Real estate blueprint
Every enquiry acknowledged in under a minute, routed to an agent, chased if nobody picks it up, and dropped into a follow-up sequence until somebody replies.
A lead arrives at 9pm and nobody replies until Tuesday
Portal and web form email · CRM · SMS gateway · Team chat · Calendar
11, of which 1 stay with a person
About three weeks
Free to use, adapt and build from. No email needed and no attribution asked for.
Every step, in order, including where it forks and where a person stays.
From a portal notification email, the website form, or an ad platform webhook. All three routes land in the same place so there is one process rather than three.
Pull out the name, phone, email, the property they asked about, the source, and anything they typed. Portal emails are formatted, so this is parsing rather than guesswork.
Match on phone number first, then email, against the CRM.
A text and an email that name the property they asked about and say when a person will call. Not a generic thank-you: the property name is what proves a human process exists behind it.
Checked against the lead's timezone, not the office's. A text at 2am reads as spam and in the United States it is also a legal problem.
By territory where the office works that way, otherwise round robin with a skip for anybody marked unavailable. The rule is whatever the office already uses, written down.
Text and team chat, with the lead's name, the property, what they said, and a link that dials them. The link matters: it removes the thirty seconds of copying a number that stops a call happening.
This is the part that stays with a person and always will. Everything above exists to make sure it happens in ten minutes rather than two days.
Fifteen minutes after routing, check the CRM for logged contact.
Day one, day three, day seven, day fourteen. Each message is different and each references the property. The sequence stops the moment they reply, book, or opt out.
Every lead ends in one of three states, and the reason is recorded. That is what makes the source figures worth reading at the end of the month.
Every one of these has happened. A workflow that has not been designed against them is a demo rather than a system.
They do it without notice, and a parser written against the old shape starts returning empty fields rather than failing loudly.
Every extracted field carries a confidence score. Anything below the threshold stops the workflow, files the raw email in a review queue, and alerts the office. Nothing goes out half-filled.
Buyers shop around, and two enquiries within an hour look like two leads to any system matching on source alone.
A seventy-two hour dedupe window on phone and email. The second enquiry attaches to the first as another touch rather than starting a second sequence and texting them twice.
Ignoring it is illegal in the United States and it is the fastest way to have a number blocked by the carrier.
Honoured within seconds, recorded against the contact, and enforced everywhere rather than in the one sequence they replied to. Nothing re-adds them later.
Cloud systems have bad afternoons and a lead cannot wait for one.
The acknowledgement and the agent alert do not depend on the CRM. The record is queued and written when it comes back, with the original timestamp preserved.
Federal telemarketing rules restrict automated messages, including when they may be sent and how opt-outs are handled. Several states add their own rules on top.
What the workflow does. Quiet hours enforced against the lead's timezone, an opt-out honoured immediately and permanently across every sequence, and consent recorded with a timestamp against the contact. This is a description of what the workflow does, not legal advice; check your position with a lawyer before switching anything on.
First response time
Under 60 seconds
Mechanical rather than estimated. A message sends when the enquiry arrives instead of when somebody next opens an inbox.
Admin hours a week
About 6 back
Assuming 40 leads a week and roughly 9 minutes each of logging, chasing and forwarding. Put your own numbers into the ROI calculator.
Leads with a recorded outcome
All of them
Because the workflow cannot close one without a reason, rather than because anybody remembers to.
Three weeks or so, then a flat monthly fee to run it. Or take the specification above and build it yourself, which is genuinely fine and is why it is up here.