For real estate
Automation for real estate agencies
Four portals, four inboxes, one agent who is in a car. We build the intake, triage and follow up systems that keep every enquiry answered and every promise written down.
Where it goes wrong today
An enquiry arrives from a portal at 7:30pm. Another arrives on the agency's own site at 7:34pm from the same person. Two records get created, two agents call, and the vendor hears about neither.
In property management the pattern is worse, because the tenant and the landlord are both waiting on a maintenance decision that lives in an email thread.
The same job, before and after.
The systems we build
One intake, every portal
- Enquiries from all portals and the website merged into one inbox
- Duplicates matched so nobody gets two calls
- Routing by suburb, price band or agent ledger
Appraisal and listing follow up
- Appraisal requests acknowledged immediately, not the next business day
- Follow up sequences that run whether or not the agent is free
- Vendor reports assembled from real activity
Maintenance triage
- Tenant requests logged with photos and a written trail
- Contractor allocation by trade and availability
- An approval trail that holds up when it is disputed
Agent and office reporting
- Enquiry to listing conversion by source
- Response time measured per agency and per agent
- Weekly numbers assembled automatically
How it fits together
It sits between your portals, your agency CRM and your inbox. Nothing about the CRM is replaced. The system feeds it cleaner and faster than a person can, and then uses that same data to produce the reporting your vendors ask for.
How an enquiry moves once the system is in place.
What actually changes
Response time stops depending on whether the agent was in a meeting, and duplicate enquiries stop creating two competing conversations. Principals get a real number on enquiry source and conversion instead of a monthly reconstruction from memory.
Questions we get asked
Do you replace our CRM?
No. We integrate. Your CRM stays the record, the system improves what goes into it and what comes out.
Can it handle tenanted properties too?
Yes, with a separate triage flow, which is usually the second deployment rather than the first.
Is the tenant data safe?
It stays within your systems. We use least privilege access and log every action.
What if an enquiry is urgent?
Rules route urgency to a person immediately rather than to a queue.
Next Step
Twenty minutes finds the first two jobs worth automating.
We will tell you which ones to leave alone as well, and why.