By industry: Real estate
Real estate automation, from enquiry to keys.
Every portal enquiry answered in minutes, viewings booked without phone tag, deals that move from offer to completion with nothing missed, and rent and maintenance on schedule.
- First workflow live
- Portal lead response, usually inside the first sprint
- Usually owned by
- Agency owners and branch managers
- Built on
- HubSpot, Salesforce, Pipedrive
- Judged on
- Lead response time and Viewing no-shows
In short
Real estate automation means enquiries from portals, the website and social messages answered and qualified in minutes, viewings booked against agent calendars with reminders, each deal tracked through offer, checks and completion with documents and deadlines, and for property managers, rent collection, maintenance requests and renewals run on schedule. SBD builds it around your CRM, in your accounts.
Who this is for
Who brings us in, in real estate.
- Agency owners and branch managers
- Lettings and property managers
- Developers selling off plan
- Sales progression and admin teams
Is this you?
If three of these sound like your week, this page is about your business.
- Portal enquiries wait more than an hour
- Viewings are booked by phone
- Sales progression lives in an inbox
- The CRM does not know who is still looking
- Maintenance requests arrive five different ways
What it costs today
Where real estate loses the hours.
Portal leads wait hours
Enquiries arrive from several portals and the website, and the agent who replies first wins. Usually that is not you.
Viewings are phone tag
Booking, confirming and rescheduling viewings takes more calls than the viewing itself, and no-shows waste an afternoon.
Deals stall between offer and completion
Checks, documents, solicitors and deadlines are tracked in an inbox, so a missing form holds up completion for a week.
The CRM is out of date
Agents log what they remember, so matching buyers to new listings is guesswork.
Maintenance requests get lost
For property managers, requests arrive by phone, text and email, contractors are chased by hand, and tenants chase you.
Rent and renewals rely on memory
Arrears are noticed late, renewals are raised at the last minute, and compliance certificates expire unnoticed.
For agencies and property managers
Reply first. Book the viewing. Track it to the keys.
Bring last week's portal enquiries and one deal that stalled. We will show you where the hours and the days went.
Show us your enquiries
By company size
Real estate at 10 people, and at 1,000.
- 1 to 10
The principal answers every enquiry and books every viewing from a phone.
- 11 to 50
Several negotiators, one CRM updated unevenly, and a progression team chasing solicitors by email.
- 51 to 200
Multiple branches, portal leads split by area, and a lettings book large enough that arrears slip.
- 201 to 1,000
A network of offices or a large portfolio, central teams, and reporting built from exports.
What we build
What we build for real estate teams.
- 01
Lead response in minutes
Enquiries from every portal and the website enriched, qualified on budget, area and timing, and answered with a tailored reply and viewing slots.
- 02
Viewing booking and reminders
Buyers and tenants pick a slot against the agent's calendar, reminders go out, feedback is requested after, and the CRM is updated.
- 03
Deal progression tracker
Each deal tracked from offer through identity checks, surveys, contracts and completion, with every party updated and overdue steps flagged.
- 04
Buyer and listing matching
New listings matched to registered buyers and sent the same day, on the channel they chose.
- 05
Maintenance request routing
Requests logged with photos, triaged, assigned to a contractor, tracked to completion, and the tenant updated at each step.
- 06
Rent, arrears and renewals
Rent reconciled against the bank, arrears followed up by stage, renewals and certificate expiries raised in time.
The workflows
The real estate workflows, and what sets each one off.
- 01 Portal lead response
When an enquiry arrives from any portal or the website
ThenQualified, written to the CRM, answered with viewing slots
- 02 Viewing booking
When a buyer or tenant picks a slot
ThenCalendar booked, reminders sent, feedback requested after
- 03 Deal progression
When an offer is accepted
ThenChecklist created, parties updated, overdue steps flagged
- 04 Listing match
When a new listing goes live
ThenMatched buyers told the same day
- 05 Maintenance request
When a tenant reports an issue
ThenLogged, triaged, contractor assigned, tenant updated to completion
The numbers we move
How a real estate build is judged.
