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Lead automation and CRM for real estate
Every portal and ad lead in one CRM, answered on WhatsApp the moment it arrives.
At a glance
- Typical buyers
- Developers, brokerages, channel partners; UK estate and letting agents
- Lead sources
- Property portals, Meta lead ads, Google Ads lead forms, website, call tracking numbers
- Our products used
- Desk (CRM), WhatsApp CRM, Cybe Social
- Rules
- RERA 2016 and state rules; DPDP Act 2023; UK GDPR and estate agency AML rules
Why property leads go cold
Developers spend heavily on leads and then lose many of them in the first hour.
Leads go cold because the first reply comes the next day. One CRM with instant replies, duplicate removal and a timestamped first touch fixes this.
Read more about Why property leads go cold
A typical Indian project buys leads from two or three property portals, runs Meta and Google lead ads, and gets walk-ins and broker referrals on top. Each source arrives differently: an email alert, a spreadsheet download, a notification on someone's phone. The same buyer often enquires on three portals in one evening, and three different sales executives call them the next morning.
The slow part is the first reply. A lead that arrives at 9 p.m. is called the next day, by which time the buyer has spoken to two other projects. Site visits are booked over the phone, reminders are not sent, and no-shows are not followed up. When a booking finally happens, a channel partner and an in-house executive both claim it, and nobody can prove who brought the buyer first.
A real estate CRM with automation fixes this by putting every lead in one place the moment it arrives, removing duplicates, replying instantly and keeping a timestamped record of who touched the lead first.
From enquiry to site visit
The flow we build for most developers and brokerages.
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01 Capture
Portal, ad and website leads reach Desk within seconds, tagged by source and project.
Read more about Capture
Leads from portals, Meta lead ads, Google Ads lead forms and the website arrive in Desk within seconds, tagged with the source and the project. Portal leads are read from their alert emails or lead feeds where the plan includes one.
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02 Remove duplicates
Repeat enquiries merge into the first record, so one buyer has one owner.
Read more about Remove duplicates
Desk checks the phone number and email against existing records. A repeat enquiry is merged into the first record and its new source noted, so one buyer has one owner.
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03 Reply on WhatsApp
The buyer gets the brochure, RERA number and a few qualifying questions on WhatsApp.
Read more about Reply on WhatsApp
The buyer gets a WhatsApp message with the project brochure, the RERA registration number and a few questions: budget, configuration, timeline. Answers are saved to the lead. Built on our WhatsApp CRM, on a WhatsApp Business API account you own.
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04 Route
Leads go to the right executive with a call deadline, and late ones are reassigned.
Read more about Route
The lead goes to the right executive by project, language or area, with a call task and a deadline. Leads not called on time are reassigned or escalated.
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05 Book the visit
Buyers pick a visit slot on WhatsApp and get reminders with a map link.
Read more about Book the visit
The buyer picks a site visit slot on WhatsApp. Reminders go out the day before and two hours before, with a map link. No-shows get a reschedule message.
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06 Track to booking
Visits and bookings tracked in a pipeline, with the portal or campaign behind each.
Read more about Track to booking
Visits, negotiations and bookings move through an opportunity pipeline. Desk's source report shows which portal or campaign produced visits and bookings, not just leads.
Lead sources and how they connect
| Source | How leads arrive | What is captured |
|---|---|---|
| Property portals | Alert email or the portal's lead feed | Name, phone, project, configuration, time of enquiry |
| Meta lead ads | Webhook from the lead form | Form answers, campaign, ad set and ad |
| Google Ads lead forms | Webhook from the form | Form answers, campaign and keyword where available |
| Website and landing pages | Form submission | Page, UTM parameters, answers |
| Channel partners | Partner registers the buyer through a form or WhatsApp | Partner name and timestamp, logged as a referral |
| Walk-ins | Tablet form at the site office | Visit time and the executive on duty |
Every lead carries its first-touch timestamp, which settles most channel partner disputes.
Regulation that affects sales tools
- RERA 2016
- Registered projects must show the RERA registration number and authority website in every advertisement. Some state authorities, such as MahaRERA, also require a QR code.
- Agent registration
- Real estate agents must register with the state RERA authority before selling a registered project.
- TDS on property
- Buyers deduct TDS on purchases of ₹50 lakh and above, so the payment schedule must show it.
- DPDP Act 2023
- Buyer phone numbers and preferences are personal data. Bought lead lists need a lawful basis; buyers can ask to stop being contacted.
- UK material information
- Property listings must show material information such as council tax band, tenure and price, under National Trading Standards guidance.
- UK anti-money laundering
- Estate agency businesses are supervised by HMRC under the Money Laundering Regulations 2017 and must check customer identity.
- UK GDPR
- Applies to all buyer, seller and tenant data held by UK agents.
After the booking, and our work in the UK
KYC documents and agreements are read by OCR, and stage-wise payment reminders wait for your CRM manager's approval. We also work with UK agents.
Read more about After the booking, and our work in the UK
Once a unit is booked, the paperwork starts: KYC documents, the agreement for sale and demand letters at each construction stage. We read KYC documents and agreements with our OCR pipeline and generate stage-wise payment reminders, with your CRM manager approving each batch before it goes out.
We work with UK agents and property businesses as well as Indian developers; see our UK page. For marketing, Cybe Social posts project updates and launch creatives to every connected account, and our WhatsApp CRM automation service service covers custom flows beyond what Desk does out of the box.
Questions
Can Desk take leads from property portals automatically?
Yes, in most cases. We read the lead alert emails the portals send, or the portal's lead feed where your plan includes one, and create the lead in Desk with its source within seconds. We check each portal account you use before promising a method.
How fast can a buyer get a reply?
The first WhatsApp message goes out as soon as the lead arrives, at any hour. It sends the brochure and asks qualifying questions, so the executive who calls the next morning already knows the budget and requirement.
How do you handle channel partner disputes?
Partners register buyers through a form or WhatsApp, and Desk records the time. Because every lead from every source has a first-touch timestamp, you can see who brought the buyer first.
Is it allowed to send WhatsApp messages to portal leads?
The buyer gave their number to enquire about a property, but WhatsApp still requires opt-in for business-initiated messages. We add a consent line to your forms and use approved templates, and anyone who replies STOP is removed. Check your portal agreement as well.
Do you work with UK estate agents?
Yes. The same lead capture, CRM and document reading work applies to UK agents, with UK GDPR and AML identity checks built in.
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