From Scattered Leads to a Clean Automation Engine
How BookedByAI helped a growing real estate team reply faster, book more calls, and cut manual follow-ups — without adding more staff.
The client at a glance.
A small-but-busy real estate team juggling portal leads, website forms, social DMs, and referrals — all managed manually across inboxes, spreadsheets, and sticky notes.
Working in a competitive metro market with a mix of buyers, sellers, and investor leads.
Leads scattered across email, site forms, social DMs, and CSV uploads. Response times varied wildly and follow-ups depended on memory.
A single, clean pipeline with AI-powered intake, reply-worthy sequences, smart booking, and review requests — all tied back to real deals.
What we walked into — and what changed.
Challenge
- Leads scattered across email, site forms, social DMs, and spreadsheets.
- Manual follow-ups with no consistent cadence or reminders.
- No clear way to see which leads were hot, stalled, or ignored.
- Reviews only happened when someone remembered to ask.
Solution
- AI chat + autoresponder for intake and SMS triage.
- Sequenced SMS/email based on lead type and intent.
- Smart booking flows tied into the team’s calendars.
- Pipeline + review requests connected straight to deals.
Results
- Response times measured in minutes, not days.
- More leads moved from “interested” to booked calls.
- Less manual chasing across inboxes and spreadsheets.
- Reviews and referrals happening on autopilot.
Exactly what we built for them.
This wasn’t a generic chatbot drop-in. It was a full automation engine designed around their real-world lead flow, handoffs, and follow-ups.
1) Intake & Qualification
New leads now enter the system the same way — no matter where they come from.
- Unified intake across portals, website forms, and social leads.
- Automatic tagging by lead type: buyer, seller, investor, refi, pre-approval.
- Smart questions to gauge timing, budget, and readiness.
2) Follow-Up & Booking
Instead of one-off messages, the team now runs reply-worthy sequences.
- Warm SMS + email templates that sound like a real person.
- Automated reminders and “bump” messages if people go quiet.
- Calendar links and confirmations built into the flow so more people show.
3) Pipeline & Tracking
Everyone can finally see where each lead sits — and what should happen next.
- Simple stages from New → Engaged → Booked → Active → Closed.
- Dashboards showing reply rate, booking rate, and show-up rate.
- Notifications when high-intent leads need a quick human touch.
4) Reviews & Referrals
The client turned happy closings into predictable social proof.
- Automated requests for Google reviews after key milestones.
- Referral prompts baked into the follow-up sequences.
- Simple reporting so they can see which deals came from reviews and past clients.
“This system didn’t just save us time — it created more conversations.”
More conversations became more booked calls, and more booked calls became real closings.
Want your own version of this playbook?
Book your free AI Audit and we’ll map the 5–10 best automation plays for your real estate or mortgage business — tailored to your leads, market, and current tools.
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