Real Estate Automation Toolkit: Lead Capture, Follow-Up AI, and Transaction Workflow Templates
Real Estate is a database game. The agent with the most conversations wins. But if you are manually texting Zillow leads 3 hours after they inquire, you have already lost.
The average lead takes 6 to 12 months to transact. Most agents quit following up after attempt #3. To scale GCI (Gross Commission Income) without burning out, you need a system that follows up forever.
01. The "Zero-Latency" Speed-to-Lead Protocol
When a lead comes in from Zillow, Realtor.com, or Facebook Ads, you have roughly 5 minutes before they contact a competitor. You cannot rely on your phone buzzing in your pocket.
- Step 1 (Parser): All lead sources (Zillow/FB/Website) are routed via Webhook into one central CRM (Follow Up Boss/Lofty/HighLevel).
- Step 2 (The Pattern Interrupt): Within 30 seconds, an automated SMS is fired. Do not ask "How can I help?". Use a specific "Pattern Interrupt" script.
"Hi [Name], I just saw your inquiry on [Address]. I'm actually heading out to that neighborhood this afternoon to film a video tour.
Want me to send you the raw video file before it hits the market/socials? - [Agent Name]"
02. The "Forever Follow-Up" AI Logic
Static drip campaigns ("Just checking in...") get blocked. You need Context-Aware AI that monitors user behavior on your IDX website.
We build systems that trigger automation based on behavior, not just time.
Behavioral Triggers We Automate:- Trigger: Lead views the same listing 3 times in 24 hours.
Action: AI texts: "You seem interested in 123 Main St. Want to see the disclosures?" - Trigger: Lead saves a property > $800k.
Action: Tag as "Luxury Buyer" -> Assign to Senior Agent. - Trigger: Lead visits "Sell My Home" page.
Action: Send automated CMA (Comparative Market Analysis) within 5 minutes.
03. Transaction Coordinator (TC) Autopilot
Once you go "Under Contract," you shouldn't be playing secretary. We automate the chaos of the closing process so you can go find the next deal.
When you move a deal to "Under Contract" stage in the CRM, the system executes:
- Email 1: Intro email sent to Lender & Title introducing the team.
- Email 2: "Key Dates" calendar invite sent to Buyer (Inspection, Appraisal, Closing).
- Task Generation: 40-step checklist assigned to your Virtual Assistant or TC (Order sign down, Schedule photographer, etc.).
04. The Agent Tech Stack
You don't need more leads. You need a machine that processes the leads you already have. We integrate your IDX, your CRM, and your Communication channels into one single "Command Center."
Automate Your GCI
Stop chasing leads. Let the system nurture them until they are ready to sign.
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