How Westbrook Realty Fixed Their Lead Handling Problem Without Hiring More Agents
Overview
Westbrook Realty was getting many inquiries, but most were lost because replies were slow and systems were messy. Rekvi built a simple lead automation system that captures, qualifies, and routes every inquiry automatically.
The Challenge
Leads came from ads, website, and calls, but they were scattered across WhatsApp, forms, and phones. Agents had no single place to track them. Replies were slow, follow ups were missed, and serious buyers went to faster competitors. Tools like CRMs didn’t fit their way of working.
Our Solution
Rekvi built a system that matched their workflow. All inquiries went into one pipeline. An AI chat tool gave instant replies and asked simple questions like budget, location, and timeline. Missed calls and quiet leads were followed up automatically. For qualified leads, the system also used AI calling with a natural female voice to follow up, making the experience feel personal and reliable. Agents got a dashboard showing only qualified leads, past chats, and booking status.
Process & Timeline
Week 1
Week 1
Understand the Workflow
Checked how inquiries came in, how agents replied, and where leads were lost.
Week 2–3
Week 2–3
System Design & Build
Built a system to capture all inquiries and route them into one flow.
Week 4
Week 4
Lead Qualification
Added AI chat to give instant replies and filter leads before sending to agents.
Week 5
Week 5
Follow-up Automation
Set up automatic follow-ups for missed calls and quiet leads. Added AI calling with a human like female voice to engage qualified leads personally.
Week 6
Week 6
Dashboard & Optimization
Launched a dashboard for agents to track leads and bookings. Improved flows based on usage.
Measurable Outcomes
Before
After
Client Voice
We were getting a steady flow of enquiries, but there wasn’t much consistency in how we handled them. Some leads were followed up quickly, others weren’t, and we didn’t really have a proper system in place. Rekvi helped us bring some structure to it in a way that actually suits how our team works. Now enquiries are responded to straight away, follow-ups happen automatically, and by the time a lead gets to us, it’s already qualified. It’s made things a lot more efficient day to day and taken a fair bit of pressure off the team.
Daniel Harris
Director, Westbrook Property Advisors
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