How a Bothell Real Estate Agency Reclaimed 20 Hours Per Week

!The Challenge

A five-agent real estate agency in Bothell was losing after-hours leads to larger competitors who had dedicated staff answering inquiries 24/7. The team spent 3–4 hours daily on manual CRM data entry, follow-up emails, and coordinating showing appointments. They estimated they were missing 30–40% of inbound leads entirely.

→What We Built

We deployed an AI agent that responds to new inquiries within 5 minutes, qualifies leads with personalized questions, and automatically books discovery calls on the agent's calendar. A second automation syncs all activity into their CRM, generates weekly pipeline reports, and sends follow-up sequences for leads that go cold.

The Results

• Eliminated manual CRM entry — data syncs automatically from email, website forms, and calls
• After-hours leads now receive an AI response within 5 minutes, 24/7
• Automated 3-touch follow-up sequence for every new lead
• Weekly pipeline report generated automatically every Monday morning
• Team freed from repetitive tasks — now focused entirely on client relationships

Technologies Used