- Headline result: Average first response down from about eight hours to twelve minutes
- Industry
- Real estate sales and lettings
- Market
- UAE, UK and Pakistan (property agency composite)
- Duration
- 90 days
- Type of client
- Real estate businesses
- Services used
- CRM setup and automation, lead routing, WhatsApp integration, reporting
- Evidence type
- Illustrative composite
Measured impact over 90 days
Average first response down from about eight hours to twelve minutes
Booked viewings up 61%
Leads reaching the qualified stage up 42%
Every enquiry logged and assigned, down from many lost in inboxes
Challenge context
Enquiries arrived from property portals, ads, the website and agents' personal phones. Some sat in a shared inbox overnight, some were never logged, and managers had no view of who had followed up.
Starting point
- Portal leads arriving by email to a shared inbox
- WhatsApp conversations held on agents' personal phones
- No rules for which agent took which area or property type
- Follow-up depending on each agent's memory
Implementation phases
- Phase 1Pipeline design with the sales team: stages, rules and definitions (Weeks 1-2)
- Phase 2Lead capture from portals, ads, website and a shared WhatsApp Business number (Weeks 2-5)
- Phase 3Automatic routing by area and property type, with instant alerts (Weeks 4-7)
- Phase 4Follow-up sequences, viewing reminders and a manager dashboard (Weeks 6-13)
Use the framework, not just the headline number.
- In property, the first agent to respond usually wins the client.
- Keep client conversations in company systems, not personal phones.
- Automate the reminders; let agents spend their time on viewings.
How this applies worldwide
Connect every portal and messaging app to one CRM, route leads instantly and automate follow-up. Only the portals and rules change between markets.
Context and limitations
Illustrative composite built from common Axzora Solutions engagements across our markets (UAE, UK and Pakistan (property agency composite)). Figures are representative of this type of project; results vary with budget, competition, seasonality and how quickly recommendations are implemented.
Case study FAQs
Which CRM was used?
The composite covers agencies on HubSpot and Zoho. The design matters more than the tool: clear stages, routing rules and automatic follow-up.
How was data protection handled?
Consent was captured at every entry point and stored with the contact, and messaging followed the data protection rules of each country the agency worked in.
Can a property agency worldwide automate its pipeline this way?
Yes. We connect the portals and messaging apps used in your market and set routing rules around your areas, teams and property types.
Want a similar rollout?
Share your current baseline and we will map a phased execution plan to your growth goals.
