How a real estate agency started answering investors in 5 minutes
HubSpot Sales Hub built for selling primary and off-plan property to international investors: qualification, a pipeline from enquiry to payment, an SLA on first contact, automated SDR to AE handoff and database nurture, all in one window.
Slow first response
Leads waited until someone was free. The initiative went to competitors and warm interest cooled off before the first conversation even happened. In real estate the clock runs in minutes.
Keep the speed and the quality as lead flow grows
The task was not simply to move sales into a CRM, but to build a system that keeps the pace and one shared standard as the flow grows, instead of turning into a dump of records.
Response speed
React to every enquiry in minutes rather than hours, with a hard deadline and auto-escalation so no lead is left waiting.
One qualification standard
The same set of data on every investor, so deals are comparable, can be prioritised and handed over without asking twice.
Discipline and transparency
Visible overdue tasks, escalations and an even workload across managers: a process you can watch instead of hoping for the best.
Scale without a rebuild
A modular architecture and one data graph with no duplicates, so the system stretches to new markets and roles instead of being written again.
One system: speed, quality and discipline
Three objects, one data graph
Contact, Deal and Property are linked directly: investor, deal and property with no duplicates. Documents live inside the deal and currencies are converted automatically.
A pipeline from qualification to payment
Six stages, from qualification to Won and Paid, with formulas for commission and time in stage. You always see where a deal stands and what it costs to keep it there.
A 5-minute SLA on first contact
The First contact task carries a 5-minute deadline. Miss it and the task auto-escalates, first to another SDR, then to the founders. No missed call is ever lost.
Automated SDR to AE handoff
Round Robin splits leads evenly between closers, the closer instantly gets the full context in Telegram and the client gets a warm introduction. The quality of every handoff is scored.
thinkingNurture while the client is thinking
A monthly regional report, a task when a deal stalls at the presentation stage and an automatic return when terms change. The system reminds the client about itself in the manager's voice, not as robot spam.
10 blocking qualification fields
A deal cannot move on until the key fields are filled in. The data is always complete and comparable, because qualification quality is guaranteed by the process rather than by anyone's discipline.
What happens in real scenarios
No missed call is ever lost
A client calls and cannot get through. Within 30 seconds they get an automatic WhatsApp reply saying the call was seen and someone will ring back in 5 to 10 minutes, while the manager gets an URGENT task with a 5-minute deadline. If they do not call back, the task moves to another SDR, and five minutes later it escalates to the founders. The call does not dissolve into the flow.
The closer receives the deal with full context
Once the SDR has qualified the lead, the deal automatically goes to the next closer in the queue with no manual assignment. They instantly get the name, budget, goal and notes in Telegram, and the client gets an email saying they have been handed to an expert who will be in touch at 15:00. Deals above $500k are routed to a more experienced closer.
The system does not let a deal go cold
If a deal sits at the Presentation stage for more than seven days, the closer gets a task to send fresh footage from the construction site or a relevant case. When the price drops or the payment plan changes, the CRM itself creates a task to go back to the people who found it too expensive, with a personal message.
Qualification without asking twice
An inbound lead from advertising automatically becomes a deal, and duplicates are cut off at the entrance. Until the blocking fields are filled in, goals, budget and legal status, the deal cannot move down the pipeline. The closer ends up with a complete, comparable investor profile.
Built and launched in a single month
From designing the architecture to going live: one data graph with no duplicates, discipline in response speed and guaranteed qualification quality.
The CRM at the centre of every channel
WhatsApp (Wati)
A deal is created from an inbound message, with SLA tasks and escalations straight from the chat.
Aircall
IP telephony: call recordings and the full contact history in their timeline.
Google Calendar
Two-way sync of meetings and the busy or free status of every manager.
DocuSign
Electronic signing of contracts with tracking of opens and signatures.
Currency API
Automatic EUR, USD, AED and PLN rates for multi-currency budgets.
Meta Ads
Lead status sync for ad optimisation and deduplication of the database.
Gmail
Sending and tracking email straight from the deal record.
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