Every lead responded to in 2 minutes. Every follow-up on schedule.
Before
Leads were coming in. Most were going cold within 48 hours.
Agents at Crestview were getting leads from their website, Realtor.ca, and referrals, but they were out showing properties when those inquiries came in. By the time anyone called back, the lead had already heard from a competing agent. No follow-up sequence existed beyond a first call attempt. CRM updates happened when someone remembered. The admin alone — scheduling, confirming, chasing — was consuming 3 to 4 hours per agent per day. A brokerage of five agents was operating like five solo operators with no shared system.
Lost to the first responder
In real estate, response time is everything. Leads went cold in hours because agents were at showings when inquiries came in.
No follow-up discipline
Some leads got one call. Some got three. Nothing was systematic. Hot prospects from 3 months ago were simply forgotten.
Admin consuming selling time
Scheduling showings, sending confirmations, updating the CRM — agents were spending half their day on coordination instead of closing.
What We Built
Instant SMS and email response within 2 minutes of any inquiry, across all lead sources
AI qualification chatbot on website — collects buyer timeline, budget, and property preferences
CRM auto-populated from website, Realtor.ca, and referral form submissions
60-day automated nurture sequence segmented by buyer vs. seller intent
Self-serve showing scheduler linked to agent availability calendars
Weekly pipeline digest delivered every Monday — no manual reporting
Automated new listings newsletter sent to past clients filtered by their saved area preferences
After
A 5-agent brokerage now runs like a fully staffed operation.
Every lead, regardless of source, now gets a response within 2 minutes via SMS and email. A qualification sequence runs automatically, asking the right questions and scoring each lead before any agent touches it. Hot leads get flagged and routed with full context. A 60-day nurture sequence keeps warm leads engaged without any manual effort. Showings are booked through a self-serve scheduler linked directly to agent calendars. Past clients receive an automated newsletter whenever a new listing matches their saved area preferences — keeping Maher Aouli Realty top of mind without a single manual send. No CRM updates. No manual follow-ups. No chasing.
How It Works
Step by step
Lead Captured
Inquiry comes in via website, Realtor.ca, or referral form — all routed into one system automatically.
Instant Response
Automated SMS and email sent within 2 minutes with a personalized intro and next-step prompt.
AI Qualification
Chatbot asks timeline, budget, and property type. Lead is scored and tagged before an agent sees it.
Nurture Sequence
60-day automated follow-up begins, segmented by buyer or seller intent. No manual effort required.
Agent Routed
Hot leads are flagged with full context. Agent calls with a warm prospect, not a cold one.
Listings Newsletter
Past clients automatically receive new listings matching their saved area preferences. No manual sending — the system monitors inventory and triggers the email.
Measured outcomes
The Results 5 weeks to go live
We were losing deals we didn't even know we had. A lead would come in at 2pm, I'd be at a showing, get back at 5pm and they'd already signed with someone else. Now every lead hears from us immediately, and the follow-up just keeps running on its own. Same 5 agents, completely different operation.
Maher Aouli
Broker, Maher Aouli Realty
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