Structured qualification
Every enquiry captures area, budget band, property type and timeline before it reaches an agent.
Real Estate
Long-Cycle Buyers Kept Warm Without Manual Chasing
High enquiry volume and long buying cycles meant most leads went cold. We built routing by budget and area, plus a nurture system that re-engages buyers when matching listings appear.
- Client
- Real estate agency (multi-agent, mixed residential portfolio)
- Scope
- Lead Management, Outreach Automation, CRM & Inbox Automation
- Timeline
- Phased over 6 weeks
Leads Were Plentiful, Follow-Through Was Not
Agents worked the leads they remembered. Anyone not ready to transact in the first two weeks effectively disappeared from the pipeline.
- Enquiries were distributed by whoever picked up the phone first
- No consistent record of budget, area or property type
- Buyers with a 6–12 month horizon received no further contact
- Listing updates were sent manually, to whoever an agent recalled
System Flow
- Enquiry
- Qualification
- Agent Routing
- Nurture Sequence
- Listing Match Alert
Stack
- Web forms
- CRM
- Email + WhatsApp sequences
- Listing feed sync
- Reporting dashboard
Approach
What We Built
Rule-based assignment
Leads are routed to the agent who covers that area and price band, with round-robin fallback and an unclaimed-lead alert.
Listing-matched nurture
Buyers stay in a long-cycle sequence and are re-contacted automatically when a new listing matches their saved criteria.
Pipeline visibility
A single dashboard shows active, nurturing and dormant buyers per agent instead of separate personal spreadsheets.
Outcome
What Changed
Reported as observed operational change. We do not publish figures we cannot stand behind.
- Lead assignment
- Automatic
Every enquiry has a named owner within seconds of arriving.
- Dormant buyers
- Re-engaged monthly
Long-cycle buyers receive relevant listings without agent effort.
- Pipeline data
- One source
Agent spreadsheets were replaced by a shared, always-current pipeline.
“The difference is that nothing sits untouched now. The system chases when we do not.”
More case studies
Other Systems We've Built
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Every Enquiry Answered in Under a Minute
Ads, web forms and WhatsApp enquiries were landing in three unconnected places. We built one capture-and-routing system with instant qualification and automated quote follow-up.
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The reception phone was the bottleneck for the whole clinic. We automated booking, confirmation, reminders and structured intake while leaving all clinical judgement with staff.
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