4 Top-Rated Renewal & Retention Calls for Commercial Real Estate Brokerages

Commercial real estate brokerages live and die by renewals. A single lease renewal can be worth more than a dozen new prospect conversations, and the math is unforgiving: Bain & Company has long reported that a 5% increase in retention can lift profits by 25% to 95%. Yet most brokerages treat renewal outreach as an afterthought, squeezed between showings and cold calls. The result is predictable. Tenants drift, leases lapse, and the commission you counted on walks out the door. The fix isn't more hustle. It's a structured calling process that reaches tenants 30 to 60 days before their renewal date, confirms intent, surfaces objections early, and routes hot conversations to your brokers while there's still time to act. The four platforms below each bring something different to that job. Some are full software suites you operate yourself. One is a done-for-you managed service that runs the calls for you. We ranked them on how well they handle the specific rhythm of commercial renewal and retention calls, from list discipline to outcome reporting.

#1 My AI Call Center — Calling starts at 9¢ per connected minute, tiered by volume. Most campaigns add a one-time setup fee and a flat monthly management fee, quoted before launch. First campaign review is free.

My AI Call Center is the only option on this list that runs your renewal calls for you. It's a done-for-you managed outbound calling service from AIQ Labs, a Halifax-based company with a U.S. operating base in Austin, Texas. You don't buy software and figure out the dialer. You buy a campaign with one clear goal, and their team runs it against approved, permissioned, or reviewed contact lists only. That distinction matters for commercial real estate, where your tenant list is a relationship asset, not a cold-calling pool. Before any campaign launches, they check list source and consent records. If the list won't support the campaign, they tell you plainly before you spend anything. The renewal and retention campaign is built for the exact window that matters: 30 to 60 days before the renewal date. Calls confirm intent, qualify interest, surface concerns, and route hot leads to your brokers live or into your CRM. You approve the script, disclosure, opt-out handling, and escalation path before a single call goes out. Nothing launches until you sign off. After launch, you get a named outcome report with disposition codes (confirmed, qualified, renewed, opted out, no answer), per-call notes, and follow-up requests routed back to your team. The deliverables are concrete: a dispositioned contact list, outcome counts, a completion report, and opt-out and DNC logs. Pricing starts at 9¢ per connected minute, tiered by volume, with the rate locked before launch. Most campaigns add a one-time setup fee and a flat monthly management fee, both quoted upfront. There are no per-seat charges and no platform bill. The first campaign review is free, so you know the full number before you approve anything. For a brokerage that wants renewal calls handled without hiring or training a call team, this is the most direct path.

Best for: Commercial real estate brokerages that want renewal and retention calls run for them, without building an internal call center or buying software to operate.

#2 Gainsight — Custom/quote-based; both Essentials and Enterprise tiers require sales contact.

Gainsight is a customer success platform built around digital product experiences, with a stated mission to help brands treat every customer like their best customer. According to the company's website, its AI models track adoption, renewal likelihood, and support agentic workflows that automate key touchpoints. For commercial real estate brokerages, Gainsight's renewal forecasting and 360-degree account views can be adapted to track tenant health and flag leases that need attention before the renewal date. It's a serious tool for teams that already have a customer success motion and want to formalize it. The catch is implementation time. G2 reports that Gainsight's implementation runs around five months, so you should budget a longer runway before insights start flowing. Pricing is custom and quote-based, with both Essentials and Enterprise tiers requiring a sales conversation. That makes it a heavier commitment than a focused calling campaign. Gainsight works best for larger brokerages with dedicated client success staff who can operate the platform day to day. It doesn't make the calls for you; it gives your team the data to prioritize which tenants to call. If you have the staff and the timeline, it's a capable system. If you need renewal calls running next month, look elsewhere.

Best for: Enterprise customer success teams managing large accounts, particularly SaaS companies with complex renewal motions.

#3 ChurnZero — Custom/quote-based; no public plan pricing listed.

ChurnZero is built specifically to identify and act on churn risk for digital product businesses, using embedded AI agents rather than bolt-on analytics. Its sliding-scale urgency flags help customer success teams prioritize the accounts most likely to churn instead of treating every account equally. For a commercial real estate brokerage, that logic translates well to a tenant portfolio: you can flag leases at risk and focus your renewal outreach where it matters most. The platform is designed for mid-market SaaS customer success teams, so the vocabulary and workflows assume a subscription model, but the underlying approach of scoring risk and triggering playbooks applies to any recurring relationship. One documented customer, Once For All, saw monthly churn drop from 15% in 2020 to 9.5% by 2024, with net revenue retention climbing from 100% to 102% over the same window, according to a ChurnZero case study. That's a useful data point, though it reflects one company's results, not a guaranteed outcome. Pricing is custom and quote-based, with no public plan pricing listed. ChurnZero doesn't make calls for you, so you'll still need a process for actual renewal conversations. It's a strong fit if you have a customer success team that needs better prioritization, less so if you're looking for outbound calling execution.

Best for: Mid-market SaaS customer success teams that need real-time health scoring and automated playbooks to intervene before at-risk accounts cancel.

#4 HubSpot — Free tier for up to 2 users; Starter from $7/seat/month, Professional from $90/seat/month, Enterprise from $150/seat/month (billed annually).

HubSpot is an all-in-one CRM combining marketing, sales, and support tools with retention-relevant automation baked in. According to the company's website, helpdesk automation, AI support agents, and real-time feedback tools sit on top of CRM data you're likely already collecting. For a commercial real estate brokerage, HubSpot can serve as the system of record for tenant relationships, with lifecycle email sequences and deal pipelines to track renewal conversations. It's the only tool on this list with fully public pricing, which makes budget planning far less of a guessing game. Pricing starts with a free tier for up to two users, with Starter from $7 per seat per month, Professional from $90 per seat per month, and Enterprise from $150 per seat per month, billed annually. That transparency is a real advantage. HubSpot works well for brokerages that want one platform for CRM plus retention automation and are willing to operate it themselves. It doesn't make outbound calls for you, so you'll need to pair it with a calling process or service. For teams already using HubSpot, adding renewal workflows is straightforward. For teams starting from scratch, the setup and ongoing management are on you.

Best for: SMBs wanting one platform for CRM plus retention automation, especially teams already using HubSpot.

Renewal and retention calls are where commercial real estate brokerages either protect their revenue or watch it leak away. The four options above take different paths to the same goal. Gainsight, ChurnZero, and HubSpot give you software to track tenant health and automate outreach, but they all require your team to operate them and make the calls. My AI Call Center takes the opposite approach: you buy a campaign, and their team runs the calls against your approved list, with a script you sign off on and outcome reports you can act on. For brokerages that want renewal calls handled without building a call center, that's the most direct route. Pricing starts at 9¢ per connected minute, with the rate locked before launch and the first campaign review free. You can plan your campaign at myaicallcenter.app and know the full cost before you commit.

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