Portal enquiries answered too late
Enquiries submitted at 9pm are usually answered the next morning. An immediate branded response with a viewing link captures the applicant while they are still browsing.
Industry
Automation for Estate and Letting Agents
Instant portal responses, automatic viewing bookings and vendor updates.
Property enquiries arrive in bursts from portals, usually in the evening, and the agent who responds first books the viewing.
Automation makes the first response immediate and the viewing bookable on the spot, then keeps vendors and landlords informed without a Friday afternoon of phone calls.
Challenges
Where the work is lost in this industry
Each of these is handled by a specific part of the Business Flow System platform.
Viewing coordination
Arranging a viewing between an applicant, a vendor and a negotiator takes several calls. Availability rules and automated confirmation collapse it into one booking.
Viewing feedback never collected
Automated post-viewing feedback requests give vendors the honest information they need about pricing and presentation.
Vendor and landlord communication
Weekly automated activity summaries — enquiries, viewings, feedback — reduce chasing calls and support difficult price conversations with evidence.
Lead capture
What we capture from every property enquiry
- Property reference and address
- Applicant contact details
- Buyer or tenant position — chain, finance, move date
- Budget and requirements
- Preferred viewing times
- Whether they need a mortgage or referencing introduction
Outcomes
- First response to portal enquiries measured in seconds
- More viewings booked from the same enquiry volume
- Honest feedback collected consistently
- Vendors informed without chasing calls
Example workflows
How the automation runs day to day
Workflows are configured around your services during onboarding, then run without supervision.
Portal enquiry to booked viewing
- 1Portal enquiry received
- 2Instant branded response sent with property details
- 3Applicant offered live viewing availability
- 4Viewing booked and confirmed to all parties
- 5Reminder sent before the viewing
- 6Feedback request sent afterwards
- 7Vendor update includes the feedback
Weekly vendor reporting
- 1Activity recorded against the property
- 2Weekly summary compiled automatically
- 3Enquiries, viewings and feedback included
- 4Report emailed to the vendor or landlord
- 5Price review prompted after set thresholds
- 6Negotiator alerted to at-risk instructions
- 7Renewal or re-marketing conversation scheduled
FAQ
Frequently asked questions
Questions we are asked most often about estate agents.
Keep reading
The automation behind this industry
These are the parts of the platform that do the work described above.
- Lead Management AutomationEvery enquiry captured, acknowledged, assigned and tracked to a decision.Read more
- Automated Booking SystemCustomers book real availability. Your diary, rules and travel time stay respected.Read more
- Email AutomationEvery customer email sent on time, on brand, without being written by hand.Read more
- CRM AutomationA customer record that updates itself as work moves through the business.Read more
Set up estate agents automation
Complete the onboarding form and we will configure your workflows around how you already work.