Case Study 02
Real Estate Lead Automation Engine
Instant AI-powered first contact and automated viewing scheduling — so hot leads never go cold.
Problem
Property enquiries were coming in through web forms, Rightmove, and WhatsApp — but agents were responding hours later, by which point buyers had often already booked with a competitor. The team knew their response time was killing conversions but couldn't justify hiring purely for first-contact handling. Every lead needed a personalised response referencing the specific property, which ruled out generic auto-replies.
Our solution
We built an n8n automation layer that monitors all inbound lead channels in real time. The moment an enquiry arrives, it pulls the property details from the CRM, generates a personalised first-contact message using the Claude API, and sends it within 60 seconds. If the lead responds with availability, a second automation checks agent calendars and books the viewing automatically, sending confirmations to both parties.
Architecture
Results
- First contact sent under 60 seconds, 24/7 — including evenings and weekends
- Personalised messages reference the specific property, location, and enquiry detail
- Viewing bookings handled automatically without agent involvement for straightforward cases
- Agents pick up the thread only once a viewing is confirmed
Measurable impact
<60s
average time from enquiry to first personalised contact
35%
improvement in lead-to-viewing conversion rate
24/7
coverage with zero additional headcount