Automate the management of demands and leads in Inmovilla

Automating the entry and classification of leads in Inmovilla efficiently transforms an inquiry received from a real estate portal into a structured and manageable demand, facilitating a swift initial response and centralized follow-up. This process aims to optimize the commercial team's time, minimizing manual tasks so they can focus on the contacts with the greatest potential and thus maximise business opportunities.

This automated flow is especially valuable for real estate agencies that receive a high volume of requests from different portals and want to avoid information being relegated solely to an email inbox or lost among numerous unattended messages.

Automatable functions in lead management

With proper configuration, the journey of a request within Inmovilla can follow a continuous and efficient process:

• The interested party contacts through an advertisement published on a real estate portal.

• The request is received directly in Inmovilla's internal email.

• The system automatically creates the client's profile and the corresponding demand.

• An initial response is sent via an email template or directly from Inbox.

• The lead qualifier initiates a dialogue to deepen the contact's interest and gather relevant information.

• All information and interactions are recorded in the client's file for orderly and accessible follow-up.

It is important to highlight that this automation does not replace the commercial work but provides the team with structured data and prior context to prioritise and address the most qualified leads more effectively.

Prerequisites to activate automations

Before configuring automatic responses, demand creation, or qualification processes, it is essential to verify that requests are correctly received within the Inmovilla environment. If leads arrive only at an external email, the automated flow cannot start from the platform.

1. Internal email configuration on each portal

Access the Portals section and review the configuration of the portal from which requests are received. The contact email associated with the advertisement must be directed to Inmovilla's internal email.

The internal email linked to the agency or the corresponding agent can be used. The essential point is that the incoming message is received by Inmovilla, as this email acts as the starting point for automation.

2. Verification of proper data transmission by the portal

For the demand to be created automatically, the request must include fundamental data both of the interested party and the property inquired about. It is necessary to check that the message contains at least:

• Name or identification of the contact.

• Phone number.

• Email address.

• Reference or identification of the property of interest.

Additionally, the property consulted must be registered in Inmovilla's database. If the portal does not provide the contact's email or the property cannot be identified, the automatic creation of the demand may not complete correctly.

Activation of automatic creation of clients and demands

The key functionality to convert incoming emails into manageable opportunities is found in the automation settings. From the side menu, access Settings, then Options, and locate the Automation section.

In this section, you can configure the automatic sending of responses to interested parties and the automatic generation of demands based on received emails.

When activating this feature, it is advisable to review the available options to define how new contacts will be assigned within the system.

The automation process may take a few seconds to complete: first the email is received, then the demand is created and, if enabled, the qualification process is initiated via Inbox. Therefore, it is advisable to validate the complete flow with tests before implementing it across all portals.

Using Inbox to respond and qualify leads

Inbox offers a centralized platform to manage conversations and add an additional layer of qualification in the capture process. If the agency has Inbox, it can activate the lead qualifier from the specific configuration of this tool.

This automated assistant can start a conversation with the contact, asking key questions to identify, for example, if the interested party wants to schedule a visit or prefers to resolve prior doubts. The answers obtained provide valuable information to assess the level of interest and define the next commercial action.

Activation and customization of the lead qualifier

In Inbox settings, locate the Lead Qualifier option and activate it. The tool includes a set of predefined questions but also allows adding custom questions to adapt to the agency's working style and specific needs.

Before adding additional questions, it is essential to define what information is truly necessary for the commercial team to make informed decisions about the next steps. An overly long conversational form may discourage the contact, so it is recommended to prioritise questions that differentiate between an informative inquiry, a visit request, or an opportunity requiring immediate follow-up.

An effective sequence can focus on the following aspects:

• Confirm whether the interested party maintains their interest in the property.

• Detect if they wish to organise a visit.

• Identify possible doubts or obstacles blocking the process progress.

• Gather the necessary information so the commercial agent can continue the conversation with full context.

Information recorded after lead qualification

One of the main advantages of centralising communication in Inbox is that all activity is integrated into Inmovilla, avoiding dispersion across external channels. At the end of the qualification process, Inmovilla automatically records the follow-ups associated with the lead and updates the file with the qualification result.

This makes it easier for the commercial team to access the full context without needing to reconstruct history from scattered emails or messages. The client and demand file become the central reference point to know the property of interest, interactions held, and pending commercial actions.

Common errors when automating demands in Inmovilla

The lead does not reach the internal email

This is the most frequent problem. If the portal sends inquiries to an email address other than Inmovilla's internal one, no message will be generated to trigger the automation. It is essential to review and confirm the email configured on each portal, not only in the agency's general settings.

Missing email or phone number of the interested party

An incomplete request may prevent the automatic creation of the demand. Some portals limit visible information in certain cases. Before assuming the automation is faulty, verify the specific information included in the received message.

The property is not identified in the database

To create a correctly linked demand, it is essential that the consulted property exists in Inmovilla's database and that the message content allows its precise identification.

The automation of interested parties is not activated

Receiving an email in Inmovilla does not guarantee the automatic creation of the demand. It is necessary to explicitly activate the creation and automatic response option in Settings > Options > Automation.

Confusion between demand creation and qualification process

Although both processes are related, they are independent. The demand is generated from the incoming email, while lead qualification requires activation and use of Inbox. The existence of a demand does not necessarily imply that the qualification conversation has started.

Conclusion

Demand automation in Inmovilla starts with a fundamental requirement: that leads coming from real estate portals are correctly directed to the platform's internal email. From this point, automatic demand creation, sending responses via templates, and Inbox's lead qualifier allow structuring and optimising the process from the first contact.

Proper configuration facilitates quick responses, maintains a centralised history, and provides the commercial team with relevant and contextualised information before intervening. To ensure successful implementation, it is recommended to validate the complete journey through a test request and adjust data or configurations that may hinder the correct creation and classification of leads.