Automation
Summit Realty Group — Lead Capture System
An automated lead capture and follow-up system that increased agent response speed by 400%.
Industry: Real Estate
Timeline: 9 Days
Service: Lead Capture System
The Challenge
Summit Realty was generating leads through Zillow, their website, and social media but the follow-up process was inconsistent. Agents were manually checking inboxes and sometimes leads would sit uncontacted for hours — a fatal problem in real estate where speed to response is everything.
The team needed a system that would instantly capture, qualify, and notify the right agent the moment a new lead came in.
We were losing deals to faster agents. By the time someone on our team followed up the lead had already gone with someone else.
— Tom W., Summit Realty Group
What We Built
Centralized lead capture form
One structured intake whether they came from search, social, or a listing link.
Instant agent notification via email and text
The assigned agent knows within seconds — not at the next inbox refresh.
Lead scoring based on inquiry type and urgency
Hot buyer vs. casual browser — surfaced automatically in the handoff.
Automated initial response email within 60 seconds
Leads always get a professional touch even when every agent is in a showing.
Lead tracking dashboard in Google Sheets
Brokers see status, source, and age without logging into yet another CRM.
Weekly performance report emailed to owner
Volume, response times, and conversion trends in one glance.
How We Did It
01
Lead Audit
Mapped every source leads came from and where they were falling through the cracks.
02
System Design
Built a central capture point that pulled from all sources into one workflow.
03
Automation Build
Notification, response, and tracking all automated with zero manual steps.
04
Training
30 minute walkthrough with the full team before going live.
The Results
The impact was immediate. Within the first week every new lead was being contacted within minutes rather than hours. The team went from a scattered manual process to a system that ran itself.
In the first 30 days Summit captured 47 qualified leads through the new system and converted three times more of them into booked appointments compared to the previous month.
We closed two deals in the first month that I am certain we would have lost before. The system paid for itself ten times over.
— Tom W., Summit Realty Group
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