Verticals · Real-estate brokerage

Your portal enquiries sit unclaimed for 2 hours. The next brokerage has already replied.

Cogsmith wires lead-intake chatbot, sub-90-second SMS escalation, weekend confirmation flows, and a post-close review pipeline into the brokerage CRM + portal you already pay for — so every inbound lead lands in front of the right agent before the other team calls the buyer back.

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$500–$5,000 / month retainer · $3K–$15K setup · no offshore reselling

What shipped

Four numbers, on a composite independent brokerage.

Figures from the real-estate brokerage case study — composite narrative, not a named client. Before is the starting position; after is where the four automations land once they’re wired into the brokerage CRM + portal.

Lead-response time on portal enquiries

~38s

Before: ~2h median to first human reply

Weekend-showing confirmations captured

~9/10

Before: ~1 in 5 confirmations on Sat/Sun

Lead-to-claim rate inside the portal

~7%

Before: ~40% of inbound leads unclaimed at 4h

Post-close review requests delivered

~25 / mo

Before: ~0 / month

What we shipped

Four automations, wired into the stack the brokerage already lives in.

Each automation lands inside the brokerage CRM or the portal + agent-calendar tooling the team already pays for — no new platform, no parallel inbox, no junior-producer handoff in week three.

Lead-intake chatbot
Picks up portal + web leads after hours, screens for buyer/seller and price band, drops into the CRM with the listing attached.

Triggers

  • New portal enquiry
  • After-hours web lead

Channels

  • Web widget
  • SMS

Stack

  • CRM lead record with listing attached
Sub-90-second lead response
First-touch SMS to the inbound portal lead within 90 seconds, with a logged escalation lane to the broker-owner if no agent claims the lead inside 4 minutes.

Triggers

  • Inbound portal lead
  • +90s gap to first human reply

Channels

  • First-touch SMS
  • Broker-owner escalation lane at +4m if unclaimed

Stack

  • Agent speciality table
  • Claim-log
Weekend-showing confirmations
Sat/Sun confirmation texts at T-1d and T-2h with a one-tap reschedule link, respecting quiet-hours and opt-out flags.

Triggers

  • Showing scheduled on Sat/Sun
  • T-1d and T-2h countdowns

Channels

  • SMS with confirmation
  • One-tap reschedule link

Stack

  • Agent calendar
  • Quiet-hours + opt-out flag respected
Post-close review pipeline
One-tap review-request SMS the moment the CRM flags the deal closed, with a single nudge at +72h if it goes unread.

Triggers

  • Deal flag in CRM marked closed

Channels

  • SMS at +2h with one-tap review link
  • One nudge at +72h if unread

Stack

  • CRM transaction log

From the blog

A workflow breakdown covering the lead-intake chatbot, the 90-second SMS escalation lane, and the brokerage-CRM wiring that keeps a portal enquiry from drifting for two hours.

Read the brokerage AI-automation breakdown

Talk to the founder

If your enquiries sit unclaimed past 4 minutes, it’s worth a call.

One call, thirty minutes. If we’re not the right fit we’ll say so and point you at someone who is — same conversation the rest of the site promises.

Book a discovery call