Pilot Light
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For real estate agents

Pilot Light

by Hire the Robots · Sydney, Australia

Every past client kept close. Without the hours of follow-up.

Each morning you know who to call and why. Your notes are already written, in your voice, with real local sales. You approve them, and they go from your own mobile and inbox.

Powered by AI · Managed by humans

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Pilot Light mobile Today screen: 3 priority calls with reasons and 25 personal notes ready to approve
A homeowner's personal market update page showing comparable street sales and a button to request an updated price

1 · The problem

Nobody has time to keep in touch with everyone.

You have hundreds or thousands of past buyers, sellers and appraisals in your CRM. Calling, texting and updating them all with local sales takes hours every week, so most of that database quietly goes cold.

1 in 10 past clients could sell in any given year (~9.9 yr Sydney hold period · Cotality 2025)

2 · What Pilot Light does

The follow-up, done for you before 7am.

Every night it watches your database and the local market. By 7am it gives you the 3 to 5 people worth calling today (and why) plus a batch of personal notes written in your voice, ready to approve in one tap.

7:00am your calls and notes are ready on your phone before your first coffee

3 · What you get back

Time, relationships and listings won.

Hours of manual follow-up come off your plate. Every homeowner hears from you with useful local updates from your own mobile number, and you are the agent they already spoke to when they decide to sell.

A$23.8k commission on one extra sale at Sydney's A$1.19M median house price (at 2% fee)

01 · The Problem

The next listing is already in your CRM. Staying in front of everyone is the hard part.

Homeowners want to stick with an agent they already know, and most sellers only speak to the first agent they call. The catch is that keeping hundreds of past clients warm takes more hours than a busy agent has in the week.

What staying in touch usually looks like

  • Hours of manual digging Scrolling through hundreds of contacts after hours trying to work out who hasn't heard from you and what to say to them.
  • Nearby sales go unmentioned A house sells down the street from a past buyer or appraisal, and nobody has the time to personally message the 30 owners around it.
  • Generic bulk blasts get tuned out Automated newsletter templates look like marketing. Homeowners spot them straight away, ignore them or unsubscribe.
  • Silent sellers list elsewhere By the time a past client pops up on realestate.com.au with a competitor's signboard out the front, it is already too late.
64% of Australians say they would prefer one agency for all their property needs, for life. MRI Software & YouGov, 2022 · 1,032 Australians
81%* of home sellers contacted only one agent before choosing who to list their home with. *US data · NAR Profile of Home Buyers and Sellers
66%* of sellers found their agent through a referral or used an agent they had worked with before. *US data · NAR Profile of Home Buyers and Sellers
-26.5% Sydney home sales in the 3 months to September 2026 vs a year earlier, making every listing in your database count. Cotality (formerly CoreLogic), Oct 2026
A$23,800 One extra listing from your database
One extra sale a year from a homeowner already in your CRM represents roughly A$23,800 in commission at Sydney's median house price of A$1.19M and a 2% fee. That listing comes from the past buyer or appraisal who didn't call a second agent because you stayed in touch with useful local sales. Source: NSW Valuer General settled sales (12 months to 15 Oct 2026) · Cotality Pain & Gain report (Sydney median house hold period: 9.9 years).

02 · How It Works

Ten minutes before your first appointment. The rest of your day is yours.

You don't need another complex dashboard to manage. Pilot Light fits into the way a working agent already starts the morning.

  1. 7:00am

    A morning text on your phone

    Before your first coffee, Pilot Light sends you a single summary link for the day ahead.

    "Good morning. 3 calls and 25 messages ready."
  2. Step 1

    Make the 3 to 5 calls that matter

    Each call comes with a plain-English reason why today is the day to ring, their property history and a one-line prompt. Log the outcome by voice in seconds.

  3. Step 2

    Approve your personal notes

    Texts and emails are already drafted in your voice, referencing real local sales or milestones. Edit any word, skip anyone, or approve the batch in one tap.

