CASE 2
Real Estate Agency
From "agents drowning in chats" to a structured pipeline (AI qualification + CRM + follow-up)
Inbound came from portals, WhatsApp, calls, Instagram, and referrals — but the agency lacked a single flow:
- Leads were duplicated, lost, or answered late.
- Agents spent time on "tourists" instead of qualified buyers/tenants.
- No consistent follow-up meant warm leads cooled down.
Objective
Increase qualified viewings, reduce time wasted on low-fit enquiries, and make the pipeline measurable.
What we identified in the first Bottleneck Check
The bottleneck wasn't lead volume. It was:
- No qualification layer. Agents were doing admin.
- No controlled follow-up. Leads silently died.
- No single source of truth. The pipeline existed "in heads".
What we implemented:
1) AI Qualification Agent (WhatsApp + Web)
- Captures budget, location, timeline, financing, must-haves
- Scores intent and routes only qualified leads to an agent
2) CRM Foundation + Pipeline Rules
- One pipeline for every lead: New → Qualified → Viewing booked → Offer → Closed/Lost
- Ownership + next-step rules. No lead without a next action.
3) Follow-up Automation
- 2–7–14 day sequences for "not ready yet" leads
- Automatic reminders for scheduled viewings
Before working with us
- Median response time2h 45m
- Qualified-lead rate28%
- Viewing booking rate (from enquiries)12%
- Follow-up completion (48h)41%
- Agent admin time2.6h/day
After
- Median response timeunder 3 minutes (24/7)
- Qualified-lead rate52%
- Viewing booking rate (from enquiries)21%
- Follow-up completion (48h)84%
- Agent admin time0.9h/day