Enquiries reaching the right person
CRM and AI for estate agencies in Marbella
I set up CRM systems, WhatsApp bots and automation for estate agencies in Marbella and across the Costa del Sol. We organise enquiries with a clear owner, the information needed and a next step.
Where the work gets stuck
One buyer writes on WhatsApp, another comes through an ad and a third fills in a website form. When each enquiry stays in a different place, it becomes difficult to know who has replied and what should happen next.
We review how a contact arrives, how it is assigned and what happens after an unanswered message. Organising the CRM and follow-up tasks may be enough. If enquiry volume is low, an AI assistant may not be the first investment to make.
What we can connect
The scope can cover website forms, CRM, email, calendar and WhatsApp, depending on the accounts and integrations available. We set up stages, owners and reminders so each contact has a defined next step.
I work with GoHighLevel and n8n. Before proposing a connection, we check access, the capabilities of your plan and provider costs. Software subscriptions and messaging or AI usage are listed separately where applicable.
What AI does and where people take over
A bot can help collect location, budget and preferences, answer questions using information approved by the agency and guide a contact towards an appointment. Voice assistants are assessed as a separate integration.
We define when a conversation goes to your team, how to correct a response and what happens if an integration fails. Property availability, prices and terms require reliable information. AI must not invent them or replace an agent’s decision.
From a review to a controlled test
First we choose one specific journey: for example, a form creates a CRM contact, sends a confirmation and assigns a task to an agent. We document the fields, owners and rules before building it.
We test that journey with test data, check duplicates and errors, and confirm that information reaches the right recipient. Only then do we extend the system.
How we assess the result
We measure incoming enquiries, time to first response, outstanding follow-ups and completed appointments. With a comparable baseline, we can assess changes. I do not promise a number of clients or a percentage improvement without knowing your agency’s data.
If you also need to attract enquiries, we can prepare property videos and campaigns with a clear route to your form and CRM. Lead generation and follow-up are planned together, within an agreed budget.
Before we start
Do I need to change CRM?
Not necessarily. We review your existing system and its integration options before recommending a migration.
Does the bot replace my team?
No. We agree specific tasks, limits on its answers and when a person should take over.
How much does automation cost?
The proposal depends on the channels, integrations and journeys to configure. Implementation, maintenance and third-party costs are separated so you can assess them.
What happens to contact data?
Before activating a workflow, we define the data needed, who can access it and which providers handle it. We review permissions, retention and the information contacts should receive for the intended use.
Let’s review where your agency gets stuck
In 20 minutes, we look at how enquiries arrive and what to resolve first. You can then decide with a written proposal.