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.
0
Lost leads
100%
Follow-up rate
2×
Response speed
"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
n8nTrello APIBitrix24Telegram BotWhatsApp API
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