How David Martinez, a Miami Realtor, Tripled Booked Calls with Automation
David Martinez, a top-producing real estate agent specializing in $1M+ waterfront properties in Miami, was losing potential deals due to slow response times and inconsistent follow-ups.
Like many high-end agents, he relied on manual lead tracking, scattered CRM updates, and inconsistent communication, which caused hot leads to go cold before they even had a chance to book a consultation.
He needed a system that could engage leads instantly, nurture them automatically, and ensure no potential deal slipped through the cracks.
Here’s how automation tripled his booked calls and increased conversions by 27% in 60 days.
Current Workflow Challenges
David received 15–20 new leads per week, but his follow-up system wasn’t built to convert at scale.
Every new inquiry required:
Manually checking CRM for new leads
Writing and sending follow-up emails/SMS
Scheduling consultations through back-and-forth messaging
Manually updating lead status
The problem?
Speed matters. Studies show that responding within 5 minutes increases conversion rates by 400%, but David’s typical response time was 1–2 hours—causing him to lose high-intent buyers.
He needed an automated system that would engage leads instantly and guide them through the booking process without manual work.
The Cost of Slow Lead Follow-up
Beyond the lost deals, this manual process created serious business risks:
Delayed Response Time → Lost Clients
Buyers often reached out to multiple agents, and the first to respond won the deal.Inconsistent Follow-Ups → Missed Sales
Busy days meant some leads never got a follow-up, leading to lost revenue.Repetitive Admin Work → Less Time Selling
Time spent on CRM updates and messaging could have been used to close more deals.
Without a solution, David risked losing tens of thousands in commissions each year to competitors who responded faster
We implemented a fully automated lead nurturing system using Zapier to:
Capture New Leads Instantly
When a lead inquired via Zillow, Facebook Ads, or the website, the system automatically pulled the data into the CRM.Trigger Instant SMS & Email Follow-Ups
Within 60 seconds, the lead received a personalized message with property details and a link to schedule a call.Automate Appointment Booking
Instead of back-and-forth emails, leads could book a consultation instantly via a Calendly link.Update CRM & Tag Leads by Priority
Lead details were updated automatically, and hot leads were flagged for immediate follow-up.
Proposed Solution : Process Automation with Expertise
✅ 3X More Booked Calls
Automated follow-ups increased consultation bookings from 5 to 15 per week.
✅ Response Time Cut from 1–2 Hours → Under 5 Minutes
Leads engaged instantly, increasing their likelihood of converting.
✅ 27% Higher Close Rate in 60 Days
Faster response times + consistent nurturing = more deals closed.
✅ 5+ Hours Saved Weekly
Freed up time to focus on high-value sales, not admin work.
Stop Losing High-Ticket Deals to Slow Follow-Ups
David booked more calls and increased revenue—without extra work.
How many deals are you missing out on?
Find out with a free automation audit—no commitment, just clear insights.
