Do enquiries from different portals work the same way?

Each portal has its own format, so each gets its own parser. Once written they run identically, and adding a new portal later is a small piece of work rather than a rebuild.

What about duplicate enquiries from the same buyer?

Deduplication runs on contact details and merges the enquiry into the existing record with the new property attached, so agents see one buyer with four interests rather than four separate leads.

Do we have to replace the tools we already use?

No. Automation works best on top of the stack you have. We connect to your existing CRM, inbox, spreadsheets, and billing system through their APIs rather than asking you to migrate anything.

What happens when an automation fails?

It retries with backoff, and if it still cannot complete, the job lands in a queue and a human gets alerted with the exact input that failed. Nothing disappears silently — that is the single most important design rule.

Workflow Automation · Real Estate

Workflow Automation for Real Estate

Portal enquiries should not need a human to open them.

Enquiries land from portals, your own site, and email, each in a different shape. Someone reads them, matches them to a listing, types them into the CRM, and assigns an agent. Automation does all four the moment the enquiry arrives, so the first human action is an actual conversation.

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Typical stack

n8n
Make
Python
Temporal
REST & Webhooks

Use cases

What this handles for real estate teams

Parse portal and web enquiries and create matched CRM records automatically
Send instant personalised responses with the details of the specific property
Coordinate viewing confirmations across buyer, vendor, and agent calendars
Generate and dispatch listing packs, brochures, and compliance documents on demand

Enquiry to qualified CRM record with a personalised reply sent, without an agent touching a keyboard.

Context

The real estate problem underneath it

Real estate runs on response time. The agent who replies first books the viewing, and the one who replies on Monday is usually competing for second place. AI systems close that gap by handling enquiry response, qualification, and scheduling the moment interest appears — including at 9pm on a Sunday.

Portal enquiries arrive in bulk and the first responder wins the viewing
Calls come during viewings, so a large share go to voicemail and never call back
Qualifying budget, timeline, and financing eats hours that could be spent selling
Viewing coordination between vendor, buyer, and agent is pure scheduling overhead

What we build

Inside a workflow automation

We watch the process before we automate it. That means sitting with whoever runs it today, recording the actual clicks, and finding the branches nobody documented — the exceptions, the manual overrides, the 'except when it's this customer' rules. Then we build it, including the failure paths, because an automation that silently breaks is worse than the manual process it replaced.

Event-driven pipelines triggered by email, webhook, form, schedule, or file drop
Two-way sync between CRM, billing, support, spreadsheets, and internal databases
Conditional branching that handles the exceptions your team currently handles manually
Retry logic, dead-letter queues, and alerting so failures surface immediately
Document and report generation with data pulled live from source systems
Audit logs recording every run, input, and outcome for compliance review

Deliverables

What ships with the engagement

Process map of the current workflow with time and error cost per step
Production automation with staging environment for safe changes
Monitoring dashboard showing runs, failures, and processing volume
Alerting into Slack or email when a run needs human attention
Handover documentation so your team can adjust rules without us

FAQ