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Put Your Real Estate Business Into Overdrive with Smart Automation

 

In real estate, time is money.

As a professional in this industry, you're constantly juggling clients, showings, paperwork, and marketing tasks.

It can be overwhelming!

But what if I told you there's a way to automate your business and streamline the process of management?

Imagine having a tireless assistant working 24/7 to help you stay on top of everything.

In our most recent Ylopo Success Summit, new team leader Matt Croteau shared how he was able to boost his team's transactions from 150 to over 200 in just one year by leveraging automation tools.

Watch his talk in full below. 

 
 

Today, we'll delve into the automations that helped Matt and team are available, how to set them up effectively, and provide some game-changing examples that will revolutionize the way you do business in real estate.

The Takeaway: 

Automation in real estate streamlines repetitive tasks, enhances efficiency, and improves lead management. From automated follow-ups to AI chatbots, strategic tools revolutionize daily operations. These systems help agents nurture prospects, provide timely information, and scale businesses while maintaining a personal touch.

Chapter 1: What's the Deal with Automations?

Automations are your secret weapon against repetitive tasks.

They're like having a super-efficient robot assistant.

If you're doing the same thing over and over, that's a job for automation.

Here's why automations rock:

  1. They turn complex tasks into one-click wonders

  2. They make your team's life easier

  3. They remember to do things you might forget

  4. They free up your time for the important stuff

  5. They make sure no lead slips through the cracks

Chapter 2: Building Your First Automation

Don't worry, it's not rocket science.

Automations follow a simple 3-step recipe:

  1. Trigger - The starting gun

  2. Condition - The rules of the game

  3. Action - What happens next

Let's break it down.

Triggers

Triggers are the spark that sets your automation in motion. Some common ones:

  • Moving a lead to a new stage

  • Adding or removing tags

  • Changing deal stages

  • Important dates (birthdays, home-iversaries)

  • Website activity (property views, saves)

You can use one trigger or mix and match for more complex setups.

Conditions

Conditions are like bouncers at a club.

They decide who gets in and who doesn't.

This stops your whole database from going crazy with every automation.

Some handy condition options:

  1. Which agent or team is assigned

  2. When was the last contact

  3. Last website visit

  4. Where the lead came from

  5. What kind of properties they like

  6. Where they're located

Actions

Actions are where the magic happens.

It's what your automation actually does.

You can set up one action or chain them together like dominoes.

Popular actions include:

  • Passing leads to a new agent

  • Adding notes to contact records

  • Giving team members a heads up

  • Changing lead stages

  • Adding or removing tags

  • Kicking off email campaigns or action plans

Now that we've got the basics down, let's look at some real-world examples that'll make your business hum.

 

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Chapter 3: Automation Showcase: 8 Power Moves for Real Estate Pros

#1: The "Oops, Wrong Number" Workflow

We've all been there.

You call a hot lead and... it's a dud number.

Frustrating, right?

Here's how to automate the fix:

1. Create a "Bad Phone Number" stage in your CRM (i.e. Follow Up Boss)

2. Set up an automation like this:

  • Trigger: Lead moves to "Bad Phone Number" stage

  • Condition: None (applies to all leads)

  • Actions:

    1. Tag lead with "bad_phone"

    2. Move lead to a "storage" or "archive" pipeline

    3. Change lead stage to "Contact Attempt"

    4. Start a "Wrong Phone" email drip campaign

Now when an agent hits a dead end, they just move the lead to "Bad Phone Number" and the system takes care of the rest.

It keeps your follow-up consistent, tags leads (prompting them to update info if they come back to your site), and clears inactive leads from your main pipeline.

Pro tip: Set up a companion automation for when a lead updates their number.

  1. Trigger: Lead tagged with "new_number"

  2. Condition: None

  3. Actions:

    • Add note to lead record

    • Move lead back to active pipeline

    • Notify assigned agent

    • Remove "bad_phone" tag

This brings potentially valuable leads back into focus as soon as they provide fresh contact info.

#2: Website Activity Alerts

Want to know when a lead is getting serious?

This automation keeps you in the loop:

  • Trigger: Property view OR property saved

  • Condition: Lead is in your active lead pipeline

  • Actions:

    1. Email lead with their recently viewed properties

    2. Add note to lead record

    3. Notify assigned agent

The email to the lead can use merge fields to dynamically insert the properties they viewed, making it super relevant.

This automation helps you spot active leads who might be ready for a chat, so fewer opportunities slip through the cracks.

#3: AI Chatbot Follow-Up

Using an AI chatbot like Ylopo AI to engage website visitors?

Here's how to quickly follow up on promising conversations:

  • Trigger: Lead tagged with "AI_needs_follow_up"

  • Condition: Lead is in a shared team pipeline

  • Actions:

    1. Move lead to a "First to Claim" group

    2. Notify team of new lead availability

    3. Start initial follow-up action plan

This lets your team pounce on leads that have shown interest through chat.

The "First to Claim" approach can spark some friendly competition among team members for rapid follow-up.

#4: Nurture Identification

While many teams focus on "now" business, there's gold in them hills of longer-term prospects.