  4. Step 3

    Sent from your own mobile & inbox

    Approved texts go out through a lightweight companion app on your phone; emails go from your inbox. When clients reply, it lands straight on your phone.

  5. Step 4

    See what it brings in

    Every reply, appraisal booked, listing won and dollar of commission is traced back to the exact follow-up that started the conversation.

Set up once (with us alongside you)

  • 1Connect your CRM: Rex, VaultRE, Agentbox, InspectRealEstate or a clean CSV export.
  • 2Learn how you write: We tune Pilot Light on your real past messages so every draft sounds like you, never like a template.
  • 3Pair your phone & inbox: Messages come from the number and email address your clients already have saved.

Then it runs itself every night

  • AWatches the local market overnight: Matches new sales, price changes, anniversaries and buyer activity against your contacts.
  • BPrepares your 7am list: Prioritises the few calls worth making and drafts the day's personal notes before you wake up.
  • CKeeps your records tidy: Every approved message, call note and trail step is logged automatically.

03 · Inside Pilot Light

Every screen is built around what an agent actually does between 7am and 9am.

Built hand-in-hand with its first sales team in Sydney. Here is what you and your homeowners actually see.

Sample office shown below with demo names and numbers; property sales come from the official record.

Screen 01 · Your 7am Today View

Open one screen. See who to call, why today, and approve your notes.

No digging through filters or building lists. Your morning is already sorted into priority calls and ready-to-send batches.

Pilot Light desktop Today screen showing priority calls with reasons and batches of drafted client notes
  • 1 · Calls with a clear reason Shows who to ring, their property, why they are on your list today (such as a nearby sale or a 5-year anniversary), and a one-line talking point.
  • 2 · Notes approved in batches Personal messages are grouped by why they are going out: nearby street sales, homeowner check-ins, anniversary notes and buyer matches.
  • 3 · Ask by voice or chat Tap the microphone after a call to dictate what happened, or ask Pilot Light a question about any contact in plain English.
  • 4 · Settlements & new leads Key settlement milestones are tracked to the day, and new portal enquiries have personal replies waiting for your approval.

Screen 02 · Seller Radar & Trails

Spot likely sellers early, and keep every contact on the right follow-up path.

Every recommendation shows the plain-English facts behind it, never a mysterious black-box score.

Seller Radar

Know which homeowners are warming up

Ranks the owners in your database most likely to sell in the next 6 to 12 months, and spells out the exact signals behind every contact.

Seller Radar screen showing ranked homeowners and plain-English reasons like tenure, nearby sales and past appraisals
Tenure: 9+ years Recent sale on street Past appraisal 14m ago Viewed market page twice

Trails · Multi-step sequences

No contact ever falls through the cracks

Every person sits on a sensible follow-up trail matched to where they are. When someone replies or books an appraisal, Pilot Light moves them automatically.

Pilot Light Trails screen showing contacts across New Buyer, Recent Appraisal, Past Seller, Long-Term Homeowner and Landlord trails
New Buyer Recent Appraisal Past Seller Long-Term Owner Landlord

Screen 03 · Just Sold & Personal Market Pages

Turn every local sale into warm conversations with nearby homeowners.

When a property sells in your patch, Pilot Light finds the nearby owners in your database and builds each of them a personal local update.

Pilot Light Just Sold screen matching a recent local sale to nearby homeowners in the database with personal notes
  • Automatic neighbour matching Finds every homeowner and past appraisal in your CRM on the same street or pocket and drafts a personal note mentioning the sale.
  • A personal market page for every owner Each note includes a link to that homeowner's own mobile market page showing comparable sales around their address and a one-tap button to ask you for an updated price.
Homeowner's personal page
Mobile view of the homeowner's personal market update page with comparable street sales and appraisal button

When an owner taps "Ask for an updated price", you get an instant alert and they move to the top of your call list.

Screen 04 · Receipts & Attribution

Results traced all the way to appraisals, listings and commission.

Principals and agents don't want vanity open rates. Pilot Light shows the exact conversations that turned into appraisals and signed agency agreements.

