How to Automate Your Real Estate Business in 2025. -

In the competitive landscape of real estate, the ability to streamline operations and enhance client engagement can set an agency apart from the rest. With advanced automation tools like Make.com, real estate professionals can reduce manual tasks, improve productivity, and focus on what truly matters – closing deals and building client relationships. In this article, we will explore how to build a comprehensive automation system tailored for real estate agencies, leveraging Make.com alongside effective workflows.

Understanding the Real Estate Automation System

The proposed automation system will encompass several key functionalities designed to ease the workflow of a real estate agency:

Lead Generation: Capture potential client information efficiently.
Customer Relationship Management (CRM): Organize and track interactions with clients.
Property Management: Keep a detailed database of listings and sold properties.
Automated Marketing: Send regular follow-up emails and property listings to clients.

Here, we will break down each component step by step, emphasizing the practical application of Make.com.

Step 1: Lead Capture through Typeform

To initiate the automation process, we will create a Typeform to collect lead information. Using Typeform enables easy lead capture via a user-friendly interface.

Key Elements of the Typeform:

Welcome Page: Briefly introduce the purpose of the form.
Interest Inquiry: Ask leads if they are interested in buying a property or simply exploring.
Contact Information: Gather essential information including first name, last name, email, phone number, and company they work for.
Property Viewing Availability: Allow leads to indicate their preferred times for property viewings.
Schedule Call: Provide options for scheduling a follow-up phone call to discuss potential property matches.

Once the Typeform is created and published, you will integrate it with Make.com to ensure that each response is automatically fed into your CRM.

Step 2: Connecting Typeform to Make.com

The next step involves creating an automation scenario in Make.com that triggers actions based on new Typeform submissions. Here’s how:

Trigger: Set Typeform as the trigger when a new form submission is received.
Create a New Lead: If the submitted lead doesn’t already exist in your CRM, automatically create a new lead entry.
Send Meeting Invite: Once a new lead is created, send a calendar invite for a follow-up call.

This automated flow will save immense time, ensuring you don’t miss valuable potential client

Step 3: Managing Leads with CRM

Proper management of your leads is crucial. By utilizing an intuitive CRM like Monday.com, you can organize your leads into different stages:

Awaiting Meeting: Initial leads waiting for a follow-up call.
Sent Property Listings: Leads that have received property listings based on their preferences.
Sold or Lost: Leads that either successfully closed deals or were not converted.

Keeping detailed records of each lead—including contact details, status, and property interests—will help you tailor your communication strategies effectively.

Step 4: Automated Property Listings and Follow-Ups

After a successful phone call, if the client expresses interest, automating the sending of property listings and regular follow-ups can enhance client engagement.

Automating Property Listing Emails:

Webhooks: Set up a webhook that triggers when the lead status changes to “Send Property Listing.”
Email Properties: Create an email template that encompasses properties matching the client’s preferences, including important details and high-resolution images.
Follow-Up Emails: Design a sequence of follow-up emails for engagement post property viewing to keep the client interested.

First Follow-Up (2 days later): Check in after sending the property listing, asking for comments or questions.
Pain Points Follow-Up (7 days later): Address common concerns home buyers may have and how your listings can solve them.
Weekly Check-Ins: Regular reminders about the property and sending valuable market insights.

This continuous engagement keeps clients informed and inclined towards making a decision.

Step 5: Scheduling Viewings and Negotiating Deals

Once a client has shown interest in a specific property, it’s time to schedule a viewing.

Create Viewing Events: Use Make.com to automatically create a Google Calendar event when a client’s status changes to “Home Viewing.”
Reminders: Set up email reminders for clients before the viewing.
Post-Viewing Negotiations: After the viewing, automatically send a follow-up email appreciating their visit and encouraging them to visualize their life in the new property.

Conduct negotiations via email, adjusting the conversation based on the client’s responses.

Step 6: Closing the Deal and Documenting Sales

After negotiations and client acceptance:

Log the Sale: Update the CRM to reflect the status change from “Home Listing” to “Sold.”
Automatic Entry: Ensure that sold properties automatically get logged into a “Sold Homes” board along with client details for future reference.
Celebrate and Maintain the Relationship: Send a closing thank-you email after the sale, expressing gratitude for their business and requesting referrals.

Conclusion

The automation system created using Make.com and integrated with Typeform and Monday.com can truly transform the operational efficiency of a real estate agency. From capturing leads to closing sales, each step can be seamlessly automated to save time, reduce manual errors, and enhance customer satisfaction.

By embracing these technologies, real estate professionals can focus more on building relationships and closing deals rather than getting bogged down by repetitive administrative tasks.

Ready to elevate your real estate agency’s performance? Embrace automation today and watch your business flourish.

For any further assistance or to discuss tailored automation solutions for your agency, feel free to reach out!