Rado, our cofounder, started his career in real estate brokerage. This guide starts from that ground: what AI can prepare, and what stays with you under OACIQ rules.
"Sometimes I felt more like an administrative assistant than a broker: handling paperwork, filling in forms, following up, asking for the same documents three times. All that instead of focusing on finding clients."
Rado, cofounder of Synaptic, former real estate broker
This article is for information only. It does not replace the OACIQ's rules and guidelines, nor legal advice. When in doubt, refer to the OACIQ or the Real Estate Brokerage Act.
AI for real estate brokers: the tool prepares, you check and sign
An AI agent is software that reads a message, understands the request and takes a simple action you approved. It works evenings and weekends, but it replaces neither your judgment nor your signature.
In Québec, brokerage is overseen by the OACIQ, the sector's self-regulatory organization. Its guide on using an AI system is clear: AI does not release you from your duty to advise, verify and inform.
The guide adds that the broker "always remains responsible for the use he makes of the information, results or data obtained." Section 5 of the regulation on brokers' professional conduct and advertising agrees. You must verify what you tell the public and prove its accuracy.
Six practical uses of AI for a real estate broker
1. The 9 p.m. inquiry gets an answer and a visit
MediumA buyer writes on Tuesday evening: is the property still available, and when can they see it? You reply the next day, after your first visit.
What AI does: an AI agent answers within minutes, from your approved listing, then offers the slots open in your calendar.
What stays with you: any off-listing question, such as price negotiation or a possible defect: the agent forwards you the conversation. Chatbot or agent? See what the difference is for your business.
Few inquiries in the evening? The problem may be upstream: see why a business gets no leads online.
2. Buyers are qualified before the visit, not during it
MediumAn hour-long visit with a buyer who has not yet spoken to a lender is an evening gone.
What AI does: before confirming the visit, the agent asks your questions. Budget, desired move-in date, mortgage pre-approval obtained or not. The answers go into the client's file.
What stays with you: the choice of questions and any financing advice. Section 4 of the regulation bans any discrimination based on a Charter ground, including number or age of children.
3. Leads and past clients get followed up at the right time
EasyA buyer says "we'll start looking again in the spring", then goes quiet. A past client may sell in two years, and nobody will have called.
What AI does: in your CRM, your client file software, every contact gets a follow-up date. A short message in your words goes out on that date, and you are alerted when someone replies.
What stays with you: the list of people to contact. Section 32 bans using personal information for purposes other than those it was obtained for. Before following up with a past client, check why you collected their details.
Canada's anti-spam legislation also requires consent for any commercial email or text. Implied consent lasts two years after a transaction, six months after an inquiry. Each message must identify you and offer a way to unsubscribe.
4. The listing description arrives as a first draft, and you correct it
EasyEach listing needs a description, a social media post and often an English or French version.
What AI does: it drafts a first version in French and English from your visit notes.
What stays with you: every published word. Section 112 bans advertising that is false, misleading, incomplete or leaves out a material fact. Per the OACIQ guide, AI must not alter an image to embellish it or mask a situation.
Example
Instead of: "Write an exciting description for this bungalow."
Write: "Write a factual description from these notes. Add no feature that is not in the notes."
5. Documents are summarized and the checklist is ready before the visit
MediumBefore a visit or a promise to purchase, you reread the seller's declarations, the certificate of location and your notes.
What AI does: it summarizes each document in bullet points and drafts a list of questions to check with the client.
What stays with you: interpretation and advice. AI gives no legal advice. Under section 86, you are the one who informs the parties of the rights and obligations arising from the documents they sign.
6. Monday's report sums up your inquiries, visits and follow-ups
AdvancedInquiries, visits, listings that draw nobody: it is all scattered across email, calendar and CRM.
What AI does: every Monday morning, a summary lands in your inbox: inquiries received, visits done, clients to call back. Pulling from several tools is usually an AI automation project.
What stays with you: decisions. Lowering a price or changing the marketing plan is decided with the client.
What AI does, what you keep: the six uses side by side
| Use | What you keep | Difficulty |
|---|---|---|
| Evening inquiries | Negotiation, off-listing questions | Medium |
| Buyer qualification | Choice of questions, financing advice | Medium |
| Follow-ups | Who gets contacted, and why | Easy |
| Listing descriptions | Accuracy of every published word | Easy |
| Documents and checklists | Interpretation, advice to the client | Medium |
| Weekly report | Decisions on price and strategy | Advanced |
Our page on AI for real estate in Québec shows how we set them up.
Your clients' information does not go just anywhere
A promise to purchase holds names, addresses and sometimes financial details. The OACIQ guide requires the client's authorization to use it, with security and confidentiality ensured.
Section 33 of the regulation requires your tools and records to preserve that confidentiality. Never paste a full document into a public AI tool without knowing where the data goes.
Law 25 also applies: see how to remove identifying details before using ChatGPT. For sensitive files, private AI keeps the data on infrastructure reserved for your business.
Where to start: one task, measured for a week
Log one week of inquiries and follow-ups, stopwatch in hand. Then test the costliest use for two weeks. The full plan is in where to start with AI in a small business.
How many hours do inquiries and follow-ups take you each year?
Nothing is sent: the calculation stays in your browser.
Formula: hours per week × value of your hour × weeks worked.
For the budget, see what an AI agent costs a small business.
Frequently asked questions
Do I have to tell my clients I use AI?
Sometimes, yes. According to the OACIQ guide, you must disclose AI use when it may affect the client's decision or your advice. You then explain the use, the results, the advantages and the limits.
Can AI set a property's market value?
No, it can help you gather comparables, not decide for you. The OACIQ guide asks that such results be presented by highlighting the human role in analysis and decision making.
Can I hand my records and registers to an AI tool?
Only if you can ensure their accuracy, confidentiality, availability and compliance, according to the OACIQ guide. The tool must also be assessed regularly.
Can my agency set rules for my use of AI?
Yes. The OACIQ guide strongly encourages agencies to adopt an internal policy on AI use by their brokers and employees. Ask your agency executive officer whether one exists before connecting a new tool.
How long does it take to set up a first use?
Between 1 and 4 weeks for a first simple automation. A CRM follow-up sits at the short end; a report pulling from several tools takes longer.