Pilot Light Results screen showing appraisals booked, listings won, and commission traced back to specific follow-up touches
  • Full deal timeline See the whole chain on every win: the morning note or call that restarted the conversation, the homeowner's reply, the appraisal date and the signed listing.
  • Team & office visibility Principals can see database coverage, consistency and pipeline generated across the whole sales team at a glance.

04 · Everything Included

Everything that keeps your database working for you.

Six jobs handled in one place, so you don't have to stitch together separate diallers, bulk email tools and spreadsheets.

  • Keep in touch

    Personal notes, in your voice

    Texts and emails drafted the way you actually write, referencing each client's property, history and local sales. Nothing goes out until you tap approve.

  • Know who to call

    Seller Radar & morning call list

    Every homeowner scored by tenure, nearby sales, past appraisals and engagement, so your 3 to 5 daily calls go to the people most likely to make a move.

  • Win from every sale

    Just Sold notes & personal market pages

    Turn every sale in your patch into warm conversations with nearby owners, each with their own live mobile market page and one-tap appraisal request.

  • Look after buyers & sellers

    Buyer matching, vendor updates & settlements

    Match new listings to active buyers in your database, keep vendors updated and track every settlement milestone and anniversary to the day.

  • Answer new leads

    Fast portal replies & open-home follow-up

    Draft timely, personal replies to realestate.com.au and Domain enquiries and open-home attendees while the enquiry is still warm.

  • Your assistant on call

    Ask by voice or chat, any time

    Dictate a quick voice note in the car after an inspection or ask Pilot Light to pull up a client's history and schedule the next touch.

05 · Built Around Trust

Why agents choose Pilot Light, and how you stay in complete control.

Your reputation is your business. Pilot Light never pretends to be a robot calling your clients, and never sends a single word you haven't approved.

Why agents choose it

Designed for relationship-driven agents who hate generic automation.

  • From your own mobile numberTexts go from the number already saved in your client's phone, not a shared 0480 broadcast number or anonymous shortcode.
  • Sounds like you, not a templateTuned on your real sent messages so the phrasing, warmth and sign-off match how you actually speak to clients.
  • Plain reasons, not black-box scoresEvery call and note shows the exact property fact, sale or milestone behind it so you always know why you are reaching out.
  • Ten minutes on your phoneNo workflows to build or complex rules to maintain. Open your morning link, tap approve and get on with your day.
  • Two humans in Sydney looking after itWe set it up with you, tune it with your team and are a phone call away whenever you want something adjusted.

You stay in control

Strict guardrails for your database, your clients and Australian compliance.

  • Your approval on every messageNothing is ever sent automatically without your thumbs-up. Edit any draft, snooze a contact or skip anyone in one tap.
  • Sensible daily pacing & send capsMessages are paced naturally through the day and respect quiet hours and contact frequency limits.
  • Opt-outs honoured automaticallyBuilt for Australian Spam Act compliance: any stop or opt-out reply is respected immediately across every trail.
  • Hosted in Sydney · Your data stays yoursAll client data is hosted in Sydney (AWS ap-southeast-2), never shared across offices and never used to train public models.
  • Works alongside your existing CRMNo need to rip and replace Rex, VaultRE or Agentbox. Pilot Light sits on top and keeps your records in sync.

06 · Against the Market

One morning workflow instead of four separate subscriptions.

Most tools in Australian real estate do one slice of the job: a propensity score, a bulk newsletter, a portal bot or a voice dialler. Pilot Light brings the daily follow-up, local sales pages and personal mobile outreach together in one place.

