Lead follow-up for real estate agencies and brokerages
The Project Drivers sets up lead follow-up for real estate agencies and brokerages in the United States. Every new inquiry from your website, portals and ads reaches your existing CRM with an owner, a short summary and a reminder, so every agent knows which leads are theirs and what to do next; the broker sees anything nobody has touched, and your team approves every reply that goes to a client.
Where inquiries go cold
- Inquiries arrive in several places at once: website forms, portals and their chat tools, ads, email and messages, often in the evening or at the weekend, when nobody is at the desk.
- Someone copies them into the CRM by hand, or does not.
- A new lead has no owner until somebody notices it.
- Follow-up depends on an agent remembering to do it.
- Duplicates pile up, and nobody can see which inquiries are still untouched.
- Meanwhile the lead who wrote at 9:40 pm has already written to another agency.
What changes
Here is the same inquiry before and after we set up follow-up. Switch between the two views.
Point at a box to see what it does.
With follow-up, step by step
- An inquiry arrives from the website form, a portal, an ad or email.
- One intake receives it and checks for duplicates, so one person is one record.
- An agent is assigned as the owner by your rules.
- A short summary is written with the source and the details collected so far.
- The agent gets a reminder for the first reply and the next steps.
- The record is created in your CRM.
- Your team approves every reply before it goes to the client.
- A daily list shows each agent and the broker the inquiries nobody has touched.
Before
- Someone copies the inquiry into the CRM by hand, or does not.
- The lead has no owner until somebody notices it.
- No reminder is set, so follow-up depends on memory.
- Inquiries sit untouched for days, and nobody sees which ones.
What we set up
- One intake for the channels you choose: website forms, portals, ads and email.
- Duplicate detection, so one person is one record.
- A new record in your CRM with the source, a short summary and the details collected so far.
- An agent assigned as the owner by your rules, and a reminder for the first reply and the next steps.
- A daily list of inquiries nobody has touched, for each agent and for the broker or office manager.
- Draft replies from your approved materials, so agents spend less time typing the same answers. Your team reviews and sends them.
- A short weekly report: how many inquiries came in, from where, how fast they were answered, which ones stalled.
Built for agents, not only for the broker
Most follow-up tools report to the person who runs the office. We build this one for the people who answer the clients too.
- Agents get their own leads in the CRM they already use, each with a summary and a reminder, so nothing has to be retyped or remembered.
- Agents get draft replies to start from, and still write and send in their own voice after review.
- The broker or office manager gets the daily list of untouched inquiries and a short weekly report.
Why work with us
- We know how to do this. Integrations and AI-assisted workflows are what we build, for 85+ clients in 6 industries.
- We want to help. We start from one process of yours, not from a product we need to sell.
- We are honest. If follow-up is not your real problem, or a simpler fix is enough, we say so on the first call. We have not published a real estate case yet, and we will not pretend otherwise.
What stays in your hands
We work inside the CRM you already use and do not ask you to replace it. Nothing goes to a client without approval from your team. The accounts and keys are yours, and if you stop working with us you keep the setup. We do not build rules that rank or filter inquiries by protected characteristics.
How we start
We start with a 30-minute call about how leads reach you: channels, CRM, who replies, how fast, and which inquiries stall. Then we agree a pilot of a few weeks on your own inquiries, measured before and after: time to first reply, inquiries left untouched, minutes spent per inquiry. You see the numbers from your own data, not from a brochure.
Frequently asked questions
Is this only for the broker, or does it help agents too?
It is built for both. Agents get their own leads with a summary and a reminder inside the CRM they already use, and the broker or office manager gets the daily list and the weekly report.
Do we have to replace our CRM?
No. We work inside the CRM you already use, through its API or its integration tools, and check on the first call how yours connects.
Will anything be sent to our clients without us seeing it?
No. Draft replies are prepared from your approved materials, and your team checks the wording, including fair housing language, and sends them. Automatic sending can be considered later, for specific types of reply, only if you decide so.
What if we do not have a real CRM yet?
Many small teams work from spreadsheets and inboxes. We look at your current setup on the first call and say honestly whether to start from a simple shared list or to connect a CRM first.
How do we know it works?
We measure your own numbers before the pilot and after it: time to first reply, inquiries left untouched, and minutes spent per inquiry. If the pilot does not show a difference, you will see that too.
How long does a pilot take?
A few weeks, depending on the number of channels and your CRM. We give a firm scope after the first call.
Is our data safe, and what about fair housing rules?
Your leads stay in your CRM and your accounts, with access limited by role, and every action is logged. We do not use protected characteristics to rank or filter inquiries.