A team of AI agents that runs your back office, built around your one best person.
Some jobs are not a tool problem. They are a staffing problem: someone has to answer the lead in five minutes, chase the documents, schedule the vendors and keep every client updated in your voice. The Team Factory builds that team out of AI agents, wired into your CRM and workflows, supervised by the one great person you already have. We started with real estate teams doing 50 to 200 transactions a year; the same factory adapts to any service business with a repeatable back office.
- 4
- agent roles designed and ready: concierge, listing, transaction, marketing
- 3 weeks
- from first call to a working back office
- 50–200
- transactions a year: the team size it was built for
What you get
Outcomes, not features
New leads answered within five minutes by call, text or email, qualified, booked and nurtured — around the clock.
Listings taken from signed agreement to live on market: photography, vendors, MLS prep, sign and lockbox logistics, open houses.
Every transaction tracked contract-to-close with document chase, vendor coordination and daily client updates in your voice.
An always-on marketing director keeping your brand present across listings, social and past-client nurture.
Three weeks from a quiet conversation to a working back office, with your best person supervising instead of drowning.
Is this for you?
Who this is for
This is for teams that are already paying for a back office — or losing deals because nobody answered the lead. The choice is between hiring the next coordinator and building a team of agents your best person supervises.
A good fit when
- You do roughly 50–200 transactions a year, or run a service business with a comparable back-office load.
- You spend $10K a month or more on admin roles, or you are about to hire the next one.
- Leads come in faster than anyone can answer them, and you know what that costs you.
- You have one great person who can supervise instead of doing, and a CRM the agents can work in.
Not yet, if
- You are a solo agent doing a handful of deals a year. A single tool may be enough for now.
- There is no CRM or system of record, and no appetite to adopt one. The agents need somewhere to work.
- You want a chatbot on the website and nothing more. That is a widget, not a team.
Not sure which side you are on? That is what the discovery call is for.
What you are choosing between
Your alternative is hiring humans at full rate, maybe augmented by AI — or a system that is already proving itself and works while you sleep.
| Option | What you get | What it costs |
|---|---|---|
| Hire the roles | An ISA, a listing coordinator, a transaction coordinator, a marketing coordinator. Business hours, turnover, training, management. | ~$10–18K a month for 2–4 roles |
| Off-the-shelf AI tools | A chatbot here, an auto-responder there. Generic, unconnected, and you configure all of it yourself. | Subscriptions that add up, plus your weekends |
| Team Factory | Agents built around your CRM, workflows and voice, answering leads in under five minutes at 3 am, supervised by your one best person. | Custom, scoped to the roles you replace; month-to-month support |
Source: Role costs: typical fully-loaded monthly costs for real estate teams doing 50–200 transactions a year, from our Pearl Street Co. engagements.
Results so far
Built from real team economics
- < 5 min
- lead response, every hour of every day
- 4
- agent roles ready: concierge, listing, transaction, marketing
- 3 weeks
- from first call to a working back office
- $10–18K
- a month in admin roles the full team replaces
- 1
- person on your side supervising instead of doing
- 60 days
- of weekly check-ins, then monthly
The role costs are what teams doing 50–200 transactions a year actually pay for an ISA, a listing coordinator, a transaction coordinator and a marketing coordinator. Your savings depend on which roles you replace and what you pay today.
Role costs from our Pearl Street Co. work with real estate teams; speed-to-lead figures from published industry research (below).
Against industry benchmarks
Our numbers next to the published averages
Same engine, different bottlenecks — each one found in weeks because every result is tracked to the funnel, not the click.
Lead response vs. the industry
| Metric | Ours | Benchmark |
|---|---|---|
| Time to first response | Under 5 minutes, 24/7 | 917 minutes (15+ hours) average |
| Leads that get a reply at all | 100% — every lead, every channel | 41% of top brokerages never responded |
| Reply inside the 5-minute window | Every time | 9% of brokerages |
78% of buyers work with the first agent who responds, and a reply inside five minutes is 21 times more likely to qualify the lead than one at thirty. Speed is not a nice-to-have; it is the funnel.
Source: Industry speed-to-lead research compiled 2026 (average agent response 917 minutes; study of 74 top brokerages: 41% no response, 9% within 5 minutes; 78% first-responder win rate; 21× qualification lift at 5 vs 30 minutes).
Cost of the back office
| Metric | Ours | Benchmark |
|---|---|---|
| Lead concierge / ISA | Included | ~$6,500 / month |
| Listing coordinator | Included | ~$4,000 / month |
| Transaction coordinator | Included | ~$5,000 / month |
| Marketing coordinator | Included | ~$3,500 / month |
Two to four roles at $10–18K a month, replaced by a team your one best person supervises. The math is on the Pearl Street Co. page.
Source: Typical fully-loaded monthly costs for teams doing 50–200 transactions a year, from our Pearl Street Co. engagements.
How it runs
The loop, step by step
This is the actual pipeline we run for ourselves, not a diagram. A human approves at the points that matter; the machine does the rest.
Built as Pearl Street Co., our managed AI executive team for top real estate teams. The full breakdown, the math and the individual roles are on that page.
