Real Estate Automation Agency
Close More Deals Without More Admin
Agents who respond within five minutes are 100x more likely to convert a lead. The average agency takes hours. Your top performers are spending 13 hours a week on email and data entry instead of booking appraisals. We fix that.
Three Steps to Running an Agency That Scales
We connect your CRM, portal feeds, email, trust accounting, and property management tools into automated workflows. Leads get instant responses. Follow ups run on schedule. PMs stop drowning in repetitive enquiries. Your agents focus on relationships and revenue.
We audit your entire agency operation
We trace how leads enter your business, how they're followed up, where they stall, and where they're lost. We review property management workflows, trust accounting processes, and internal communication. The output is a clear map of every manual task costing your agency time and money.
We build automations across sales and PM
Portal enquiries are captured and responded to in under two minutes. Follow up sequences run on schedule. Agents get alerts when a lead reengages. Tenant enquiries are handled automatically for the questions your PMs answer 50 times a week. Trust accounting data flows without manual reentry. All connected to your existing CRM and tools.
We launch, monitor, and train your team
Every automation is tested with real data before going live. We monitor for 30 days, adjust anything that needs tuning, and train your agents, PMs, and admin staff so they trust the system and use it properly.
Fifteen hours a week. That’s what we were losing to copying data between our CRM and our accounting software. Koray built an automation, and it dropped to zero.
Two hours a day, every day, moving data between our practice management system and Xero. Koray fixed it in a week.
It just runs. I keep waiting for it to break, and it doesn’t.
I was sceptical. Construction isn’t exactly a software industry but we were losing quotes because we weren’t following up fast enough
Koray set the whole thing up, walked us through it, and then it just worked.
Every enquiry gets a response in minutes and lands in the right pipeline automatically.
Tax season used to mean late nights moving client data between systems. This year, we didn’t do any of that.
Manual Processes vs. CRM Tools vs. Invulnerable
Your CRM stores contacts. We make your whole agency run faster.
| Manual / Spreadsheets | CRM Built-In Tools | Invulnerable . | |
|---|---|---|---|
| Lead response under 2 minutes | |||
| Multi step follow up sequences | |||
| Connected to portal feeds (REA, Domain) | |||
| Property management workflow automation | |||
| Trust accounting data integration | |||
| Works across Agentbox, Rex, VaultRE, Eagle | |||
| Australian based team | |||
| No lock in contracts |
Your CRM holds the data. Some even lock it down. We build the automations that act on it, across every part of your agency.
Automations built for real estate
Thirty days after onboarding begins, an automated workflow surveys your client, pulls milestone data from your project tools, generates an AI written retrospective, and flags anyone who needs a recovery call. Every onboarding teaches the next one.
When a new contract lands in your cloud folder, an AI agent extracts the text, checks every clause against a risk framework, and sends your team a structured memo flagging the problems that actually matter. Preliminary review drops from hours to minutes.
When a deal hits the proposal stage in your CRM, this automation pulls the client name, scope, pricing, and line items, then merges everything into a branded template. The finished PDF lands back on the deal record and in the prospect's inbox without anyone touching a document.
When every party signs a document in DocuSign or PandaDoc, this automation downloads the completed PDF, renames it to your filing convention, stores it in the right client folder, and notifies the account manager. No manual downloading, no misfiled contracts.
A scheduled workflow scans your contracts database daily, flags renewals at 30, 14, and 7 day intervals, and sends tiered alerts to account managers and leadership so nothing expires unnoticed.
When a new client is created in your CRM, this automation builds their billing profile, generates the first invoice, sets up recurring payments, and sends a secure link to collect their payment method. No manual data entry between systems, no forgotten first invoices.
When a project is marked complete in your project management tool, this automation pulls billable hours and rates, generates a branded PDF invoice, and emails it to the client with payment instructions. A copy lands in the client folder without anyone lifting a finger.
An AI agent that turns your meeting recordings into structured summaries, assigned action items, and tracked tasks across Slack, Asana, and Notion. No more post meeting admin, no more forgotten decisions.
Automatically classify incoming contracts by type, route each one to the right reviewer, and track every document through the review pipeline so nothing stalls in someone's inbox.
When a new client record lands in your CRM with a signed engagement letter, a prefilled contract is automatically generated and sent for e signature. No copying, no delays, no forgotten clauses.
When a prospect opens your proposal, this automation logs the view in your CRM, pings the assigned salesperson on Slack, and sends a templated follow up email if the document stays unsigned after 48 hours.
When a real estate agent fills out a short form with property details and buyer information, the automation generates a complete contract of sale, attaches the correct disclosure forms, and sends the full package to DocuSign with the right signing order.
