Every new lead answered in under five minutes
Portal leads qualified, scored and routed to the right agent's calendar, with the CRM updated before the first call.
4 min
lead response time
3 h 10 min
→
4 min
6%
leads lost to no reply
22%
→
6%
−7 h
admin per agent per week
9 h
→
2 h
Illustrative case study for a fictional client. Figures show how this layout presents results; they are not real outcomes. Results vary.
The problem
Larkstone Realty gets leads from three property portals and its own site. Agents answered them between viewings, so the average first reply took over three hours — and 22% of leads never got one. The CRM was updated on Fridays, from memory.
What we built
Every new lead now gets a reply within minutes asking the three questions the agents always ask. A plain scoring rule sends serious buyers to the right agent’s calendar; the agent confirms the viewing with one tap, and the CRM is updated at each step.
The workflow
Hover or focus a step. The amber step is where a person signs off.
Larkstone Realty · workflow (illustrative)
- A lead arrives from a portal or the website.
- The agent asks three questions and reads the answers, then a rule scores the lead.
- Serious buyers go to an agent's calendar; others get listings by email.
- The agent confirms the proposed viewing slot before the invite goes out.
- The viewing is booked and the CRM record updated with the conversation.
01
Before
Leads read on phones between viewings
No reply at all for one lead in five
CRM updated weekly from memory
02
After
First reply in about four minutes, day or night
Viewings proposed from the agent’s real calendar
CRM updated automatically at every step
Trend after launch
Median first-reply time in minutes (illustrative)
Stack (named as text only)
Property portal email feeds, website form, HubSpot, Google Calendar, Twilio SMS, Make, a hosted LLM for reading free-text messages
"We used to lose weekend leads to Monday. Now every one gets an answer and a viewing slot within minutes."
Owen Hartley
·
Managing Broker, Larkstone Realty
· demo testimonial
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