The Challenge

A fast-growing real estate brokerage struggled to manage incoming leads from multiple sources efficiently.

  • Slow response times: Leads from Zillow, Realtor.com, and Facebook sat idle for hours.
  • Missed follow-ups: Agents manually tracked prospects, leading to lost deals.
  • Unbalanced routing: New inquiries weren’t distributed evenly among agents.
  • Low accountability: Management lacked visibility into lead response activity.
  • Lost conversions: Only 22% of online inquiries ever resulted in a showing.

The brokerage wanted a system to ensure every lead was contacted immediately, routed fairly, and tracked from inquiry to closing.

Our Solution

We deployed an automated lead intake and routing system with AI-driven follow-up to keep agents responsive and leads engaged.

Phase 1: Audit & Design (Weeks 1–2)

  • Traced all lead sources and data flows into the CRM.
  • Identified 3-hour average delay between lead arrival and first response.
  • Designed real-time distribution and engagement workflows.

Phase 2: Implementation (Weeks 3–6)

Instant Lead Capture & Routing

  • n8n workflows listen to new inquiries from Zillow, Realtor.com, and Facebook forms.
  • Leads scored automatically by source, location, and property type.
  • Round-robin assignment distributes leads evenly to agents.
  • Assigned agent receives an SMS and email instantly with lead details and call-to-action links.

AI Follow-Up Messaging

  • If no response in 15 minutes, AI-powered SMS sequence engages the lead (“Hi, this is Alex from Premier Realty…”).
  • Messages continue until contact or appointment scheduled.
  • AI adapts tone based on lead’s urgency and prior responses.

Manager Dashboard & Accountability

  • Live dashboard tracks response times, open leads, and appointments booked.
  • Daily performance report sent to team leads.
  • Escalation alerts if any lead goes 1 hour without contact.

Phase 3: Training & Optimization (Weeks 7–8)

  • Trained agents on using the dashboard and AI templates.
  • Fine-tuned lead scoring and message templates.
  • Integrated automated appointment booking via Calendly.

The Results

Within two months, the brokerage saw dramatic improvement in speed and performance:

  • ✅ Lead response time: From 3 hours → under 2 minutes.
  • ✅ Conversion to showing: Increased 52%.
  • ✅ Agent accountability: 100% of leads tracked and followed.
  • ✅ Manager oversight: Instant visibility into lead flow and team performance.
  • ✅ Revenue growth: Additional $90K in commissions per quarter.

Financial Impact

| Metric | Before | After | Improvement | |——–|——–|——-|————-| | Avg. response time | 3 hrs | 2 mins | 99% faster | | Inquiry-to-showing rate | 22% | 34% | +52% | | Quarterly commissions | — | +$90K | ROI 12x | | Missed leads | 18% | 0% | Eliminated |

Key Systems Integrated

  1. Zillow + Meta + Webforms – Lead sources
  2. HubSpot CRM – Centralized tracking and analytics
  3. n8n – Routing, timing, and logic control
  4. Twilio – Instant SMS and AI follow-ups
  5. Calendly – Appointment scheduling
  6. Google Sheets – Daily metrics log for management

Client Testimonial

“Before automation, we’d lose hours chasing leads and half of them went cold. Now every inquiry gets a response in seconds, and agents don’t have to think about follow-up—it just happens.”
— Team Lead, Premier Realty

Specific Automations Implemented

Lead Routing

  1. Lead captured → CRM entry → Assigned to next available agent.
  2. Agent notified via SMS + email.
  3. Manager receives summary every morning.

AI Follow-Up

  1. 15-minute timer checks for agent response.
  2. If no contact, AI sends personalized SMS.
  3. Automated reminders stop once appointment booked.

Tracking & Reporting

  • Daily lead report with source and conversion data.
  • Slack notification for uncontacted leads after 1 hour.
  • Monthly team leaderboard for top response rates.

Ongoing Optimization

  • Added auto-sync with MLS for property context in messages.
  • Implemented sentiment tracking to adjust follow-up tone.
  • Planned Phase 2: AI-driven appointment confirmations and post-showing feedback capture.

Want to capture every lead before your competition does?
Book your free 30-minute Workflow Audit and let’s automate your follow-up system.