From 10 to 17 contracts. Per month.
A real estate agency was losing deals because inquiries were processed too slowly. We built an AI-powered workflow that qualifies, routes, and syncs every inquiry to Propstack CRM in seconds. The result: 70% more closings.
The Problem
Inquiries came in. But nobody was fast enough.
Property buyers expect a response within minutes. Not hours. Not the next day. At our client's agency, inquiries from ImmoScout24, the website, and social media landed in different inboxes. Each had to be manually read, evaluated, and assigned to a broker.
That took over 30 minutes on average. By then, the prospect had already contacted the next agency. Conversion suffered, customer satisfaction dropped, and the team was frustrated because they spent more time on admin than on advising clients.
What was missing wasn't a new CRM. Propstack was already in place. What was missing was an intelligent layer between inquiry and CRM that eliminates manual effort and creates speed.
The Solution
AI reads, qualifies, and routes. The broker closes.
We built an AI-powered automation workflow that processes all incoming inquiries in real time. Whether the inquiry arrives via email, web form, or a portal like ImmoScout24, the workflow automatically detects intent, property type, and urgency.
Within seconds, the inquiry is qualified, assigned to the right broker, and created as a structured contact in Propstack CRM. The broker receives an instant notification with all relevant information and can jump straight into the conversation. No manual sorting, no copy-paste, no time lost.
The Results
Respond faster. Close more.
+70%
more broker contracts
from 10 to 17 per month
< 5 Min
response time
previously over 30 minutes
98%
customer satisfaction
+23% vs. before
0
manual sorting
fully automated
How It Works
Four steps. Zero delay.
Capture
Inquiries from all channels are captured automatically: email, web forms, ImmoScout24, and social media. Every inquiry is handed to the workflow in real time.
Qualify
AI analyzes the inquiry text and extracts property type, budget, timeline, and purchase intent. Each inquiry receives a qualification score that determines priority.
Route
Based on property type, location, and availability, the inquiry is automatically assigned to the right broker. The contact is instantly created in Propstack CRM.
Respond
The broker receives a real-time notification with all qualified information. First responses go out within minutes instead of hours.
What the Workflow Does
Built for speed. Integrated with Propstack.
Multi-Channel Capture
Inquiries from ImmoScout24, website forms, email, and social media are automatically unified in a single workflow. No channel gets lost.
AI Qualification
GPT analyzes the inquiry text and extracts structured data: property type, budget, timeline, purchase intent. Each inquiry receives a score for automatic prioritization.
Propstack CRM Integration
Qualified contacts are automatically created in Propstack CRM. Including all extracted data, source channel, and qualification score. No manual data transfer.
Speed-to-Lead
From incoming inquiry to broker notification in seconds instead of minutes. The decisive edge over the competition.
Intelligent Routing
Inquiries are automatically assigned to the right broker based on property type, location, and current workload. Even distribution, no overload.
Performance Dashboard
Real-time overview of inquiry volume, response times, conversion rates, and broker performance. Clear data foundation for operational decisions.
Technology
AI meets real estate CRM.
At the core of the workflow sits OpenAI GPT-4o-mini. The model handles incoming inquiry analysis: it detects purchase intent, extracts property preferences, and assesses urgency. Every inquiry is transformed into structured data that can be processed immediately.
Integration with Propstack runs through the official API. Contacts, activities, and qualification data are synchronized in real time. The workflow is implemented as a serverless automation process that responds within seconds and scales without limits.