For estate agents · Gibraltar to Marbella
Timely follow-up for every enquiry. Less time on listing admin.
Bring buyer and seller enquiries into your CRM, capture the details automatically and keep follow-up moving. We build workflows around your agency, from the first reply to viewing reminders, sales progression and listing preparation.
Fewer missed leads. Better follow-up. More sales opportunities.
We work with your existing systems where possible, connecting the tools and automating the repetitive work around them.
Built and run by Hayley in Sotogrande · English and Spanish
Good enquiries go cold when follow-up gets missed.
A portal enquiry arrives at nine at night. A WhatsApp message comes through while you're at a viewing. An email gets read but never followed up.
When enquiries arrive through different channels and there's no clear system for tracking them, opportunities can easily be missed.
We understand how quickly this happens in a busy estate agency, and we build the systems that help prevent it.
Built with first-hand experience of how estate agencies work on the Costa del Sol.
From first enquiry to completion and beyond
We build the system around how your agency already works.
We connect your enquiries, client information, sales process and follow-up in one place, and automate the repetitive steps in between.
- 01
Capture
New buyer and seller enquiries arrive in one place, regardless of their source.
- 02
Qualify
Record budgets, preferred locations, property types, timeframes and buyer requirements.
- 03
Follow up
Send timely replies, reminders and follow-ups, with agents taking over when needed.
- 04
Manage
Track viewings, offers, reservations and sales progression.
- 05
Stay on top
Automatically create tasks, reminders and next steps.
- 06
Re-engage
Identify relevant opportunities to reconnect with buyers when suitable properties become available.
The repetitive part
What we can simplify or automate.
Two sides of the same job. One keeps every enquiry and client moving. The other takes the repetition out of getting a property ready to market. Not every agency works the same way, so not all of this will apply to yours.
Enquiries, clients and sales follow-up
- Capture enquiries from property portals, websites, WhatsApp and email
- Create and populate CRM records automatically
- Record the property a client enquired about
- Capture buyer budgets, locations, property types and other requirements
- Assign enquiries to the appropriate agent
- Send acknowledgements and agreed follow-up messages
- Pause automated follow-up when a client responds
- Arrange viewing confirmations and reminders
- Create tasks for outstanding actions
- Track offers, reservations and completions
- Suggest suitable properties based on recorded buyer requirements
- Prepare draft property updates or messages for agent approval
Property listings and marketing preparation
- Collect listing information through structured forms or templates
- Organise property photographs and documents
- Extract information from existing property documents
- Prepare property descriptions
- Create English and Spanish versions
- Generate draft window cards and marketing materials
- Prepare property information packs
- Populate repeated listing fields
- Prepare listings for publication
- Connect listing information between compatible platforms
- Identify incomplete or missing listing information
- Reduce repeated entry into property portals and listing systems
We do not claim to publish automatically to every property portal, or to connect directly to every CRM. How much can be automated depends on the software involved, what it allows us to connect to and how your agency already works. Some workflows prepare information for review and publication rather than publishing it themselves. The first call is where we find that out, rather than guessing at it here.
What your system can include
Everything working together, instead of in separate tools.
These are capabilities available to build with, not a fixed package. Every setup is scoped to what your agency actually needs, so not everything here is included in every implementation.
Clients & CRM
- Buyer and seller records
- Property requirements
- Sales pipelines
- Lead assignments
- Client history
- Tasks and next steps
Communications
- Unified inbox
- WhatsApp and email
- Website enquiries
- Social media messages
- Call activity
- Conversation history
Viewings & sales
- Viewing scheduling
- Confirmations and reminders
- Feedback requests
- Offers and reservations
- Sales progression
- Agent task management
Listings & marketing
- Property intake
- Photo and document organisation
- Draft descriptions
- Translations
- Marketing materials
- Listing preparation and supported integrations
Automations
- New enquiry acknowledgements
- Follow-up sequences
- Buyer re-engagement
- Internal notifications
- Task creation
- Client updates and review requests
AI tools
- Website chat assistants
- WhatsApp assistants
- AI phone answering
- Lead qualification
- Conversation summaries
- Draft property descriptions and communications
As simple or as comprehensive as you need.
Before we build anything
It fits around your agency, not the other way round.
We start by understanding how your agency operates, what systems you're already using and where time is being lost.
If something works well, we keep it. We focus on connecting the tools, simplifying the processes and automating the repetitive work around them.
Every agency works differently, so we build around your requirements rather than expecting you to change how your business operates to fit a particular piece of software.
- 01Understand your agency
We learn how your team works, which systems you use and what you want to improve.
- 02Design & build
We design and connect the right systems and workflows for your agency.
- 03Test & refine
We test each process and make adjustments before going live.
- 04Get your team running
We help your team understand and use the system confidently.
- 05Ongoing support
We maintain and adapt your setup as your requirements change.
Start here
Let's start with a conversation.
Tell us how your agency currently handles enquiries, viewings, follow-up and property listings, and where things are taking up too much time.
We'll help you identify what could be connected, simplified or automated, and explain what it would take to build a solution around your agency.
Start simple, build as you grow. Ongoing support is included.