Real Estate and Property Management · Lisbon, Portugal
LarViva Imobiliária got 36 hours a week back in 7 days
A residential real estate agency and rentals desk based in central Lisbon, serving local families, international buyers and property investors. The team of 11 was spending too much time on repetitive admin and struggled to keep rental enquiries moving quickly enough. They wanted clear AI guidance that fit their existing Microsoft tools without disrupting client relationships.
A Tuesday morning at LarViva’s office off Avenida da Liberdade. Three agents are on calls with buyers, while another stands at the window pointing out a neighbourhood to a landlord on speakerphone. Post-it notes and property flyers cover a central table.
The business
Helping Lisbon families buy, sell and rent homes since 2008.
- Customers
- Local Portuguese families, expats moving to Lisbon, foreign investors and landlords with rental properties in the greater Lisbon area.
- Team
- 11 people
- Location
- Lisbon, Portugal
Tools before we started
What they sell, share of revenue
The team
11 people, and what their AI now does for them
The questionnaire
What Rita Marques told us before we started
Rita Marques, Managing Director, filled in the same questionnaire you can fill in today.
Reading and responding to rental enquiries that come from multiple portals and WhatsApp, then copying data into our CRM and Excel sheets.
Cut the admin work around every rental and sale so we can handle 20 percent more properties with the same team, without losing the personal touch.
Making client communication feel robotic · Agents relying on AI without understanding the property · Data privacy when letting AI read client emails
Keep human
- Building trust with clients face-to-face
- Negotiating deals
- Evaluating a property's real potential
Take it off our plate
- Rewriting the same boilerplate emails
- Manually updating listings on Idealista
- Comparing landlord documents against new regulations
- Chasing missing paperwork from tenants
Our advice
Microsoft 365 Copilot, and the three things to automate first
Your team already runs on Microsoft 365, so Copilot adds AI directly inside Outlook, Teams, Word and Excel without switching tools. It pulls from your existing emails, files and chats to automate the busywork around listings, enquiries and reports, which is exactly where you spend too much time.
Your tools today
We advise
Microsoft 365 CopilotFit 10/10Set up for 11 people, connected to your toolsAI takes over
- Rental enquiry to first reply and CRM log
- Weekly agent activity report from Teams notes
- Maintenance quote brief from photos and messages
- Commission invoice draft from Excel deal tracker
Stays human, AI only supports
How each platform fit this business
What we advised to automate first
- Drafting rental enquiry replies and offer letters
- Creating comparison spreadsheets from landlord documents
- Summarising Teams viewing notes into agent to-do lists
Their 7 days
One Zoom session a day, from kick-off to AI-ready
- Day1
AI Readiness and Platform Setup
Managing Director, Office AdminIn a Zoom meeting, we activated Microsoft 365 Copilot for the whole team, set governance rules and explained how data stays private. Rita joined on Zoom to approve permissions.
- Day2
Mapping the Busywork
Full team (11 people, rotated in small groups)In a Zoom session, we listed every repetitive task the team hated, grouped them by role and picked the top 10 to automate. Sales and rental agents walked us through a typical enquiry on the call.
- Day3
Writing the First Automations
Sales Agents, Rental Agents, MarketingIn a Zoom meeting, we built Copilot prompts for property descriptions, offer letters and enquiry replies. Agents tested them with live cases on the call and gave feedback on tone.
- Day4
Spreadsheets and Data Work
Accounts, Property Manager, Rental AgentIn a Zoom session, we showed Accounts and Property Manager how to create templates that auto-fill from emails and teams chats, then built a live comparison sheet for a new landlord.
- Day5
CRM and Follow-Up Flows
Office Admin, Sales Agents, Viewings & Key HolderIn a Zoom meeting, we linked Copilot outputs to eGO CRM via quick-capture steps, and created a follow-up checklist that prompts agents at the right time. Admin tested the full loop on the call.
- Day6
Personal AI Setups and Training
Full team (one-on-one Zoom slots)In one-on-one Zoom calls with screen sharing, each team member set up their own Copilot custom instructions and quick-access prompts. We recorded their screens to build the custom video library.
- Day7
Live Training and Wrap-Up
Full team, consultantWe ran a one-hour live training on Zoom with the whole team, demonstrated all automations, answered questions and agreed what goes into the retainer.
At the client's workplace during the AI training session on Zoom, the consultant appears on a screen and shows Ana (sales) and Tiago (rentals) how to turn a WhatsApp voice note into a structured offer email. A laptop is open to Teams, and the team's screen shows the Copilot prompt.
Training
A live Zoom session, 5 custom videos and a plan per person
Live training on Zoom
We walked the entire team through the three main automations live on Zoom, from enquiry to signed contract, and ran a Q&A on how to keep the tone warm and human.
Custom training videos
- ▶ Turning a WhatsApp message into a client offer letter8 min
- ▶ Building a landlord comparison sheet from emailed documents11 min
- ▶ Generating weekly team summaries from Teams chats7 min
- ▶ Creating a property listing from a one-line description6 min
- ▶ Setting up maintenance task briefs from photos9 min
Online training plan, per role
- Managing Director
- Using Copilot in Teams to manage leadership workflows
- Sales Agent
- Property description drafting and email follow-up with Copilot
- Rental Agent
- Quick client updates and viewing summaries with AI
- Property Manager
- Streamlining maintenance reporting and quotes
- Marketing & Communications
- AI-assisted content creation from property data
- Viewings & Key Holder
- Hands-free viewing notes and scheduling
- Client Care / Office Admin
- Email triage and CRM logging shortcuts
- Accounts
- Financial summaries and payments tracking
Automations built
4 automations that now run every day
Rental enquiry to first reply and CRM log
4hper weekWeekly agent activity report from Teams notes
3hper weekMaintenance quote brief from photos and messages
3hper weekCommission invoice draft from Excel deal tracker
3hper weekThe result
36 hours a week back, worth $66,200 a year
23 hours come from everyone using their own AI every day, 13 from the automations. The team now starts every new enquiry inside Copilot, cutting first-response time from 45 minutes to under 5. Rental agents handle 30 percent more enquiries without extra hires, and the Monday meeting is down to 20 minutes because the report already landed in Rita's inbox.
Where the hours come from, per week
Paid back in week 6
At $40 an hour, the time saved earns back the $7,700 in 6 weeks. Every week after that is profit.
back per year
value per year
Retainer: monthly. The monthly retainer keeps the automated templates updated with regulation changes, adds new Copilot prompts as the rental portfolio grows, and refreshes the training videos when Microsoft releases major updates.
I was worried my team would sound like robots, but the system we built actually sounds more personal because it remembers details I forget. We now answer a rental enquiry before lunch that would have sat until Tuesday. It just works with Outlook and Teams like we always did.
Your business, AI-ready in 7 days.
Answer the questionnaire and get a free first plan, written for your team and your tools.