Close More Deals. Stop Losing Leads to Slow Follow-Up.

Lead response time is the highest-value starting point for most agencies. Research across residential markets consistently shows that a lead contacted within five minutes is dramatically more likely to convert than one contacted an hour later. If your CRM isn't routing inbound leads instantly and triggering a timed follow-up sequence without anyone doing it manually, that's where revenue is leaking right now. After lead management, listing syndication is the next common pain point — manually updating 8–12 portals every time a listing changes status, price, or availability is a significant administrative burden that's entirely automatable. Document generation follows: lease templates, tenancy agreements, offer letters, and commission statements can all be generated from a form input and sent for e-signature without anyone opening Word. Rent reminders and maintenance request workflows are common wins for property managers. Commission tracking and statement generation matters most for sales agencies running multiple agents. We diagnose which of these will move the most revenue before scoping a build.

Most real estate CRMs — whether that's a purpose-built tool or a general CRM adapted for property — have API access that lets us read and write contact data, pipeline stages, and activity logs. Lead routing rules, follow-up sequences, and status triggers can be built on top of that API layer without replacing the CRM your team already knows. For listing portals, the connection depends on the portal. Major portals typically support data feeds — XML or JSON formats that accept listing data in bulk. We build the feed publisher that takes your listing data from a single source of truth and pushes updates to every portal simultaneously. If a price changes or a property goes under offer, every portal reflects it within minutes. For e-signature, we integrate with standard platforms rather than building our own signing flow. The automation layer connects your CRM, your document templates, and your signing platform into one workflow.

Yes. Tenant onboarding is a clear candidate for full automation. Once a tenancy is agreed, the workflow can generate the tenancy agreement from your template, send it for e-signature, trigger a welcome message to the tenant with move-in instructions, create the tenant's account in your management system, and schedule the first rent reminder — all without a property manager manually actioning each step. Maintenance requests are a similar structure. A tenant submits a request through a form or portal. The system categorises the issue, notifies the relevant contractor, creates a job reference, and updates both landlord and tenant on progress. When the job is completed, the contractor submits confirmation, the system closes the ticket and generates a maintenance record. The property manager reviews the summary rather than coordinating every individual step. Both workflows reduce the administrative load on your team and give tenants and landlords a faster, more consistent experience.

Timeline depends on scope. A focused automation — lead routing and follow-up sequences, or lease generation and e-signature — can be live in 6–8 weeks. A broader build covering lead management, listing syndication, tenant onboarding, rent reminders, and commission tracking across a multi-office agency typically runs 12–16 weeks. Our lean delivery pod — one senior engineer plus part-time PM and QA — runs $12K–$15K per month. A focused 8-week engagement is in the $30K–$40K range. We scope all projects after a diagnostic call where we map your current tool stack, volume, and the specific workflows you want automated. We don't quote on a page without understanding the detail. If we think a problem isn't worth building custom software for, we say that on the first call.