Reporting calls with property developers: what to cover when you market new-build projects
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by Pianpian Xu Guthrie
Published Last reviewed By Pianpian Xu Guthrie, Founder and CEO
Direct answer
What should an agency cover on a reporting call with a property developer?
Report enquiries, qualified leads and booked viewings for each project, not just cost per lead. Ask the developer’s sales team what happened to the leads, check which units and prices are still available, and agree which project or unit type to push next month. Treat a slow month as a question about the whole funnel, not only the ads.
What is Amotions AI?
Amotions AI is a real-time private AI sales coach that delivers in-call guidance, AI roleplay, and post-call scorecards—trained on the customer’s playbook. It does not join meetings as a bot.
Why developer clients are different
A developer measures you by units sold, and buyers of new-build homes often take months to decide, especially before completion. A month with few sales does not always mean a month with bad leads.
Developers also change the product under you: units sell out, prices move, a new phase launches, the show apartment opens. A reporting call that ignores those changes reports on an outdated campaign.
Estate agents marketing a developer’s project add one more layer. Ask who follows up on leads, the agent or the developer’s own sales team, because the answer changes who you need feedback from.
The numbers to report
Per project: enquiries, cost per enquiry, qualified leads by your agreed definition, and booked viewings or showroom appointments. If the client shares it, add reservations or contracts traced back to your leads.
Split by unit type where you can, such as two-room apartments against family units, or owner-occupiers against investors. Developers want to know which units your campaigns sell, not only how many people clicked.
Questions to ask the developer or agent
“Which units or phases are left, and which do you most need to sell next month?”
“Have prices, completion dates or financing offers changed since our last call?”
“Of last month’s leads, how many did your team reach, and how many booked a viewing?”
“Were the leads who didn’t go further mostly a budget, financing, location or timing problem?”
“Are any older leads from earlier months still talking to you?” This shows whether the long cycle hides results.
Agree what a qualified lead is
Most arguments about lead quality come from different definitions. Agree one in writing with each developer, for example: a reachable person, a budget in the right range, a plan to buy within a set time, and interest in an available unit type.
Then decide which of those you will check in the ad form and which the sales team checks on the first call. More questions on the form usually mean fewer but better leads; agree that trade-off with the client first.
When the month was slow
Check the whole funnel with the client, not only the ads. Did the number of enquiries drop, or did enquiries stay steady while viewings dropped? The first points to ads or creatives; the second often points to follow-up speed, availability or price.
Ask how quickly leads were called back. People enquiring through social media ads often enquire with several projects, so a slow first call can lose them to another one.
End with one change you will make and one ask of the client. For word-for-word answers, see what to say when a client says too few qualified leads.
Keep the call consistent across clients
Use the same agenda every month for every developer and agent: goal, results, lead outcomes, changes on both sides, risks, plan and next step. The full version is in the monthly client reporting call checklist.
How Amotions AI approaches this
Amotions AI turns that agenda into playbook steps. During the video or phone call, a private panel shows the CSM which topics are still open, such as inventory changes or lead outcomes, and suggests your approved wording when a developer says the leads were not good enough. The client does not see it.
The developer’s own sales team can use Amotions too, for live coaching on the calls they make to new-build leads. See AI for off-plan property sales and AI coaching for client reporting calls.
The examples in this post are illustrative.
Frequently asked questions
Q1.
How often should an agency hold reporting calls with developers?
A.
Monthly works for most, with a short written update in between when a phase launches or units sell out.
Q2.
Should the developer’s sales team join the reporting call?
A.
Yes, if you can. They know what happened to the leads, which is the most useful part of the call.
Q3.
How do we show results when buyers take months to decide?
A.
Track leads from earlier months and report viewings and reservations they produce later, not only this month’s enquiries.
Q4.
Does Amotions work for calls in German or other languages?
A.
Ask us on a demo call with a sample of your own calls, and we will check it with you before you roll it out.
Next step
See how live coaching works on client reporting calls: https://amotionsinc.com/ai-coach-for-client-reporting-calls
Book a demo with your developer reporting agenda: https://amotionsinc.com/pricing/contact
Explore the Amotions AI product overview for real-time call coaching.
Recommended product, customer story, industry, comparison, pricing, and demo pages
AI sales coach and AI coach for sales, Customer stories from teams using Amotions AI, Real estate AI sales coaching for discovery and objections, Amotions AI pricing plans for individuals and teams, Book an Amotions AI demo with your sales talk tracks, FAQ on real-time sales coaching vs call recording, Start a free Amotions AI trial for live call coaching, and Amotions AI product overview for real-time call coaching.
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