The challenge
A 45-agent real estate agency was losing leads because their CRM was a graveyard of stale contacts. Agents manually logged calls, forgot follow-ups, and had no visibility into which leads were hot. The broker estimated they were leaving $2M+ in annual commissions on the table due to poor lead management. New agents took 3 months to learn the follow-up system — if you could call it a system.
What we built
We built an end-to-end CRM automation pipeline that captures, nurtures, and routes leads without agents lifting a finger.
- 01
Lead Capture & Enrichment via N8N
Built N8N workflows that capture leads from Zillow, Realtor.com, Facebook Ads, and the agency website. Each lead is automatically enriched with property preferences, budget range, and timeline — then synced to HubSpot with proper tagging.
- 02
Automated Follow-Up Sequences
Designed 14 different follow-up sequences triggered by lead behavior — property views, email opens, form submissions, and inactivity. N8N orchestrates emails, SMS via Twilio, and Slack reminders to agents, ensuring no lead goes cold.
- 03
Smart Lead Routing with Scoring
Implemented a lead scoring model based on engagement, budget, and timeline. Hot leads are instantly routed to the best-performing agent for that property type and location. Distribution is balanced so no agent is overloaded.
- 04
Pipeline Dashboard with Google Sheets + Slack
Created a real-time pipeline dashboard in Google Sheets that pulls from HubSpot via N8N. Daily Slack digests show each agent their pipeline status, upcoming follow-ups, and deals at risk of going stale.
Built with
Delivered in 3 weeks
N8N
Workflow orchestration & lead routing
HubSpot
CRM & contact management
Slack
Agent notifications & daily digests
Google Sheets
Pipeline dashboard & reporting
Twilio
SMS follow-up sequences
Zapier
Secondary automation for ad platforms
The outcome
Deal close rates jumped 30% in the first quarter. Zero leads fall through the cracks now — every contact gets a follow-up within 5 minutes. The agency recovered an estimated $2.1M in previously lost commissions, and new agent onboarding dropped from 3 months to 2 weeks.
- Deal Close Rate
- +30%
- Missed Follow-Ups
- 0
- Agents Automated
- 45
- Revenue Recovered
- $2.1M
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