Answering every lead in under a minute, 24/7
Portal leads went cold overnight. An AI qualifier now engages instantly, scores intent and routes only real buyers to agents.
- Client
- A 60-agent residential brokerage
- Industry
- Real Estate
- Timeline
- 3 weeks to production
Results
52s
Median response time
Down from 6h 40m. Overnight leads previously waited until morning.
2.9×
Appointments booked
Same lead volume, same headcount, measured across two quarters.
-74%
Agent time on dead leads
Unqualified enquiries handled entirely without agent involvement.
The problem
What we found before anything was built.
- 01
Leads arrived from Zillow, Realtor.com, Facebook and the website — four formats, four destinations, no single queue.
- 02
Speed-to-lead averaged nearly seven hours. Industry data is unambiguous: contact inside five minutes multiplies conversion, and they were nowhere close.
- 03
Agents cherry-picked the leads that looked good and left the rest to rot, so the brokerage was paying for inventory nobody worked.
- 04
No consistent qualification. Two agents receiving the same lead asked entirely different questions.
The solution
What we built, and why it was built that way.
- 01
Unified all four lead sources into one normalised intake pipeline with deduplication against existing contacts.
- 02
Deployed a conversational qualifier over SMS and web chat that engages within 60 seconds, any hour, and asks the brokerage’s standard qualification set: timeline, budget, financing status, area and whether they are already working with an agent.
- 03
Scored each lead against 18 months of closed-won history rather than a hand-waved rubric, then routed by territory and current agent capacity.
- 04
Pushed qualified leads to the agent’s phone with a conversation transcript and a plain-English summary of why the lead scored where it did.
- 05
Placed unqualified and long-horizon leads into a 90-day nurture sequence that re-engages on intent signals instead of on a fixed drip.
Architecture
How a single request moves through the system
- 01Lead captured
- 02Normalise + dedupe
- 03Instant SMS engage
- 04Qualify conversation
- 05Score vs. history
- 06Route to agent
- 07Nurture the rest
Every step is idempotent and retried with exponential backoff. Failures land in a dead-letter queue with a Slack alert rather than disappearing, and the confidence gate routes anything uncertain to a human with full context attached.
“Our agents used to compete over who saw a lead first. Now the lead is already qualified and booked before anyone opens the app.”
Find out what your team could stop doing by next month.
Bring one process that frustrates you. We’ll tell you whether it can be automated, roughly what it costs, and what it would give back.
We map where the hours go
A quick walk through your day-to-day to find the processes eating the most capacity.
We rank by return
You get an honest read on what’s worth automating first — and what isn’t worth it at all.
You leave with a plan
A written recommendation and a rough number, whether or not you work with us.