Process automation for estate agents
A property is entered once and appears everywhere it should, with follow-up already running.
Book a free diagnosisIn an estate agency the same property gets typed into the CRM, into Idealista, into Fotocasa, into your own site and into a PDF for the window. Every price change has to be repeated everywhere. Meanwhile leads arrive through five different channels and follow-up depends on someone remembering. What gets lost isn't hours. It's deals.
What we automate here
- 01
Intake and a single record
The property is entered once, with photos, measurements, energy certificate and copy. From then on, publishing and updating across portals and your own site come from that one place, including price changes and withdrawals.
- 02
Unified leads
Portal enquiries, web form, WhatsApp and calls all land in the same funnel, deduplicated, scored by intent and assigned to the right agent by area or property type.
- 03
Follow-up that doesn't get forgotten
Contact sequences by lead type, with reminders to the agent and an alert when a hot lead has gone untouched too long. The history lands in the CRM without anyone typing it.
- 04
Valuation and comparables
Price estimates from comparable transactions and current supply in the area, with the report ready to show the owner during the listing visit.
- 05
Portfolio reporting
Which properties have sat longest, which prices have dropped, cost per lead and per portal, and which agent converts. On a dashboard, not in a meeting.
Which real estate processes to automate first
Not everything weighs the same. This is the order we suggest, starting with what most affects the deals you close.
Replying to leads. The longer it takes to answer a portal enquiry, the likelier it is that the buyer is already talking to another agency. The first job is for every enquiry to get a reply and reach the right agent within minutes, whatever channel it came through.
One record per property. Photos, measurements, price and energy certificate in one place, published from there to portals and your website. In Spain the energy efficiency label must appear in every offer, promotion and advert for sale or rent (article 15.2 of Royal Decree 390/2021), so the record always carries it and no advert goes out without it.
Viewings. A shared calendar, a WhatsApp confirmation the day before and a viewing sheet signed on the phone, filed with the property and the client.
Follow-up and deal paperwork. Reminders to the agent when a lead goes cold, and the list of documents for each deal, such as the land registry extract, the energy certificate or the deposit contract, requested and tracked without chasing it by email.
Each process is tried first with one agent or one office, adjusted with you and then rolled out to the rest of the team.
What is better left unautomated
Negotiation, the final valuation you defend in front of the owner and the viewing itself are the agent's work. We automate what surrounds them so you have more time for it.
What we have already built
02Unanswered-mail alerts
Every afternoon, a summary of client emails still waiting for a reply, mailbox by mailbox.
It never moves, deletes or changes an email: it only reads and sends you the summary.
I want something like this05CRM
Every deal in one record: documents by folder, contacts, reminders and everything that has happened.
Documents in private storage, not a third-party cloud, and visible only when signed in.
I want something like this
What we build on
We integrate with Inmovilla, Witei, Idealista, Fotocasa, habitaclia and your own site, plus WhatsApp Business and whichever CRM you already run.
Questions from this sector
- Does it work with Idealista and Fotocasa?
- Yes, through their feeds and APIs, and also against a CRM that already publishes to them. Usually the CRM stays the source and we automate what's currently done by hand around it.
- Can I keep using my real estate CRM?
- Yes, and in most cases you should. The CRM remains the system of record; what we add is lead capture, enrichment, follow-up and the reporting it doesn't ship with.
- What about leads that arrive on WhatsApp?
- They're captured like any other: identified, deduplicated against existing contacts and dropped into the same funnel, with the conversation history attached to the contact.
Guides for real estate companies
- Property viewing form (hoja de visita) in Spain: template, purpose and legal valueIt proves the agency introduced the buyer if they later deal direct with the seller. On its own it does not oblige the visitor to pay. Case law and a template.
- AI for estate agents in Spain: faster lead replies, listings and follow-ups without losing controlReply instantly to portal leads and hand them to an agent, draft listings for review, keep each deal in order. What the law requires and what not to delegate.
- Notice not to renew a rental contract in Spain: how much notice and how to prove itFor homes, the landlord gives 4 months' notice and the tenant 2 when the 5 or 7 years end. What may change in 2026, older contracts, business leases and proof.
- WhatsApp AI chatbot for business: how it works, what Meta allows and what it costsAn AI chatbot uses WhatsApp's official API. Meta allows it if customers can reach a person. You pay Meta per message, the AI model and the build.
- WhatsApp Business API pricing in Spain and how it works (2026)Meta charges per delivered message. In Spain, €0.0585 for marketing and €0.0166 for utility, authentication or service. What's free and how to work it out.