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AIVIA Systems FAQs

Clear, Honest Answers

Services & Processes

1. What exactly do you build, and what problems do you solve?

AIVIA builds and manages Revenue Recovery Systems for estate agencies. These systems help capture enquiries, respond faster, qualify opportunities, automate follow-up, book appointments, update your CRM and reduce the number of valuable leads that fall outside your sales process.

2. What does onboarding look like, and what do you need from us??

We begin with discovery and system access, map the agreed workflows, configure and test the system, then launch. After launch, we monitor performance closely, fine-tune the workflows and continue optimisation as part of your monthly management.

3. How long does it take to build the Revenue Recovery System?

Once we have the information and system access required, Revenue Capture typically goes live within 7–10 days and Revenue Convert within 10–15 days. Revenue Scale timelines are confirmed after scoping, based on complexity, integrations and number of branches.

4. Can you automate our existing process without changing our tools?

Yes, in most cases. We usually plug into what you already have and make it run smarter; only recommending changes when it genuinely improves results.

Pricing & Scope

5. How do you price projects?

AIVIA uses a one-off implementation fee followed by monthly management. Your implementation covers the design, configuration, testing and launch of your system, while monthly management covers monitoring, maintenance, reporting, optimisation and ongoing support.

6. What’s included in the cost?

Your implementation includes discovery, workflow design, system configuration, agreed integrations within your selected package, testing and launch. The exact workflow and integration scope depends on whether you choose Revenue Capture, Revenue Convert or Revenue Scale. Before launch, we also provide the relevant documentation, team onboarding and operating guidance. After launch, AIVIA continues to monitor, manage and optimise the system as part of your monthly service.

7. What’s not included in the cost?

Telephony, SMS, WhatsApp and certain third-party platform or software usage may be billed separately where applicable. Any expected external costs are identified and confirmed with you before launch. Work materially outside your agreed scope is quoted separately.

Performance & ROI

8. What results should we realistically expect?

The outcomes we typically target include faster enquiry response, fewer missed opportunities, more consistent follow-up, increased appointment booking and less manual administration. Actual results depend on factors including enquiry volume, your existing processes and how your team handles qualified opportunities.

9. How do you measure success?

Before launch, we establish a baseline and agree the KPIs that matter most. Performance is then tracked against those KPIs, with reporting provided according to your system. Revenue Convert and Scale include the Revenue Recovery Dashboard for greater real-time visibility.

10. Do you offer guarantees?

We don’t promise “magic numbers” because results also depend on your offer, traffic, and team. But we do guarantee clear deliverables, thorough testing, and full visibility into performance.

AI Agents & Voice Systems

11. Can the agent handle front-line calls like a real receptionist/sales assistant?

Yes, within clearly defined boundaries. The AI Voice Receptionist can answer calls 24/7, greet callers, capture their intent, provide accurate information based on what you approve, and hand over to your team when needed. With Revenue Capture, it can also book callbacks. Revenue Convert adds enquiry qualification and valuation/viewing booking, while Revenue Scale extends these capabilities across multiple branches with custom routing and workflows.

12. Can the agent book appointments, and update our CRM automatically?

Yes, depending on your Revenue Recovery System. With Revenue Capture + AI Voice Receptionist, the agent can capture the enquiry and book a callback. Revenue Convert adds enquiry qualification, valuation/viewing booking and CRM updates. Revenue Scale includes these capabilities with multi-branch routing and custom integrations and workflows. Automated multi-channel follow-up is included from Revenue Convert upwards.

Integration

13. Which tools do you integrate with?

AIVIA can integrate with many of the CRMs, calendars, messaging platforms and communication tools already used by estate agencies. The number and complexity of integrations included depends on your Revenue Recovery System and is confirmed during discovery.

Support & Maintenance

14. Do you provide ongoing support and maintenance after launch?

Yes. Ongoing support is included with every system. Revenue Capture includes Standard Support, Revenue Convert includes Priority Support and Revenue Scale includes Dedicated Support. The exact support channel and response commitments are confirmed during onboarding.

Security & Ownership

15. Who owns the workflows and assets?

You retain ownership of your data, brand assets, accounts, and any specifically commissioned deliverables that have been fully paid for. AIVIA retains ownership of its pre-existing intellectual property, templates, systems, reusable components, methodologies, and know-how used to build and operate your solution. If your agreement ends, any fully paid commissioned deliverables are transferred or made available to you as agreed, while AIVIA’s underlying proprietary systems and reusable IP remain with AIVIA.

16. Is our data safe?

AIVIA uses security and data-handling controls designed around UK GDPR requirements, including controlled system access, role-based permissions, MFA where supported, encryption, logging and appropriate processor and sub-processor safeguards. We only request the access required to operate your system.