Every lead gets a reply in minutes, even at 10pm on a Sunday.
A brokerage was losing leads that came in after hours and burying agents in data entry and transaction checklists. We automated the follow-through.
The business
A residential brokerage with a growing team of agents and one transaction coordinator.
Where the hours went
- Leads from listings and ads arrived at all hours, and the ones that came in at night often went cold before anyone replied.
- Agents copied every lead into the contact system by hand, when they remembered to.
- The transaction coordinator tracked every deadline from contract to closing by email and memory.
Who does what now.
A personRuns itself
- First reply to a new leadWas done by agent, now automated.Every lead gets a personal-sounding reply right away, with the listing details and a link to book time with an agent.
- Logging leads in the contact systemWas done by agent, now automated.Every lead lands in the system with its source, ready to work.
- Routing leads to the right agentWas done by broker, now automated.Leads go to the right agent by area, price point and availability.
- Contract-to-close remindersWas done by coordinator, now automated.Clients, lenders and agents get reminders before each deadline.
- Showings, negotiation and adviceStays with agent.The relationship stays with the agent. That is the job.
What we built.
Instant lead response
A reply tailored to the listing and lead source goes out within minutes, day or night, and offers times to talk with an agent.
Lead intake and routing
One path for every lead source into the contact system, with the brokerage’s routing rules applied.
Transaction timeline
Deadline reminders and status notes generated from each contract’s key dates.
What's different for the team.
- No lead waits until morning for a first reply.
- Agents spend their time with clients instead of typing up contacts.
- The coordinator manages exceptions instead of a calendar of reminders.