- 01
Listen
Twenty minutes on a call. We map the role costing you the most time or money and tell you in the first ten minutes whether this is a fit.
- 02
Map
We document the workflows, hand-offs and tone of voice that role has to carry, and which decisions stay human.
- 03
Build
White-glove setup. Your CRM, your transaction workflows, your voice — encoded into agents you sign off on piece by piece before they go live.
- 04
Supervise
Your one best person oversees the team from day one. Every agent action is visible, reversible and escalates when unsure.
- 05
Run
We monitor, refine and stay on a shared Slack channel. Weekly check-ins for the first 60 days, monthly after that.
Once it's running
A day in the life
Your one best person supervises. The agents do the work and escalate when unsure.
| When | What happens |
|---|---|
| 6:40 am | A new web lead comes in; the concierge calls, texts and emails within five minutes, qualifies, books the appointment |
| 8:00 am | The transaction coordinator posts today's milestones and chases the two documents that are late |
| 9:30 am | A signed listing agreement arrives; photography, vendors, MLS prep and sign logistics are scheduled |
| Midday | Every active client gets a status update, in your voice, only if something changed |
| Afternoon | The marketing director drafts the listing launch and this week's social posts for your approval |
| Evening | Cold pipeline gets its scheduled nurture touch; anything that replied is flagged for the morning |
| Weekly | A check-in with us: what escalated, what to tune, what to add |
Compare
Why this, and not an agency or a hire
| Hiring the roles | Off-the-shelf AI tools | Team Factory | |
|---|---|---|---|
| Time to working | 2–3 months per hire | Weeks of setup you do yourself | 3 weeks, we do it |
| Lead response | Business hours, when free | Chatbot on the website only | Call, text and email, under 5 minutes, always |
| Knows your process | After training | Generic | Your CRM, workflows and voice encoded |
| Escalation | To you, eventually | Nowhere | To your supervisor, with context |
| Your time | Managing people | Configuring software | Supervising; weekly check-ins |
| Cost | $10–18K a month for 2–4 roles | Subscriptions that add up | Custom, scoped to the roles you replace |
| Yours after a year | People who may leave | Subscriptions | The team, the playbooks, the data |
Guardrails
You stay in control
Sign-off before go-live
Every agent is switched on only after you have signed off on how it behaves, piece by piece.
Human escalation
Uncertain, sensitive or high-stakes moments route to your supervisor with full context.
Your voice, your rules
Tone, phrases, promises never to make — encoded and enforced, not suggested.
Visible and reversible
Every action is logged in your CRM. Anything can be paused or rolled back.
Compliance-aware
Fair-housing and licensing rules are built into what the agents will and will not say.
Cancel anytime
The support engagement is month to month. The team keeps running if you stop.
Timeline
From conversation to back office
Start with the role costing you the most. Add the next one once the first is earning its keep.
Typical, not fixed. Three weeks is typical for one role on a CRM we have connected before. Each additional role, an unfamiliar CRM, or a process that only lives in someone's head adds time — usually a week or two per role. Integration by integration, we set the calendar together on the first call.
- Day 0
01 · Listen
Twenty minutes on a call. The role to replace first, mapped; a plain answer on whether this is a fit.
You
One call
- 1–3 weeks, per role
02 · Build
CRM connected; workflows, hand-offs and voice encoded; each agent demonstrated and signed off before it goes live.
You
Sign off on each piece
- Go-live
03 · Run
Agents live; a shared Slack channel with us; supervisor trained; weekly check-ins for the first 60 days.
You
Supervise
- Day 60+
04 · Extend
Monthly check-ins; the next role added when you are ready. The team, playbooks and data are yours.
You
Decide what's next
Proof
Built on our own products
We don't sell a factory we haven't run. Every one of these grows something in our own portfolio first.
Said plainly
Built for real estate teams first, because that is where we have run it. Other service businesses with a repeatable back office fit the same factory, but the first weeks will include mapping a process we have not automated before.
What you'll need
- A CRM or system of record we can connect to (most real estate and service-business CRMs qualify)
- One person on your side who will supervise the agents and own escalations
- Your current process, even if it lives in someone's head — we will map it with you
- Your voice: past emails and texts we can learn your tone from
Don't have all of it? That's normal. Most of the list gets set up during the build.
How we work
How an engagement works
Custom pricing, scoped on a discovery call. You own what we build. Optional support retainer after launch.
- 01
Discovery call
Thirty minutes. You describe the job the factory has to do; we tell you honestly whether one of ours fits, needs adapting, or should be built from scratch.
- 02
Scope
A written scope with the systems we connect to, the approvals you keep, and a fixed quote. Custom pricing — every factory is built to spec.
- 03
Build
We build on the same stack and playbooks that run our own products, in your accounts, with you signing off on each piece before it goes live.
- 04
You own it
The code, the accounts, the data and the prompts are yours at handoff. No platform lock-in, no subscription to us to keep the lights on.
- 05
Support (optional)
A monthly support and tuning retainer once launched — monitoring, model upgrades, new angles — for as long as it earns its keep. Cancel anytime.
Want a Team Factory of your own?
Thirty minutes to find out whether it fits, what it connects to, and what it takes to build.