Case StudyRetail Leasing & Investment SalesChicago, IL
How CapRock Real Estate uses AI agents to land meetings with retail property owners for leasing assignments
A Chicago retail brokerage put AI-assisted outreach behind its leasing business. About a month in, it had drawn 20 replies from real prospects, 17 of them openings for a next step.
20
17
13
2
The Challenge
What was actually in the way.
CapRock Real Estate wins leasing assignments by reaching retail property owners directly. That takes a qualified list, a message worth answering, and the persistence to keep sending it.
Done by hand, each of those lands on a principal. Qualifying contacts is slow, most of any list is not a fit, and outreach is the first thing to slip when a live deal needs attention.
The strongest opener in leasing is something specific to the owner's property, and a property-specific brief is slow to build one at a time.
The Solution
What PSV built.
PSV started with the firm's own contacts, screening them against its target profile so that sequences only run against owners worth a conversation.
Outreach runs as a sequence the client edited and approved, sent in the principal's name. Nothing was activated until CapRock signed off on the language.
For the leave-behind, the team emails a property's data exports to its AI employee and a CapRock-branded leasing brief comes back in the same thread, typically in about four minutes. A person at the firm decides when a brief goes to an owner, so the automation makes the document and the relationship stays with the broker.
Replies are collected in a dashboard the firm can read and answer from, sorted by what they are: a referral to the right person, a question, or a prospect ready to talk.
01
Contact screening
The firm's existing contacts are filtered against its target profile, so outreach starts from qualified owners.
02
Approved outbound sequences
Client-edited, client-approved emails sent in the principal's name.
03
Branded leasing briefs
A property-specific brief returned by email in about four minutes.
04
Reply dashboard
Every send and reply in one place, classified by type, with the ability to answer from the same screen.
The Impact
20 prospect replies. 17 follow-up openings.
As of late September 2026, about a month after the first emails went out, the outreach had drawn 20 replies from real prospects.
Seventeen of those opened a next step: 13 referrals to the right contact, 2 prospects interested in meeting, and 2 questions. A referral matters in leasing because the first name on a list is rarely the person who decides.
A leasing brief that takes real time to build by hand now takes about four minutes, so it can be offered to any owner who asks.
Leasing cycles are long and this campaign is weeks old, so it is published with replies and openings, not signed assignments. We would rather show the activity than print a deal number the engagement has not earned yet.
20
Prospect replies
Replies from real people to the leasing outreach as of late September 2026. Auto-responses are not counted.
17
Follow-up openings
Replies that opened a next step: a referral, a question, or interest in meeting.
13
Referrals
Referrals to the person who handles leasing for the property, the most common kind of opening.
2
Meeting interest
Prospects who replied ready to meet. Another 2 replied with questions.
The system behind it
AI Outbound Leasing Engine, built for one firm at a time.
Nothing here is a product with a login. Every build starts from the firm’s own models, templates, and criteria, which is why the output lands in a format the team already trusts.
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