Lead Automation for Real Estate Teams
Capture, reply, follow up and book site visits automatically — 24/7. Built for real estate teams handling 500+ enquiries per month.
Who this setup is for
Mid-size real estate teams with 500+ inbound enquiries per month
Leads come from WhatsApp, phone calls, Instagram, and property portals
Teams need structured follow-up and clear visibility into which enquiries convert
The real problem in this industry
WhatsApp messages are missed during off-hours or when agents are busy
Response times are slow, especially during peak enquiry periods
No structured follow-up process for leads who do not respond immediately
No visibility into which enquiry sources actually convert
Heavy dependency on sales staff availability to respond to enquiries
How the system is set up
Lead capture
Leads from WhatsApp, Instagram, property portals, and website forms are captured automatically. All enquiries flow into one central system, regardless of source.
First reply
Every enquiry receives an instant automated reply within 2 seconds. The reply acknowledges their interest, asks a qualifying question about property type or location, and offers immediate next steps.
Intent checking
The system asks specific questions to understand buyer intent: property type, budget range, preferred location, timeline. Based on responses, leads are automatically tagged as hot, warm, or cold.
Follow-ups
If a lead does not respond within 4 hours, an automated follow-up is sent. A second follow-up goes out after 24 hours. A third follow-up after 3 days with a different angle, such as new property matches.
Booking
Qualified leads receive a calendar booking link directly in WhatsApp or email. They can book site visits or consultation calls without back-and-forth messaging. The system sends automatic reminders 24 hours and 1 hour before scheduled visits.
Tracking
Every enquiry is tracked from first contact to site visit to deal closure. The dashboard shows which sources generate the most site visits, average time to first response, follow-up conversion rates, and lead quality scores.
What runs automatically
These run 24/7 without manual work
Where humans step in
Routine replies and follow-ups are automated. Sales teams step in only when the lead is qualified and ready.
Typical outcomes
Response times drop from hours to seconds for all enquiries
More site visits booked because leads do not go cold
Fewer missed enquiries due to 24/7 automated coverage
Better visibility into which enquiry sources convert best
Sales team focuses on qualified leads instead of chasing all enquiries
Follow-up happens automatically, reducing manual tracking
Business impact
Example scenarios
We got an enquiry from Instagram at 9 PM. The system replied instantly, and by 9:06 PM, the site visit was booked. The client showed up the next day and closed the deal.
A portal lead came in at 11:30 PM when our team was offline. The system handled it immediately, and we had a visit scheduled for the next morning. Without automation, we would have lost this lead.
We had a lead from 3 days ago that went cold. The automated follow-up sequence revived it, and they ended up booking a visit and converting. This wouldn't have happened manually.
Who this setup is not for
Platform Capabilities for Real Estate
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