Every build has a number written into the blueprint. These are the ones real estate builds are measured by, and how we measure them.
| Metric | Before | After | How it is measured |
|---|---|---|---|
| Lead response time | Hours | Under five minutes | Time from portal enquiry to first reply |
| Viewing no-shows | Common | Rare, with reminders and confirmations | Missed viewings as a share of booked |
| Days offer to completion | Unmeasured | Tracked and shortened | Median days per deal, with overdue steps counted |
| Maintenance resolution time | Unknown | Measured per request | Days from request to completion, by category |
Documents and records
The paperwork that generates itself.
Names and tax rules differ by country. We build for the ones you file under, whether that is VAT, sales tax or GST.
Systems we connect in real estate
What is usually already there, and what we add.
Anything with an API or a database we can read works the same way. Each tool links to its page in the integrations directory.
- Your property CRM
-
HubSpot -
Salesforce -
Pipedrive -
Google Workspace -
Microsoft 365 -
DocuSign -
WhatsApp Business API -
Twilio -
Stripe -
Xero - QuickBooks
-
n8n
Proof
Proof from builds like this.
- Customer story
Lead enrichment and sales automation
Inbound leads enriched, scored and answered in under three minutes with manual CRM entry down about 90%, the same pattern as portal enquiries.
Read the story - Customer story
Order and dispatch management system
Status changes messaged to five kinds of stakeholder automatically, the pattern behind deal progression updates.
Read the story
The offer
The lead to keys starter
Thirty days to every enquiry answered in minutes and every deal tracked to completion.
- Week 1 to 2audit of enquiries, viewings, progression and, for managers, maintenance and rent
- Week 3blueprint, first build chosen by payback, usually lead response and viewing booking
- Week 4 onlead response, viewing booking, deal progression, maintenance routing
- Accounts in your name, runbook, training for negotiators and admin, sixty days of hypercare
What this does not do
So the scope is clear before the call.
- Property valuation or pricing advice.
- Replacing your CRM or property management system. We build around it.
Terms, defined
Real estate terms, in plain English.
- Sales progression
- Moving a deal from accepted offer to completion: checks, surveys, contracts and deadlines.
- Lead response time
- The time from an enquiry arriving to the first useful reply.
- Arrears
- Rent overdue from a tenant, tracked by stage from first reminder to formal notice.
Questions
What people ask about real estate automation.
Which property portals and CRMs do you connect?
Any portal that sends enquiries by email feed or API, and the CRMs agencies use, including HubSpot, Salesforce, Pipedrive and property-specific systems with an API. Where a system has no API, we work from its email notifications and exports.
Can it handle lettings and sales?
Yes. Sales follow the offer-to-completion flow; lettings add referencing, tenancy agreements, deposits, rent and renewals.
Does it work for property managers and developers?
Yes. Property managers use the maintenance, rent and renewal flows. Developers use lead response, reservations, payment schedules and buyer updates through construction.
How do you handle identity and anti-money laundering checks?
We connect to the checking provider you use, track each check as a step in the deal, and file the evidence. The provider does the check; we make sure it happens on time and is recorded.
Will buyers know they are talking to automation?
The first reply is written from your templates and signed by the agent. Anything beyond scheduling and standard questions goes to the agent.
Reading
- Operations
Who noticed when the workflow stopped?
Most automation failures are silent. The run shows green, the trigger is armed, and nothing happens for six weeks. How silent failure works in Zapier and n8n, what it costs, and the four checks we put on every build.
- Systems
How much should an AI agent be allowed to do?
An agent with an unscoped token dropped a production database and its backups in nine seconds. The permission model we use for every agent: read widely, write narrowly, spend with a cap, and escalate when unsure.
Related
- Function
Sales and RevOps
Reply to every lead in minutes, keep the CRM right without typing, and hand won deals over with nothing missing.
- Function
Customer support
Answer the same question once, put the order on the ticket, and let people handle the conversations that need a person.
- Industry
Professional services
Intake and engagement letters that run themselves, client documents collected without chasing, deadlines that cannot slip, and billing that follows the work.
By industry: Manufacturing, Distribution and logistics, Consulting and agencies, Service and e-commerce, Healthcare, SaaS, Professional services
Real estate
Talk to us about the lead to keys starter.
Bring the one real estate workflow your team still runs by hand. You leave the call with a yes or no on fit and the first thing we would build.
Book the call