Use automations to spot these gems:

  • Trigger: Lead tagged with "nurture" by your AI phone system

  • Condition: None

  • Actions:

    1. Move lead to "First to Claim" group

    2. Notify team of nurture lead availability

    3. Start long-term nurture action plan

This helps you systematically follow up with leads who've shown some interest but aren't ready to buy or sell just yet.

By assigning these to eager team members and starting appropriate nurture campaigns, you're building a pipeline of future business.

#5: Missed Opportunity Prevention

For team leaders, it's crucial to make sure leads aren't falling through the cracks due to agent inaction.

Here's an automation to help prevent missed opportunities:

  • Trigger: Tag added "lead_check" (applied to new leads via separate automation)

  • Conditions:

    1. Calls made is less than 1

    2. Lead stage is still "New Lead"

  • Actions:

    1. Reassign lead to team pipeline

    2. Notify team leader

    3. Add note to lead record

This automation spots leads that haven't received initial follow-up within a set timeframe (e.g., 2 hours) and makes them available to the broader team.

This creates accountability and ensures rapid response to new leads.

#6: Dynamic Market Updates

Providing relevant, location-specific market info is a great way to stay top-of-mind with your database.

Here's how to automate this process:

  1. Use auto-tagging features to apply city or zip code tags based on property views

  2. Create market update email templates for each area you serve

  3. Set up an automation for each location:

    • Trigger: Tag added for specific location (e.g., "Irvine")

    • Condition: None

    • Action: Start location-specific market update email sequence

This allows you to automatically send hyper-relevant market data to leads based on the areas they've shown interest in through their browsing behavior.

#7: Long-Term Nurture Campaigns

Consistent follow-up is key to converting leads over time.

You can use automations to ensure leads receive value-add content for years:

  1. Create an initial short-term (e.g., 14-day) action plan for new leads

  2. At the end of that action plan, add a tag like "start_long_term_nurture"

  3. Set up an automation:

    • Trigger: Tag added "start_long_term_nurture"

    • Condition: None

    • Action: Start 3-year nurture campaign

This allows you to seamlessly transition leads from high-touch initial follow-up to a steady drip of valuable content over the long term.

#8: Special Occasions

Personal touches can make a big difference in real estate.

Use automations to never miss an important date:

  • Trigger: Date field (e.g., "Birthday" or "Home Anniversary")

  • Condition: Date is within 7 days

  • Actions:

    1. Create task for assigned agent to send card

    2. Queue up celebratory email to send on exact date

This ensures you're consistently reaching out on meaningful occasions without having to remember every single client's important dates.

 

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Chapter 4: Best Practices for Implementing Automations

As you start revving up your automation engine, keep these best practices in mind:

  1. Start simple: Begin with one or two straightforward automations and build from there. This prevents overwhelm and lets you see results quickly.

  2. Document your processes: Before creating automations, clearly map out your ideal workflows. This makes it easier to spot automation opportunities and keep things consistent.

  3. Use conditions wisely: Proper use of conditions prevents automations from running amok. Always double-check your logic.

  4. Test thoroughly: Run multiple tests with different scenarios before fully implementing an automation. This helps catch any unintended consequences.

  5. Monitor and adjust: Regularly review your automations to ensure they're producing the desired results. Be prepared to tweak and optimize over time.

  6. Train your team: Make sure all team members understand how to interact with your automations. This might include moving leads to specific stages or applying certain tags.

  7. Focus on the user experience: When creating client-facing automations like email campaigns, always consider the experience from the lead's perspective. Provide genuine value, not just promotional content.

  8. Combine automations strategically: Look for opportunities to chain automations together for more sophisticated workflows.

Overcoming Common Automation Challenges

Automations can revolutionize your business, but beware of common pitfalls:

  • Over-automation: Don't lose the human touch, especially in client interactions.

  • Complexity creep: Keep it simple. Avoid overly complex systems.

  • Data quality issues: Ensure data is clean and accurate for effective automation.

  • Lack of flexibility: Build in override options for unique cases.

  • Integration limitations: Check how well your tools integrate to maintain cross-platform efficiency.

Stay mindful, and let automations elevate rather than complicate your operations.

To grasp the true value of your automation, track key metrics like time saved on admin tasks, lead response times, conversion rates, team productivity, and client satisfaction.

Measuring these impacts lets you refine your strategy and showcase ROI to your team effectively.

Wrapping It Up

Strategic automation can transform your real estate business. A

utomate repetitive tasks, ensure consistent follow-ups, and highlight top opportunities to scale efficiently.

Start small with impactful processes and refine as you go. Free up time for what truly matters – building relationships and closing deals.

Whether you're a solo agent or leading a team, embracing automation is key to leveling up. Implement these strategies today and watch your productivity soar.

 

Transform Your Real Estate Business with Automation

Now that you've seen the power of automation in real estate, it's time to take action.

Imagine having a tireless assistant working 24/7, handling lead generation, follow-ups, and nurturing campaigns while you focus on closing deals.

That's exactly what Ylopo offers.

Our AI-driven platform can help you implement all the strategies we've discussed and more.

From smart lead capture to automated text and voice follow-ups, Ylopo has the tools to streamline your business.

Don't let another day go by watching leads slip through the cracks.

Take control of your success and scale your business efficiently.

Book a free demo with Ylopo today and see the difference for yourself!

 

About the Author

Aaron “Kiwi” Franklin

Head of Growth