About this case study: it is based on a business typical of the ones we work with, not a named client, and every number comes from the assumptions at the end of the page. Swap in your own and the sums still work.
The problem
The brokerage gets about 70 leads a day across portals and ads. By the time the manager has sorted the inbox and forwarded each lead, a couple of hours have passed and the buyer has already spoken to two other brokers.
Fixing a site visit takes several calls, and nobody can say which portal actually produces visits rather than just leads.
What we build
- 1
Every lead in the CRM
Portal lead emails and Facebook lead ads are read automatically and added to the CRM with budget, locality and property type.
- 2
Right agent, right away
Leads are assigned by locality and budget. The agent gets a WhatsApp alert, and the buyer gets an introduction with three matching listings.
- 3
Visits booked by the buyer
The buyer picks a site visit slot from the agent's calendar. Both get reminders, and the agent fills a one-tap feedback form after the visit.
- 4
Which portal is worth it
A weekly report shows leads, visits and bookings by source.
Before and after
| Step | Before | After |
|---|---|---|
| Sorting and forwarding a lead | About 3 minutes each | Automatic |
| Fixing a site visit | About 10 minutes of calls | Buyer picks a slot |
| Time to first contact | About 2 hours | Under 5 minutes |
Where a person stays in control
Agents still call every serious buyer. Listings sent automatically come from the brokerage's own approved list.
Running cost
Roughly ₹7,000–12,000 a month for the CRM, messages and hosting.
Tools
- Portal lead emails
- Meta lead ads
- Zoho CRM or HubSpot
- WhatsApp Business API
- Google Calendar
- n8n
How the numbers work
- 70 leads a day at 3 minutes each to sort, log and forward: 3.5 hours × 26 days = 91 hours.
- 15 site visits a day at 10 minutes each to fix: 2.5 hours × 26 days = 65 hours.
- Agent time costed at ₹500 an hour: 156 × ₹500 = ₹78,000.
Estimates, not promises. Use the savings calculator with your own hours and costs.
Want this for your business?
A free 30-minute call is enough to tell whether it fits, what it would take and what it would cost.