The problem
Leads arrived from Facebook Ads, imobiliare.ro, the project website, and three real estate portals. They landed in four different inboxes. The two sales agents called back when they could — often the next morning, sometimes never. A shared Excel sheet tracked who was interested in what, updated whenever someone remembered.
The developer could not tell, on any given Monday, how many units were really in negotiation, which buyers were waiting on a pre-contract, or which ad channel was actually producing sales.
What we built
We consolidated every acquisition channel into one pipeline and automated the stages where humans add zero value. The sales agents kept the conversations — the system removed everything else from their plate.
- Unified lead capture from Meta Ads, Google Ads, portals, and the project site into a single HubSpot pipeline
- Instant WhatsApp + email response to every new lead in under 60 seconds, with an apartment-configurator link
- Qualification bot that asks 4 questions (budget, financing, timeline, preferred layout) before booking an on-site viewing
- Automated viewing scheduling synced to both agents' calendars, with a confirmation SMS at T-24h
- Dynamic availability board: a live unit grid on the website, auto-updated when a reservation is signed
- Pre-contract automation: e-signature, 10% reservation payment via Stripe, notary document pre-fill
- Weekly developer dashboard: reserved / negotiating / signed / dropped per unit, per floor, per channel
The results
In the first 11 weeks after launch, 34 of the 68 units were sold — the developer had planned for 18 in the same window. Average response time to a new lead dropped from 14 hours to under 4 minutes. The team discovered that imobiliare.ro was producing 3x more qualified buyers than Facebook Ads, which shifted €22,000 in monthly spend.
Most importantly, the developer could finally forecast cash flow. Each signed pre-contract triggered an automatic update to the construction financing projection, and the bank received a clean monthly report without the finance team touching a spreadsheet.
"We sold half the project before we finished the show apartment. The automation paid for itself on the third unit."
— Developer, managing partner
