A real estate lead system that answers, scores and routes every enquiry in seconds
01 — The challenge
In property, the first agent to reply usually wins the client. Leads arrive from forms and ads at all hours, sit in different inboxes and go cold within an hour, while agents spend time on people who are only browsing.
- Secondsto answer a lead
- 0–100lead score
- 3lead sources
- Liveagent alerts
02 — How it works, step by step
CustomerAISystemYour team
- 01Customer
Someone enquires from your website or an ad
They fill in your website form or a Facebook or Instagram lead ad. Both feed the same system.
- 02System
It checks the lead and ignores duplicates
Bad data is caught at the door, and if someone submits twice they don't become two leads or two alerts.
- 03AI
AI reads the enquiry and answers with your information
It replies using your agency's own guides on buying, selling, financing, areas and fees, so the answer is accurate.
Crestline HomesWebsite chat · exampleWe're pre-approved and want a 3-bed in Northfield, ideally moving this month
Great timing. Northfield has several 3-beds coming up. One of our agents will call you shortly to arrange viewings.
- 04System
The lead is scored 0 to 100
AI picks out finance readiness, timeline and fit. The score itself is calculated by fixed rules, so it's consistent and you can see why.
- 92 · HOTPre-approved, moving this month
- 64 · WARMSelling in spring, wants a valuation
- 18 · COLDJust browsing
- 05Your team
Hot leads go straight to the agent's phone
The agent gets the name, number, score and reason within seconds, while the buyer is still on your site.
Hot lead alert92- Lead
- Sarah L. · 07700 900456
- Wants
- 3-bed house, Northfield
- Finance
- Mortgage pre-approved
- Timeline
- This month
- Source
- Facebook ad
- 06System
Everything is saved and ranked on a dashboard
Every lead goes into the CRM, tagged by source, and appears on a dashboard sorted by score.
Names, messages and figures in these examples are fictional sample data.
03 — What it changes for your business
First to reply wins
Leads are answered in seconds, not hours.
Agents call the right people first
Scores put ready buyers and sellers at the top.
No more copy-pasting leads
Form and ad leads go into the CRM automatically.
See which ads bring buyers
Every lead is tagged by source.
04 — What you need
You provide
- Your buying, selling and area guides
- Fees and process information
- Which agent covers which area
Accounts we connect
- Website form
- Facebook and Instagram lead ads
- Your CRM
- Agents' phones for alerts
Decisions to make
- What makes a lead hot
- What the first reply says
- How warm leads are followed up
05 — How set-up works
- Day 1
Discovery call
We go through how you work today, what the automation should handle and what it must never do.
- Week 1
Build and connect
I connect your forms, ad accounts and CRM, load your guides and set up the scoring rules.
- Week 2
Test together
We send test leads, from ready buyers to browsers, and check the replies, scores and alerts.
- End of week 2
Go live
It goes live with real customers. I watch the first week closely and adjust the wording and rules.
06 — Questions owners ask
Will customers know it's automated?
They should, and it says so up front. People mostly care that they get a fast, accurate answer and can reach a person when they need one.
Can I change how leads are scored?
Yes. The scoring rules are written out plainly and can be adjusted any time.
What if it gets something wrong?
It works from your own information, hands over anything it isn't sure about, and every conversation is logged so you can see exactly what was said and fix the rule.
What does it cost to run?
Running costs are the messaging and AI usage, usually a small monthly amount at a small business's volume. Set-up is a one-off cost. I give a fixed quote after the discovery call.
Want to see this working for your business?
Book a live walkthrough