Acme Realty answers every lead in eight seconds.

01 — Challenge

Six hours to reply.

Twelve agents, four inboxes and a WhatsApp line meant hot leads waited hours. Three people spent around four hours a day checking inboxes, copying details into the CRM, researching buyers and chasing viewing slots — and the average first reply took 6h 12m.

• 6h 12mAverage first reply
• 4Inboxes, plus a WhatsApp line
• ~4 hrsOf manual follow-up a day

02 — Approach

Reply first, then qualify.

We timed every step of the manual follow-up with the team, then rebuilt it as one workflow — capture, enrich, score, reply, book — with people reviewing only the edge cases.

1. 01

   Every channel, one queue

   Web forms, email and WhatsApp enquiries captured the moment they arrive.

2. 02

   Scored against your criteria

   Each buyer scored 0–100 on budget, area and timing before anyone picks up the phone.

3. 03

   Humans on the edge cases

   The agent runs 24/7; anything unusual is flagged to the team in Slack.

03 — Solution

A lead concierge that never sleeps.

We built a lead concierge that captures, scores and replies to every enquiry, then books viewings straight into the right agent's calendar. It creates and enriches the HubSpot record in seconds, replies in Acme's tone within eight, and posts every new lead to #sales-leads.

04 — Results

Every lead answered, in eight seconds.

In production since March 2026, the concierge handled 1,284 leads last month — and the team spends its time on viewings, not inboxes.

• 8 secFirst reply, down from 6 hrs
• +41%More viewings booked
• 32 hrsSaved every week
• 1,284Leads handled last month