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A real estate workflow,
from search to appraisal.

A buyer enquiry today can be a vendor appraisal later, if it is answered fast and followed up properly. This page draws one way an agency can do that without dropping enquiries, and marks every point where an agent decides.

See the workflow

The real estate workflow, step by step.

Read it top to bottom. Solid boxes run by themselves; dashed boxes are where a person decides.

  • Automated step (solid border)
  • A person decides (dashed border)
  • Consent or calling rule

  1. A buyer enquires on a listing

    From a listing portal, your website or a signboard call. Every enquiry lands in your CRM with the property it was about.

    • Listing portals
    • Website
    • Phone
    • CRM

  2. An instant acknowledgement

    Within moments, the enquirer gets the property details and the next inspection times by email.

    • Email

    Consent: a reply to the enquiry they made, with the agency named and, for any marketing that follows, an unsubscribe.

  3. The agent calls back

    The listing agent is alerted with the enquiry and the property, and makes the call.

    • Phone
    • Your decision

    Calling rules: the call back keeps to the permitted hours, 9am to 8pm on weekdays and 9am to 5pm on Saturdays, never on Sundays or national public holidays, unless the person has asked to be called at another time. Anyone who has not enquired or agreed to be called is checked against the Do Not Call Register first.

  4. Inspection booking and reminder

    The enquirer books an inspection time and gets a reminder before it.

    • Calendar
    • SMS, with consent

    Consent: reminders only to people who gave their mobile to book the inspection, with an opt-out.

  5. After the inspection

    A short follow-up asks what they thought and offers similar listings, if they want them.

    • Email

    Consent: similar listings only if they asked for them, with an unsubscribe in every email.

    • They own a property. If they mention selling, the agent is told and decides whether to offer an appraisal.
    • Just buying. They stay on the listings they asked for until they unsubscribe.

  6. The agent books the appraisal

    An appraisal is booked by the agent, who prepares the comparable sales and plans the conversation. The system does not price property.

    • Your decision

  7. Appraisal follow-up

    After the appraisal, follow-ups go out on the schedule the agent sets, and stop the moment the owner replies or says no.

    • Email
    • Phone

    Calling rules again: follow-up calls keep to the permitted hours, and an AI caller, if used, says it is an AI and gives notice before any recording.

This is an example workflow, not a client's system. The exact steps depend on your tools, your customers' consent and the controls agreed before anything runs. Steps marked SMS are built to run by text message. Our SMS service is not live yet, so those steps will not text anyone until it is; your written quote states what runs from day one.

Pixelate Pty Ltd | ABN 15 699 872 752 | Brisbane QLD | pixelategroup.com/workflows/real-estate-automation | contact@pixelategroup.com | 0422 014 927

The rules this real estate
workflow keeps.

  • Do Not Call Register. Numbers for anyone who has not enquired or agreed to be called are washed against the Register before any telemarketing call.
  • Calling hours. Telemarketing calls keep to 9am to 8pm on weekdays and 9am to 5pm on Saturdays, with no calls on Sundays or national public holidays.
  • Texts, emails and the Spam Act. Every marketing message names the agency and how to reach it, and carries a working unsubscribe that is honoured within five working days.
  • AI callers and recordings. Any AI voice says it is an AI, and callers are told before a call is recorded.

Related pages.

Workflows by industry

Draw your real estate agency's workflow with us.

Show us how work reaches your real estate agency today and where it stalls. We will tell you plainly which steps a system could carry, which stay with you, and put the cost in writing before anything starts.

Talk to us See the AI receptionist