10 Real Estate Tasks You Can Automate to Save Time and Close More Deals

Automation doesn’t replace the agent — it makes the agent 10x more effective. Use these 10 step-by-step automations to capture more leads, respond faster, qualify smarter, and convert more clients without doing extra busywork.

Prep Checklist

CRM: Follow Up Boss, HubSpot, Pipedrive, or your current system
Automation tool: Make.com or Zapier
Email & SMS: Omnisend
Scheduling: Calendly / YouCanBook.me / SavvyCal
AI caller: Vapi
E-signature: DocuSign or PandaDoc
Design: Canva for pins & email graphics

1) Automate Lead Capture & Routing

What: Capture leads from forms, Zillow, or ads and send them straight to your CRM.

Why: No more copy-pasting or missed opportunities.

How to set it up

Add a webhook to your lead forms (WPForms, Typeform, Gravity Forms).
In Make.com: Form submission → format fields → create contact in CRM → tag with source:pinterest.
Send instant email (Omnisend) and SMS confirmation.
Add the lead to a nurture sequence.

Checklist:

[ ] Webhook connected
[ ] CRM fields mapped
[ ] Email + SMS confirmation working

Email Template:
Subject: Thanks — we got your inquiry
Body: Hi {{firstName}}, thanks for reaching out. I’ll contact you shortly. In the meantime, here’s a quick checklist… [link]

2) Instant Response (AI Caller / Auto Text)

What: Send an immediate SMS and/or trigger an AI call to qualify the lead.

Why: Response speed = conversion.

How to set it up

Trigger: new lead enters CRM.
Action A: Send SMS: “Thanks {{firstName}} — I got your inquiry. Book here: [Calendly].”
Action B: Trigger Vapi AI Caller → ask 2–3 questions → log results in CRM.
If qualified, auto-send scheduling link.

Sample AI Caller Script:

Hi {{firstName}}, this is [Agent Name]’s assistant. 
Quick question — are you looking to buy, sell, or learn your home’s value? 
When’s a good time for a short call?

3) Automated Lead Qualification & Scoring

What: Automatically assign scores to leads based on timeline, budget, and readiness.

Why: Focus on the hottest opportunities first.

How to set it up

Ask key questions via SMS or AI call (budget, timeline, property type).
Map answers to scores (e.g., < 3 months = +3 points).
High score = send to sales rep; Low score = enter nurture sequence.

4) Appointment Scheduling Automation

What: Send booking links, auto-confirm, and create reminders.

Why: Removes back-and-forth and reduces no-shows.

Checklist

[ ] Calendly integration connected
[ ] Confirmation emails live
[ ] SMS reminders: 48h, 24h, 1h

Reminder SMS:
Hi {{firstName}} — reminder: your call with {{agent}} tomorrow at 3:00PM. 
Reply C to confirm.

5) Nurture Sequences (Email + SMS)

What: Omnisend-driven email flows that deliver value and book calls.

How to set it up:

Create a 5-part sequence (value → proof → authority → CTA).
Add conditional rules (if link clicked → fast-track booking email).
Exit leads who already booked.

6) Open House / Showing Follow-ups

What: Collect guest info at open houses and follow up automatically.

How to set it up

Use a tablet sign-in form (Typeform / QR code form).
Send instant thank-you email + property details.
Day 2: send follow-up with extra photos or video tour.

7) Listing Marketing & Syndication

What: Push new listings to social, email, and Pinterest automatically.

Tools: Make.com, Buffer, Canva, Omnisend.

8) Contract & Document Automation

What: Generate contracts with CRM data and send for e-signature.

Workflow

Trigger: lead moves to “Offer” stage.
Make.com fills contract template with CRM data.
Send via DocuSign / PandaDoc.
Auto-update CRM when signed.

9) Client Reminders & Transaction Checklists

What: Keep deals on track with automated reminders for deadlines, inspections, and appraisals.

10) Post-Close Reviews & Referrals

What: Ask for reviews and referrals automatically after closing.

How to set it up

Trigger: Deal closed.
Send thank-you + review request email with Google/FB/Zillow links.
Two weeks later: send referral request with incentive.
Add client to long-term newsletter.

Quick Automation Recipes

SMS (instant):
Hi {{firstName}}, thanks for your inquiry about [address]. 
Want to jump on a quick 10-minute call? Book here: [Calendly link].

Email (initial):
Subject: Thanks — here’s your [magnet name]
Body: Hi {{firstName}}, thanks for your interest. 
Here’s your guide: [link]. 
Want to chat? Book a 15-minute call: [Calendly link].

Final Thoughts

Each of these 10 automations saves hours every week and keeps you focused on deals — not admin. The key is setting them up once and letting them run in the background.