Looking for space to lease
Intended use, usable area, area sought, wanted lease term, fit-out expected and occupancy date. A food operation, a workshop and an office carry neither identical constraints nor identical zoning expectations.
Commercial real estate brokers
A restaurant looking for premises needs different questions from an investment property buyer. Your receptionist collects the intended use, space requirements, budget and people involved in the decision. You can prepare the next conversation while retaining control of confidential documents and professional advice.
$45 CAD / month · 50 Standard calls · 1 local number
A commercial enquiry with the decision criteria attached
The file leaves structured: use, area, three technical constraints, a lease deadline and an identified decision-maker — plus a financial document request held pending a mandate check. The broker calls back walking out of his visit, without asking the same five questions again.
Read the full conversation
Tuesday, 4:20 p.m. The broker is walking a warehouse with a client. A company director calls about an industrial listing.
ReceptionistGood afternoon. Let me take your name, a callback number and your company name.
DirectorAlexandre Nadeau, 819 555-0148, calling for Ateliers Nadeau. I need roughly 4,000 square feet, and I would like the financial statements on the listed building.
ReceptionistOn financial documents, the broker checks the mandate and the applicable agreement before anything is released: I am recording your request and he will come back to you on it. On the space itself: what use do you have in mind, and do you carry technical constraints?
DirectorLight assembly. I need a loading dock, at least 18 feet of clear height and three-phase power. Our current lease ends at year end.
ReceptionistRecorded: light assembly, a dock, clear height, three-phase supply, occupancy before your lease ends. Are you the person who signs for Ateliers Nadeau, or is there another decision-maker to include?
For the requests you receive
Acquiring an investment property
Asset type, stated order of magnitude, financing approach, who decides, and which data is being asked for. Due diligence assumes documents; she lists them and does not send them.
Owner or landlord considering a mandate
Address, asset type, tenancy situation and wanted timing, then a meeting. No opinion of value and no estimated return over the phone: both get established after analysis.
Other requests you can delegate
File partner
Notary, appraiser, surveyor, lender, co-operating broker. She records the file concerned, the precise purpose and the deadline, then routes to the broker, confirming nothing about a negotiation.
What she does for your commercial files
The moves she makes on calls from companies, investors and file partners, from structuring the need through to a dated stage, then what stays with you. Every line is a call your line gets.
When a company calls about space or an asset
She takes the name, callback number, company and role of the representative, before qualifying the request.
A commercial cycle runs in months and involves several people; knowing who is speaking, on whose behalf, shapes everything that follows.
She structures the space request by intended use, area sought, location, technical constraints and wanted term.
A size request on its own cannot be worked; these fields are what make it usable for you.
She identifies the contact authorised to commit the company, when they differ from the person who called.
An employee reports a need; it is the named decision-maker who authorises a visit or a mandate.
She records existing representation and expected confidentiality before answering anything else.
What is shareable depends on that mandate; she checks it before moving on rather than after.
When a request is sensitive or pressing
She receives a request for financial statements or confidential data courteously, sends nothing, and passes it on for a mandate check.
Nothing confidential leaves on her initiative; the decision to share stays yours, once the applicable agreement is checked.
She flags as priority a negotiation or due-diligence deadline drawing near — end of a condition, a document expected, a scheduled signing — and alerts you.
A closing date matters more than a file’s age, even on a cycle that has run for months.
She captures the file concerned, the precise purpose and the deadline for a partner — notary, appraiser, lender, co-operating broker —, without confirming the state of a negotiation.
A file partner gets a direct route to you, with nothing about the file’s progress advanced on her own initiative.
The file that advances through dated stages
She creates the file with an owner and a status, structured by use, size, constraints and deadline.
Consultation, visit, mandate: each stage carries its date and its owner, visible inside one file.
She keeps your commercial files separate from your residential sales, with their own cycle length.
Time spent waiting on a document is measured on its own, because that is where commercial work stalls.
She lists the documents a prospect requested and the level of access wanted, without sending them herself.
Due diligence assumes documents; she catalogues them for you, and does not decide whether they go out.
Between files, with Brokerage and teams
Options added separately, when they are useful to you.
- Add-on
She assigns the file, coordinates visits and documents, and tracks mandate stages when several people work one long cycle.
Brokerage and teams option: the outcome stays attached to its owner, file by file. Brokerage and teams
- Add-on
She ties a prospect’s origin to the outcome, with follow-up by due-diligence stage and a loss reason recorded.
Lead capture and sales follow-up option: a reason recorded today avoids guessing it months later. Lead capture and sales follow-up
When a partner writes, and if you already run Follow Up Boss
- Channel
She continues by email the exchanges about premises requirements with authorised contacts, without lifting the access control on a confidential document.
Optional AI email inbox: a confidential document keeps the same access control, written or spoken.
- Software
With Follow Up Boss, the open interface is documented with a key from an authorised account; it validates neither commercial-specific data nor access to a building repository.
