Double the Meetings, From the Same Leads

Overview: A real estate agency in Naperville, IL was fielding 40-60 inbound leads a day between Zillow inquiries and website forms, all handled by hand.

Every lead meant copying info into the CRM, writing a personal reply, and setting a follow-up reminder - one at a time, every time. Average first response time sat at 14 hours. By the time they replied, most leads had already heard back from two or three other agents.

What we Did ‍ ‍

Automated Lead Response

1. Integrated the agency's website forms and Zillow inquiries directly into their CRM, eliminating hours of the admin’s manual data entry that was slowing every lead down before an agent even saw it.

2. Built a reply system that reads each lead's actual question and drafts a specific, relevant answer in return - replacing the generic "thanks for reaching out" holding pattern most agencies rely on.

3. Designed a routing path that either books time with an agent immediately or, if the lead isn't ready yet, moves them through a structured 4-touch follow-up sequence that keeps working the lead until it converts.

The Result ‍ ‍