Capability Pilot Light11 / 11 included Rex AICRM add-on NurtureCloudPropensity PropicPortal AI RiTASMS bot Voqo AIVoice bot workmylistCall list RealtairPitch & sign ActivePipeBulk email
7am daily call & message list ✓ - ✓ - ✓ - ✓ - -
Seller Radar with plain-English reasons ✓ ~ ~ ~ ~ ~ ~ - -
1-to-1 notes written in your voice ✓ ~ - - ~ - - - -
Sent from the agent's own mobile number ✓ - - - - - ~ - -
Human approval before anything is sent ✓ ✓ ~ - ~ - ✓ ~ ~
Personal market page for each homeowner ✓ - ~ - - - - ~ ~
Multi-step follow-up trails by client type ✓ ~ - - ~ - ~ - ~
Just Sold neighbour matching & outreach ✓ - ~ - ~ ~ - ~ ~
Buyer matching & settlement milestones ✓ ~ ~ ~ - - - - -
Voice-note logging & plain-English Ask ✓ ~ - - - - ~ - -
Commission attribution back to the touch ✓ - ~ - - - - - -
✓ Included out of the box ~ Partial / manual / template-only – Not offered
Based on published product documentation & public feature sets (Oct 2026).

Coming next to Pilot Light

Included automatically for every client
Role-based team views

Dedicated views for Principals, Lead Agents, Associates/EBUs and Sales Admin so everyone sees their own queue.

Morning brief in the car

Listen to your 3 daily call briefs and dictate replies hands-free while driving between morning appointments.

Vendor report packs

One-tap weekly vendor campaign summaries pulling buyer enquiries, inspection feedback and comparable changes.

Deeper two-way CRM sync

Expanded real-time write-back of call outcomes, tasks and appraisal notes across major Australian real estate CRMs.

07 · Getting Started

Live in your office in under a week. We do the heavy lifting.

You don't hand your staff a login and wish them luck. We connect your database, tune your voice and sit with your agents through their first mornings.

  1. Step 01

    20-minute walkthrough

    We show you Pilot Light running live and map out how your team currently handles database follow-up.

  2. Step 02

    Connect your CRM

    We import and clean your contacts, property links and past appraisal history with zero disruption to your office.

  3. Step 03

    Tune each agent's voice

    We calibrate Pilot Light on how each agent actually writes so drafts sound natural from day one.

  4. Step 04

    First 7am morning run

    We walk through the first morning's calls and message batches together and pair each agent's phone.

  5. Step 05

    Ongoing tuning & support

    We review your results with you, refine trails and add new capabilities as your team uses it.

How it works commercially

  • ✓Simple monthly subscription: Tailored to the size of your sales team or office, with onboarding and voice tuning included.
  • ✓No lock-in contracts: Pilot Light stays in your office because it books appraisals and wins listings, not because of a multi-year contract.
  • ✓One extra listing pays for the year: At Sydney's median price, a single extra sale from your database covers the system many times over.

What we need from you to start

  • 1Read access or an export from your CRM (we handle the cleaning and matching).
  • 2A handful of real past texts and emails from each agent so we can match their tone.
  • 3Ten minutes each morning from your agents to make their priority calls and tap approve.

Who you're working with

Two humans in Sydney. And a lot of robots.

When you work with Hire the Robots, you deal directly with the people who built Pilot Light.

  • Lukas Dulka

    Lukas Dulka

    CEO & Founder · Product & Engineering

    Twenty years in technology and AI. Builds and runs Pilot Light and the robots behind it, right here in Sydney.

    lukas@hiretherobots.com
    0434 261 391
  • Ron Rosales

    Ron Rosales

    COO · Implementations & Sales

    Twenty years in sales, operations and customer delivery. Works directly with your principals and agents to get Pilot Light humming in your office.

    ron@hiretherobots.com
  • Jarvis, our lead robot

    Jarvis

    Lead Robot · Night Shift

    Watches the market overnight, scores every homeowner, drafts the morning notes and never forgets a settlement anniversary. Still not allowed to hit send.

    On shift 24/7 in Sydney
Jarvis walking in with two steaming coffees, offering you one

08 · See It Live

See Pilot Light on your own patch over a coffee.

Give us 20 minutes. We'll walk you through a live morning inside Pilot Light, show you the homeowner market page for a street in your patch, and answer every question straight.

When suits?

Replies come from Ron or Lukas personally, never a bot.

Prefer to reach out directly? Email ron@hiretherobots.com or lukas@hiretherobots.com, or call Lukas on 0434 261 391.