The Problem
Leads came from 5+ sources: website forms, Instagram DMs, WhatsApp, phone calls, and referrals. Brokers forgot to follow up, notes were scattered across notebooks and chats. The agency was losing deals due to organizational chaos, not competition. Management had zero visibility into the pipeline.
What We Built
We deployed an AI agent that captures leads from all channels into Trello, automatically assigns them to the right broker based on area and specialization, sends follow-up reminders, and syncs everything with the CRM. The agent also generates a daily summary for management showing pipeline health.
"Before, we forgot half of our leads. Now every inquiry is tracked and assigned automatically."
Timeline
3 weeks from audit to full deployment
Tools Used
The Agency: 10 Brokers, 5 Channels, Zero System
This real estate agency in Tashkent had 10 active brokers and a growing reputation. Business was good — leads were coming in from everywhere: website contact forms, Instagram DMs, WhatsApp messages, phone calls, and referrals from past clients. The problem wasn't lead generation. It was what happened after a lead arrived.
There was no central system. Each broker had their own notebook, WhatsApp chats, and memory. When a lead came in through the website, someone would copy it into a group chat. Instagram DMs sat unanswered for hours. Phone leads were written on sticky notes that got lost. The agency estimated they were losing 30-40% of all leads simply because nobody followed up in time.
The Audit: Where Leads Were Dying
During our initial audit, we tracked every lead source for one week. The results were worse than the agency expected:
The average first-response time was 48-72 hours. In real estate, the first agent to respond wins the client 78% of the time. This agency was consistently last to respond.
Management had no dashboard, no pipeline view, no way to know which deals were active and which had gone cold. Monthly meetings relied on brokers' verbal reports — inaccurate and incomplete.
The Solution: AI-Powered Lead Orchestration
We built a centralized system using n8n as the automation backbone, Trello as the visual pipeline, and Bitrix24 as the CRM. Here's the architecture:
Lead Capture Layer. We connected all 5 lead sources to a single n8n workflow. Website forms trigger instantly via webhook. Instagram DMs are monitored via the Graph API. WhatsApp messages are captured through the WhatsApp Business API. Phone calls are logged by brokers through a simple Telegram bot command. Referrals get their own intake form.
Smart Assignment. Every lead is automatically classified by: (a) property type interest (apartment, house, commercial), (b) location/district preference, and (c) budget range. The AI agent matches these criteria against broker specializations and current workload, then assigns to the optimal broker. If the primary broker doesn't respond within 30 minutes, the lead is escalated to a backup.
Follow-up Engine. After assignment, the system sends automatic reminders: 30 minutes (Telegram ping), 2 hours (escalation warning), 4 hours (auto-reassignment). Every interaction is logged. The broker can update lead status directly from Telegram — no need to open Trello or CRM manually.
Management Dashboard. Every morning at 9 AM, the agency director receives a Telegram summary: new leads overnight, pending follow-ups, pipeline health by stage, broker response times, and deals approaching close. Weekly reports are auto-generated in Google Sheets.
Implementation Timeline
| Week | Phase | Deliverables |
|---|---|---|
| Week 1 | Audit & Setup | Process mapping, Trello board structure, n8n workflows for website + Instagram |
| Week 2 | Integration | WhatsApp + phone + referral capture, smart assignment logic, Bitrix24 sync |
| Week 3 | Launch & Training | Broker onboarding, Telegram bot commands, management dashboard, go-live |
Results After 30 Days
The transformation was immediate. In the first week alone, the system captured 12 leads that would have been lost under the old process. By day 30:
- Zero leads lost — every single inquiry from all 5 channels captured and tracked
- Average first-response time dropped from 48-72 hours to under 2 hours
- Follow-up rate went from an estimated 60% to a verified 100%
- Brokers reported spending 40% less time on admin and more time on showings
- Management could see the entire pipeline in real-time for the first time ever
Key Results
- Zero leads lost — every inquiry captured and tracked automatically
- 100% follow-up rate within 2 hours (vs 48-72 hours before)
- Management dashboard with real-time pipeline visibility
- Brokers freed from admin work — more time for showings and closings
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