Two to fifteen people, leads from Zillow, the IDX site and Facebook, and no time to follow up with all of them.
You answer for compliance and the transaction file, and every file is checked by hand before closing.
Contract to close is a hundred-plus tasks tracked in a spreadsheet, with reminders sent one by one.
Tenant applications, maintenance requests, rent reminders and a steady stream of off-market leads.
Numbers from the NAR 2026 Member Profile and lead-response research — the agent who answers first wins, and most agents answer hours later.
is the average time an agent takes to answer a new lead — while 78% of buyers go with the first agent who responds.
AgentZap, citing Inman and NAR ↗of inquiries arrive after business hours, when nobody is at the desk.
AgentZap, citing NAR / Zillow Group ↗of sales take five or more follow-ups, and most follow-up stops long before that.
AgentZap ↗tasks between listing and closing, most of them tracked by hand on a checklist.
Paperless Pipeline ↗repeat business for agents with two years or less of experience, against a 28% median overall — the database is not being nurtured.
a week go to admin work that agents describe — retyping contacts, chasing documents, sending reminders.
Vertu Agent ↗Put your monthly volume into the calculator and see hours and dollars.
Real estate automation is the set of workflows that take the routine work out of an agent’s or a brokerage’s day: answering a new lead within a minute, qualifying it, creating the contact in the CRM, sending matching listings, booking showings, and then running the transaction from signed contract to closing — deadlines, documents, reminders. An agent’s week is short and a transaction has close to two hundred tasks; most of the admin is retyping contacts, chasing documents and sending reminders, and that is exactly the part automation in real estate removes.
We build it around the tools you already use rather than a new platform. A lead from Zillow, Realtor.com, your IDX site or Meta Lead Ads is parsed by a language model, written to Follow Up Boss, kvCORE, Lofty or HubSpot and answered by SMS and email in the agent’s name. An assistant qualifies budget, timeline and pre-approval and books a showing from the agent’s calendar. When the contract is signed, the dates are read from the PDF and the deadline schedule is built in Dotloop or SkySlope with reminders to every party. Advice, negotiation, disclosures and the broker’s compliance review stay with people.
Every lead gets an answer in the first minute, including the ones that arrive at nine in the evening; follow-up continues past the fifth touch instead of stopping at the second; and no contingency date is missed because someone forgot a spreadsheet row. Automated real estate marketing keeps the database warm with listings and a monthly touch, which is where repeat business and referrals come from.
The run path of one lead and one transaction. Each travels it on its own; negotiation, legal documents and compliance stay with the agent and the broker.
Fires on a Zillow or Realtor.com email, an IDX site form, a Meta Lead Ads webhook or a missed call.
Reads the portal email or form into name, phone, email, property of interest and message — whatever format the portal uses this month.
Writes the lead to Follow Up Boss, kvCORE, Lofty or HubSpot with source and property, or updates an existing contact.
Sends a short, personal SMS and email through Twilio and Gmail in the agent’s name, with TCPA consent language and opt-out built in.
Picks the agent by area, price range or round robin and alerts them in Slack or SMS; escalates if nobody claims the lead in time.
Asks about budget, timeline, financing and pre-approval in a natural conversation and writes the answers into the CRM.
Pre-approved and ready in the next 90 days goes straight to the agent’s phone; everyone else enters the nurture track.
Offers times from the agent’s Google Calendar or Calendly, books the slot and sends confirmation and reminders.
Walks through every active client, filters the MLS or IDX feed (RESO Web API) by their criteria and sends a personalised digest.
When the contract is signed in DocuSign or Dotloop, OCR and the model pull inspection, appraisal, financing and closing dates from the PDF.
Creates the transaction file and the task list in Dotloop, SkySlope or ClickUp and puts every deadline in the calendar of every party.
Classifies uploaded documents by type against the brokerage and state checklist; missing signatures and disclosures are listed for the TC.
Daily check of the checklist with email or SMS to the buyer, lender, title company and TC about what is due this week — and a review request after closing.
Typical minutes per lead for an agent or ISA. Your own numbers go into the calculator below.
Based on 57 min by hand and 5 min with the flow per item, from the table above.
The flow answers, qualifies, nurtures and reminds. People keep the advice, the negotiation and every legally significant document.
Price, terms and the offer strategy are the agent’s conversation — the flow books it, it does not hold it.
Reviewed by the agent or broker before anything is sent to a client.
The broker signs off on the transaction file; the flow only reports what is missing.
Anything the assistant cannot answer goes to the agent with the full conversation.
Listing descriptions and posts are drafted for review, including a Fair Housing check for wording.
Routing rules handle the normal case; the team lead decides the exceptions.
Flip a switch to hand a step to the flow or take it back.
Benchmarks from the NAR 2026 Member Profile and lead-response studies compiled by AgentZap: the first response wins, teams close several times the sides of a solo agent, and repeat business comes from a nurtured database.
We map the process as it runs today, count the minutes and agree what the flow must never do on its own.
A working flow on your real data, in a sandbox. You see every run and every exception.
Edge cases, approvals and alerts, then the switch-over — with the old way kept as a fallback.
Monitoring, fixes when a vendor changes a format, and a monthly report of hours saved.
Yes. The portal email or webhook starts the run, the lead is parsed, written to your CRM and answered by SMS and email in under a minute, around the clock. The agent is alerted at the same time and takes over whenever they are free.
It works with what you have. Follow Up Boss, kvCORE, Lofty and HubSpot all have APIs the workflow writes to; your pipeline stages and your tags stay the same, and nothing is duplicated into another system.
It asks about budget, timeline, financing and pre-approval in a natural conversation and writes the answers into the CRM. A pre-approved buyer ready in the next 90 days, a request for a person or any question outside the script goes to you at once with the full transcript.
Yes. When the contract is signed, OCR and a language model read the inspection, appraisal, financing and closing dates, the file and task list are created in Dotloop, SkySlope or ClickUp, and every party gets the deadlines in their calendar and a reminder before each one.
Only with consent, which is why the first message is sent to leads who asked to be contacted through the portal or form, every message carries opt-out wording and stop requests are honoured instantly and logged. Your brokerage’s compliance rules are built into the templates.
Put your monthly lead volume into the calculator above to see the hours. The bigger effect is usually the leads that were never answered or stopped being followed up — the workflow keeps every one of them warm until they are ready.
Every node logs its result, failures retry and then alert us, and the parsing step uses a language model so a changed email layout does not stop the run. The workflow runs on your own n8n instance, and keeping it running is part of how we work.
Describe it in two sentences — we reply within a day with a workflow sketch.
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