the service will take center stage.

Additionally, I envision AI platforms becoming the new “System of Record” (SOR) for property management, replacing outdated, fragmented data management systems that many operators still rely on today. These AI-driven SORs will unify tenant data, communication history, maintenance records, and operational workflows in a single, intelligent platform. This consolidation will enable smarter decision-making, richer insights, and real-time responsiveness, further accelerating the digital transformation of property management.

What’s next on the horizon for VerbaFlo?

What we’ve built so far - immediate, multilingual, high-volume lead handling - is just the beginning within real estate. 

Our next steps focus on expanding the breadth of use cases beyond the existing 30, developing unique features that not only elevate the end user experience but also provide richer data and actionable insights for property managers. 

At the same time, we’re gearing up for growth across Europe and the US, targeting additional real estate verticals such as short-term rentals, leasing, and more. Our aim is to deepen our vertical expertise and deliver tailored AI solutions that truly transform how property operators engage customers and optimise operations globally

What advice would you give to startups looking to innovate in traditional industries?

Forget chasing shiny tech for the sake of it. In traditional industries, real innovation comes from quickly tackling tough, real problems you’ve experienced firsthand. You need to move fast - build, test, fail, iterate - but recognise that while legacy systems can be replaced, it’s a gradual process, not an overnight switch. Earn trust by delivering real value fast, then scale thoughtfully. Transformation here isn’t magic - it’s rapid, relentless problem-solving grounded in reality.

Sayantan Biswas is CEO of VerbaFlo.