01/ 05
Speed-to-Lead System
- Before
- Manual CRM entry + delayed human follow-up.
- What we build
- Every lead from every source (Zillow, Facebook Lead Ads, website forms, Realtor.com) goes into one automation hub.
AI automation for Real Estate
Your Leads Are Going Cold While Your Team Is Doing Data Entry
The agent who calls back in 5 minutes closes the deal. The one who calls back in 45 minutes leaves a voicemail. We build the systems that make your team first to respond, every time.
The friction
You're spending money to generate leads. And then losing them to your own process.
What happens now
- A new lead fills out a Zillow form at 7pm.
- Your team sees it the next morning.
- By then, that person has already talked to two other agents.
- Meanwhile, your team is manually entering that lead into the CRM, scheduling a showing via three emails, following up by hand, and building their weekly pipeline report by copying numbers between spreadsheets.
What it costs the business
- Leads contacted within 5 minutes convert at 21x the rate of leads contacted after 30 minutes.
- The average real estate team's response time: 47 minutes.
- For a team closing 6 deals per month at $8,000 average commission, improving response time alone can add 2-3 additional closings per month.
- That's $16,000 to $24,000 in additional monthly revenue. From one change.
What changes
Here is how the week runs once the systems are live.
Every lead answered in 90 seconds
Logged in your CRM, assigned by territory, and sent a personal SMS before you’ve seen the notification.
Your morning briefing, already built
New leads, pipeline summary, and today’s must-call list, waiting in every inbox at the start of day.
Reminders and prep, on autopilot
Confirmations and reminders fire on their own, with a pre-call brief for every showing.
What we build
The 5 Automations We Build for Real Estate
02/ 05
Lead Qualification Chatbot
- Before
- Agents spending 20 minutes qualifying leads that aren't ready.
- What we build
- A chatbot on your website engages every visitor.
03/ 05
AI Receptionist for After-Hours Calls
- Before
- Voicemails that never get called back. Missed leads after 6pm.
- What we build
- Your business number routes to an AI voice agent after hours (or 24/7).
04/ 05
Follow-Up Sequence Automation
- Before
- Agents remembering (or forgetting) to follow up.
- What we build
- Every lead enters a conditional sequence.
05/ 05
Daily Pipeline Report
- Before
- Manually pulling pipeline data and building a Monday morning report.
- What we build
- Every Sunday evening, an automated report compiles: new leads this week, leads by stage, upcoming showings, deals at risk (leads not contacted in 5+ days), and team performance.
Case studies
What we built for real estate teams.
Real estate investors
Real estate investors: incoming deals valued, 11,927 runs in one month, Real estate investors, client build, video 52 seconds
Real estate investors: 11,927 automation runs in one month
Real estate agencies
Real estate agency chat: buyers ask in plain words, get 3 live listings, Real estate agencies, client build, video 45 seconds
Real estate agencies: a site chat that searches only your listings
Property inspector
Property inspector: new orders accepted within 15 minutes, even on the road, Property inspector, client build, video 1 minute 8 seconds
Property inspector: order emails read every 15 minutes and filed
The stack
Works with the tools your team already uses.
- Lead capture + routingn8n or Make.com
- CRMGoHighLevel (recommended for real estate) or HubSpot
- SMSTwilio or GoHighLevel built-in
- AI chatbotBotpress or custom build
- AI voice agentVAPI + ElevenLabs
- CalendarCalendly or Cal.com
- ReportingLooker Studio or Power BI
How it gets built
In phases, so you see something working early.
Phase 1: Speed-to-Lead
Lead capture, CRM entry, first contact, follow-up sequence
Phase 2: Qualification
AI chatbot for website lead qualification
Phase 3: Voice + Booking
AI voice agent for after-hours calls and appointment booking
Phase 4: Reporting
Automated pipeline report and dashboard
All phases include: scoping call, build, testing, handoff documentation, 30-day support.
Questions
The things owners ask before they commit.
Modern AI voice (VAPI + ElevenLabs) has latency under 600 milliseconds and voice quality indistinguishable from a human assistant in most real conversations. We build and test with real US accents and include edge-case handling. We also offer a live demo, you can hear it before you commit.
Most CRMs have APIs we can connect to. We've worked with GoHighLevel, HubSpot, Pipedrive, and Airtable. For niche real estate CRMs, we evaluate the API documentation in the scoping call. If there's no API, we build around the limitation.
Every automation we build includes error handling and alert notifications. If a step fails, we get notified immediately and the lead is flagged for manual follow-up. We also set up a redundant SMS alert to your team for any automation error.
The systems we build don't replace agents, they remove the tasks agents hate (data entry, scheduling emails, manual follow-up) so they can do more of the work they're actually good at (conversations and closes). In every team we've worked with, the adoption resistance disappears within 2-3 weeks once the team sees what they get back.
Free 30-minute Lead Check
Ready to Stop Losing Leads to Response Time?
Get a free 30-minute lead check. We'll map your current lead process and show you exactly what to build first and what it costs.
Get a Free 30-Min Lead CheckWe've worked with real estate teams across the US. We understand lead volume, territory routing, and what agents actually need, not just what looks good in a demo.