Answer every lead in minutes without adding staff.

Real estate teams lose deals to slow replies and lose evenings to paperwork. These workflows handle the first response, the document chase and the status updates, and the agent handles the relationship and the negotiation.

Leads go cold while the agent is at a viewing

Portal and website inquiries wait until someone is at a desk. The first agent to reply often gets the conversation.

Listings take an evening each

Photos, floor plans and notes become descriptions, portal entries and social posts, each typed separately.

Transactions stall on missing documents

IDs, proof of funds, surveys and certificates are chased by email. Nobody has a single view of what is still missing on each deal.

Past clients and old leads are never called

The database holds years of contacts, but follow-up depends on an agent remembering.

6 workflows we build for real estate teams

Each workflow lists its trigger, inputs, what it decides, who approves, and where the result goes.

Workflow 1

Instant lead response and qualification

Workflow 2

Listing content pack

Workflow 3

Viewing scheduling

Workflow 4

Transaction document collection

Workflow 5

Tenant and maintenance requests

Workflow 6

Database reactivation

What we have shipped that looks like this

These are results from work that uses the same pattern. Most clients are described rather than named.

Lexi (notary platform)

We built one platform with a view per role for admins, notaries and clients. Meetings are recorded and turned into text, documents are read and filed without re-typing, and each client update reaches the right notary as it happens. Notary and transaction work has a similar document shape to a property deal.

What the first 30 days look like

One workflow, one owner, a person checking the important decisions. We expand only after the first workflow has a track record.

• Week 1Pick the leak that costs the mostOften lead response or document collection. We agree the owner, the approved information sources and what the agent must always review.

Week 1

Pick the leak that costs the most

Often lead response or document collection. We agree the owner, the approved information sources and what the agent must always review.

• Week 2Connect the CRM, portals and inboxWe map fields, portal feeds and permissions, and test on a copy of recent leads before going live.

Week 2

Connect the CRM, portals and inbox

We map fields, portal feeds and permissions, and test on a copy of recent leads before going live.

• Weeks 3 and 4Run it live with agents watchingThe workflow answers real inquiries while agents read every reply for the first weeks. Wrong answers become fixes.

Weeks 3 and 4

Run it live with agents watching

The workflow answers real inquiries while agents read every reply for the first weeks. Wrong answers become fixes.

• Day 30Handoff and next workflowThe team runs it with monitoring in place. You choose whether listings, viewings or transactions come next.

Day 30

Handoff and next workflow

The team runs it with monitoring in place. You choose whether listings, viewings or transactions come next.

What should stay human

Property is a trust business with legal formalities. These stay with people.

Pricing and valuation advice

The system quotes listed prices from your data. Valuation, offers and negotiation stay with the agent.

Legal and contract terms

We track documents and deadlines. A lawyer or notary judges what a clause or certificate means.

Statements about a property

Anything said about condition, size or legal status comes from verified intake data and is reviewed before it reaches the public.

Fair housing and discrimination rules

Qualification questions and routing rules are reviewed by a person against the rules that apply in your market. We do not use protected characteristics in scoring.

Related services

Custom workflow automation

Multi-step workflows across your CRM, inbox, storage and ERP.

AI agent development

Agents that read, decide inside limits and hand off to a person.

AI chatbot development

Chat and messaging agents with human handoff.

Custom automation

Integrations and automations built around your own systems.

Common questions

Do you have real estate clients?

Which CRMs and portals can you connect to?

Will the system give wrong information to a lead?

Can it write listings from photos?

How does it handle consent for follow-up?

What does it cost?

Where do your leads and deals stall?

Tell us your CRM and where replies or paperwork lag. We come back with one workflow worth building first.

Request Your Real estate Blueprint