Replying to property enquiries in minutes instead of hours

Problem

What was happening

Leads arrived by email from several portals and by Facebook lead forms. Agents were out at viewings for most of the day, so enquiries often waited hours, and by then many prospects had spoken to another agency. CRM updates happened in the evening, if at all.

Automation

What we built

• 01

  Portal emails and Facebook lead forms parsed into structured leads in the CRM with the property and source attached.

• 02

  An immediate WhatsApp and email reply acknowledging the specific property and asking two qualifying questions.

• 03

  Answers captured to score budget, area and timeline, with matching listings suggested.

• 04

  Viewing slots offered from the assigned agent’s calendar, with confirmations and reminders.

• 05

  A morning briefing to each agent summarizing new leads and booked viewings.

Result

What changed

• Every enquiry receives a personalized reply within minutes.
• Agents start each day with qualified leads and booked viewings already in the calendar.
• The CRM reflects every conversation without evening data entry.
• Reminders reduced viewings that were forgotten or missed.