Scopes and stage coverage still have to be proven on a real account before any promise. Follow Up Boss
- Software
With HubSpot, installation runs through delegated authorisation per client; actual authorisation and document-rights configuration still have to be proven.
Vendor documentation does not stand in for a real account tested end to end. HubSpot
What she does not do on your commercial files
- She shares no confidential document before a mandate and the applicable agreement have been checked.
- She gives no opinion of value, estimated return or investment analysis.
- She negotiates no condition and comments on no offer received.
- She confirms neither the state of a negotiation nor that a company is a client without verified identity.
- She takes no position on zoning, permitted use or a regulatory constraint: she records the question and passes it on.
- She sends no financial document on her own initiative, even to a contact declared authorised.
What you can ask her yourself
She answers from the files and calls you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich prospects are looking for restaurant premises?
She retrieves the stated use, area and decision-makers. She confirms neither zoning nor expected returns.
Which files carry a due-diligence deadline this week?
She retrieves the dates the parties stated. She does not negotiate them herself.
Which broker on the team has the most active files right now?
Add-onWith Brokerage and teams: file distribution by owner. Without the option, she tracks no team assignment.
What happens to the request
You describe what a file has to contain
Your asset types, the fields without which a file cannot be worked, what is public on each mandate, what requires a confidentiality agreement, and who on your side authorises release of a document.
She structures rather than taking a message
Name, callback number, company and role, then use, size, location, technical constraints, term and deadline. Existing representation and expected confidentiality are recorded along the way.
The file advances through dated stages
Consultation, visit, mandate: each stage carries a date and an owner. Time spent waiting on a document becomes visible, and a long cycle stays separated from residential files in reporting.
What the Real estate base covers
A bilingual receptionist who identifies the person, the asset and the nature of an enquiry, creates a file with an owner and a status, and passes priority situations along your procedure. No setup fee, and you keep your number.
- Calls answered in French and in English, following the caller
- Company, representative and authorised contact identified
- A file structured by use, size, constraints and deadline
- Immediate handover of a negotiation or due-diligence deadline
- A written summary after every call, readable in the app, and the option to ask her what happened
She shares no confidential document before a mandate and the applicable agreement have been checked.
Decisions that stay with you
- She gives no opinion of value, estimated return or investment analysis.
- She negotiates no condition and comments on no offer received.
- She confirms neither the state of a negotiation nor that a company is a client without verified identity.
- She takes no position on zoning, permitted use or a regulatory constraint: she records the question and passes it on.
- She introduces herself as the receptionist working on your behalf, not as you, and does not solicit a company already represented by another broker.
Ask your receptionist, too
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which prospects are looking for restaurant premises?
She retrieves the stated use, area and decision-makers. She confirms neither zoning nor expected returns.
What else you can hand to her
Beyond the base plan. Each one is added on purpose, separately from the base. None is switched on unless you choose it.
When your customers prefer to write
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Your email inbox
Continue emails about premises requirements and authorized contacts; confidential documents retain their access controls.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Keeping your current software?
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Open interface documented with a key from an authorised account; it validates neither commercial-specific data nor access to a building repository. Scopes and stage coverage remain to be proven.
Per-customer delegated installation, read and write under documented scopes; actual authorisation and document-rights configuration have yet to be tested.
A long cycle starts with a badly qualified call
In commercial brokerage, a caller is a company: a director looking for space, an investor assessing an income property, a representative mandated by a board. A cycle runs in months, several people decide, and yet a first conversation sets everything that follows — or costs three weeks spent rebuilding what nobody asked.
A size request on its own cannot be worked. You need intended use, the location sought, technical constraints — clear height, loading dock, electrical supply, expected zoning, fit-out required — the term wanted and a real deadline. Your receptionist asks those questions and records who inside the company is authorised to commit to what.
She also protects sensitive material. Somebody asking for a financial data package before a mandate and a confidentiality agreement are in place gets a courteous answer and a handover to the broker. Nothing confidential leaves on her initiative, and you decide what is shareable.
In the same section
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Real estateBrokerage and real estate teams
Commercial real estate brokers — your questions
Can she send a data package or financial statements?
No. She records the request, the level of access wanted and the deadline, then passes it on. Release assumes a mandate check and the applicable confidentiality agreement, and that decision is yours.
What does she do when several people decide on the client side?
She records who is speaking, who is authorised to commit the company, and who has to be included going forward. That is what prevents a visit being arranged with somebody whose view carries no weight in the decision.
Can she estimate a return or a value?
No — no value, no return, no investment analysis. She captures declared parameters — asset, area, stated rent or budget, term — and analysis stays with the professionals who sign it.
How does she spot a priority call inside a long cycle?
By dates: the end of a condition, a due-diligence deadline, a document a counterparty is waiting on, a scheduled signing. A deadline closing in fires the alert, even on a file that has run for months.
Do my commercial files get mixed in with residential sales?
No: files moving from consultation to visit and on to mandate are tracked separately, with their own cycle length. Time spent waiting on a document is measured on its own, because that is where commercial work stalls.
Your rules, before the first call
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberCommercial real estate brokers