For agencies, brokerages and property managers

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.

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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

Trigger
A new inquiry from a portal, your website, a messaging channel or a missed call.
Reads
The inquiry, the listing it refers to, current availability and the lead's history in your CRM.
Decides
Replies with accurate listing information, asks the qualifying questions you define, such as budget, timing and financing status, and routes the lead to the right agent.
Approved by
The agent takes over for viewings, pricing discussions and negotiation. Replies use approved listing data only.
Writes back
A lead record with answers, a priority label and the conversation, plus a task for the agent.

Workflow 2

Listing content pack

Trigger
An agent finishes the listing intake form and uploads photos.
Reads
The intake form, photos, floor plan and your past descriptions for tone.
Decides
Drafts the description, portal fields and social copy, using only facts from the intake form. Missing facts are flagged, not guessed.
Approved by
The agent reviews before anything is published. Claims about condition, size or legal status are checked by a person.
Writes back
Drafts in your CMS or portal feed format and a checklist of open questions.

Workflow 3

Viewing scheduling

Trigger
A qualified lead asks to view a property.
Reads
The agent's calendar, the owner's availability rules and travel time between viewings.
Decides
Proposes slots, groups viewings by area, sends confirmations and reminders, and reschedules on cancellation.
Approved by
Slots inside the rules go out automatically. Exceptions go to the agent.
Writes back
Calendar entries, confirmations and a pre-viewing briefing for the agent.

Workflow 4

Transaction document collection

Trigger
An offer is accepted and a deal file opens.
Reads
Your checklist for that deal type, the documents received so far and the parties involved.
Decides
Identifies each received document, matches it to the checklist, and chases missing items on a schedule.
Approved by
A transaction coordinator reviews anything that looks wrong, expired or unclear. Legal review stays with the lawyer or notary.
Writes back
A deal file with a live checklist and a weekly status note for the agent and the client.

Workflow 5

Tenant and maintenance requests

Trigger
A tenant reports an issue by message, email or form.
Reads
The request, the property record, the lease terms you provide and your contractor list.
Decides
Categorizes the issue, marks urgency using your rules, and drafts a work order for the matching contractor.
Approved by
A property manager approves spend above a limit you set and any safety-related issue.
Writes back
A ticket with category, urgency and contractor, and status updates back to the tenant.

Workflow 6

Database reactivation

Trigger
A monthly run, or a market event such as a new listing that matches an old search.
Reads
Past searches, past transactions and consent flags.
Decides
Finds contacts likely to care about a new listing or a renewal date and drafts a personal message, skipping anyone without consent.
Approved by
The agent approves the list and the wording.
Writes back
Contact history, campaign notes and replies routed to the agent.

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.

  1. 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.

  2. 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.

  3. 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.

  4. 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.

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AI agent development

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

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AI chatbot development

Chat and messaging agents with human handoff.

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Custom automation

Integrations and automations built around your own systems.

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Common questions

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.

30 minutes. We map the workflow, name what a person must approve and tell you if it is not worth building.

Request Your Real estate Blueprint