When a vendor sends a contract, AI extracts payment terms, liability caps, termination clauses and auto renewal dates into a structured row. Your procurement team can then compare every vendor agreement side by side, spotting bad deals before anyone signs.
An AI agent reads every email in your shared inbox, classifies it by type, and sends an appropriate response within minutes. New enquiries, support questions, billing issues, and spam all get handled automatically, around the clock.
Automatically draft personalised welcome emails for every new client using AI and their intake form data. Your team reviews and approves each one in Slack before it sends, so every client gets a warm, specific first impression without anyone spending 20 minutes writing it.
An automated agent monitors your Google and Yelp reviews, classifies each one by sentiment, drafts a response that matches your tone, and posts it. Negative reviews get routed to you for approval first. Your response rate stays near 100% without you writing a single reply.
Automatically send clients a confirmation with preparation checklists, intake forms, and documents tailored to their appointment type. They show up ready. You stay on schedule.
Automatically send a confirmation email at booking, a text the day before, and a final SMS an hour out. Clients show up, your calendar stays full, and your front desk stops making reminder calls.
Automatically generate a structured onboarding checklist for every new client, assign tasks to the right team members, track completion in real time, and escalate overdue items before anyone has to ask.
Automatically send clients a personalised portal requesting the exact documents you need, chase them with timed reminders, and update your CRM the moment everything lands. No emails. No phone calls. No spreadsheets tracking who sent what.
When a deal closes in your CRM, a timed sequence of personalised review requests goes out via email and SMS. Customers get a direct link to your Google review page while their experience is still fresh, and your team never has to remember to ask.
A daily automated workflow checks your CRM for upcoming birthdays and client anniversaries, then sends personalised messages by email or SMS. High value clients get flagged for a personal call, so every relationship gets the right touch at the right time.
When a deal closes, this automation creates the project, sends the welcome email, builds the shared folder, books the kickoff call, and sets up billing. Every step adapts to the service package purchased, and your team never touches a spreadsheet.
Automatically track every contract expiry date and send personalised renewal emails at 60, 30, and 14 days out, so no recurring revenue quietly disappears because someone forgot to follow up.
Does this work with our existing CRM?
We integrate with Agentbox, Rex, VaultRE, Eagle, and most real estate CRMs used in Australia. If you're on a platform like VaultRE that restricts data access, we'll identify what's possible and what workarounds exist during the audit.
Can it pull leads from realestate.com.au and Domain?
We connect directly to your portal feeds so every enquiry is captured, logged, and responded to automatically. No manual checking, no leads missed overnight.
We're a multi office agency. Does this scale?
Automations work the same way whether you have one office or ten. The systems scale without requiring more admin staff per location. That's how principals grow from a single office to an REB Top 100 operation without the headcount growing at the same rate.
What about property management? We're losing PMs faster than we can hire them.
Property management is a major focus. We automate lease renewal workflows, maintenance request routing, tenant communications, inspection scheduling, and the repetitive enquiries that consume 65% of a PM's operational workload. Your PMs handle exceptions and relationships. The routine work runs itself.
Will our agents need to learn new software?
No. The automations run in the background using the tools your team already uses. Agents keep working in their CRM, email, and calendar. They just stop doing the repetitive parts manually.
What does it cost?
Fixed price per engagement. You know the cost upfront before any work starts. The audit is free and gives you a clear breakdown of what we'd build and what it would save. When you're paying experienced agents to do data entry, the ROI is usually obvious within the first week.
What happens when a listing changes status or falls through?
Your automations update in real time. When a property is withdrawn, sold, or relisted, the workflows adjust automatically. Follow up sequences pause, internal notifications fire, and your CRM stays current without anyone touching it.
Can it help with compliance tasks like trust account reconciliation reminders?
We can automate reminders, checklists, and deadline tracking for recurring compliance tasks. It won’t replace your trust accountant, but it will make sure nothing gets missed on a busy Monday morning.
How do you handle the handover between sales and property management?
We build a structured handover workflow that triggers when a property settles. All relevant documents, contacts, and notes move across to your PM team automatically, so nothing falls between the cracks during the transition.
Our agents are worried this will replace them. How do we get buy in?
This replaces data entry and admin chasing, not client relationships. Most agents come around fast once they see two hours of weekly admin disappear. We recommend involving one or two champions early to build trust with the rest of the team.
Can it automate our vendor reporting?
We can pull campaign data, inspection numbers, and enquiry stats into a report that sends to vendors on a schedule you set. No more Friday afternoon scrambles pulling screenshots from four different platforms.
Not ready to talk yet? Start here.
Everything we've learned building 300+ automations for small businesses, in one practical guide. Written for business owners, not engineers.
- Where your team's hours are actually disappearing
- The five automations worth setting up first and why
- How to calculate what manual work is actually costing you
- A step by step checklist to get your first automation live this week
Completely free.