Property Enquiry Automation WhatsApp: From Lead to Viewing

A newly received property enquiry may appear to be quite simple initially.

The prospect finds the property, contacts via WhatsApp, and writes: “Is it still available?” Depending on the specific situation, the conversation may continue in a number of different ways. The client may inquire about the price, location, amenities, payment terms, or viewing date.

Dealing manually with dozens or hundreds of enquiries each day may prove to be rather hard for a real estate company.

Some enquiries get a prompt reply while others stay unanswered for quite some time. Some people receive all necessary information about the property and do not get contacted later while other prospects are simply forgotten amidst many other WhatsApp conversations.

This is when property enquiry automation WhatsApp workflows prove to be useful.

Instead of seeing WhatsApp simply as a messaging service, real estate companies can turn it into a process allowing prospects to move from an enquiry to viewing through qualification and follow-up stages.

What Is Property Enquiry Automation on WhatsApp?

Automating property enquires on WhatsApp refers to using automated workflow processes for repetitive processes within the property enquiry process.

For instance, when someone requests more information about a particular property, an automated workflow process can:

• Respond to the inquiry right away
• Ask preliminary questions regarding the needs of the buyer
• Find out the budget and preferred location
• Give property details
• Allocate the lead to the right agent
• Follow up on the non-responsive prospects
• Inform about available viewing dates
• Send out reminders for the scheduled appointments

This does not mean replacing the real estate agent.

This aims at ensuring that repetitive processes do not consume the whole day of the agent.

Why WhatsApp Is Significant in Property Inquiries

Prospects often need immediate replies.

The prospect might inquire about a particular property while viewing the listing during his/her lunch break, after work hours, or in the evening. The prospect might not be interested in filling another long form or waiting for the reply via email.

WhatsApp provides a convenient platform for initiating the discussion.

However, for an agency, manual management of WhatsApp can result in another complication.

Multiple agents working on inquiries from various prospects makes it harder to keep track of the conversation.

It becomes even more difficult when the leads are coming from multiple platforms such as property portals, social media marketing campaigns, websites, etc.

From Property Inquiry to Qualified Lead

The first response is just the starting point.

Let’s say that someone inquires by asking:

“Hello, is the 2-bedroom apartment in Dubai Marina for sale?”

But rather than just answering with information about the property, the process can go on a little further.

For instance:

Are you buying or renting?

What would be your approximate budget?

When would you like to move?

Do you want to book a viewing?

This will give the team a chance to determine whether the inquiry is a legitimate one and find out what the prospect is really after.

The responses can then be recorded in the CRM as part of the lead data.

Lead Enquiry Routing Automation

Many real estate firms have agents specializing in certain regions and/or property type.

While one agent would cover Dubai Marina, the other might be focusing on Downtown Dubai. One could have agents that specialize in rental leads and some in selling leads.

The point here is not having to decide each time which agent should get an enquiry, but to automate this process through set criteria:

Dubai Marina → Marina sales team

Rental enquiry → Rental team

Commercial property → Commercial team

and so on.

Follow-Up Is When Many Leads are Lost

Just because an agent has an inquiry about a property does not mean that the prospect will be able to view the property immediately.

In fact, the prospect may say:

“I’ll check and get back to you.”

Then go away without further communication.

However, without having a consistent follow-up strategy in place, the agents have to keep track of who needs to be messaged on the next day, on the next week, and those whom they have messaged before.

The follow-up sequence using WhatsApp automation can be used to do that.

For instance:

Day 1: Provide the prospect with more information about the property.

Day 3: Check whether the prospect wants to look at similar properties.

Day 7: Follow up with a brief query if the prospect is still interested.

And if the prospect responds, the follow-up process can be discontinued.

Interest Leads to Property Viewing

One way many leads end up is taking the next logical step.

It might be a site visit, property viewing, video viewing, or consultation.

Instead of having back-and-forth messages like:

“What time will suit you?”

“What about tomorrow?”

“What about 4 PM?”

there will be an automated flow where the lead would choose from the available appointment slots.

Then, the lead would choose an appropriate time and schedule the appointment.

The appointed agent will have all the details regarding that particular lead and the appointment.

What Next after the Viewing?

Automation cannot be stopped just because the viewing has been scheduled.

The same process can be used for the next step in the process.

The agent can reach out to the prospective client and log the results into the CRM.

• Some examples are:
• Viewing completed
• Interested
• Looking for properties similar to the one viewed
• Needs time to think about it
• Too expensive
• Not interested
• To follow up on a later date

It will help the salespeople know exactly where all their enquiries are at.

Linking WhatsApp to a CRM for Real Estate

WhatsApp becomes a much more valuable tool once its chats are linked to information in the CRM system.

Rather than storing customer data separately from their interactions, the team will be able to see such information as:

• Lead data
• Interest in the property
• Budget
• Qualification answers
• History of conversation
• Assigned agent
• Follow-ups
• Appointments
• Current stage of lead

This allows a better understanding of the customer journey.

Managers will be able to see how the leads are progressing through the sales funnel.

Using Aexon to Automate Property Enquiries

Aexon provides a single platform that integrates WhatsApp communication, CRM, lead management, automation, and scheduling of appointments.

It means that real estate firms will use Aexon to automate capturing of property enquires, qualification of leads via WhatsApp, proper routing of WhatsApp conversations, follow-ups, and finally scheduling of appointments.

The Shared Team Inbox feature will give real estate companies a common platform for managing WhatsApp conversations without having to rely on individual mobile phones.

Conclusion

A property inquiry does not end after sending the first WhatsApp message.

There is an interesting path between asking "Is this property available?" and saying "I will see you at the viewing."

Thanks to the property inquiry automation WhatsApp flow, real estate companies can do this quickly, gain valuable insights, keep in touch constantly, and facilitate booking a viewing for prospects interested in buying/selling property.

What is important here is to use automation efficiently.

Automate repetitive actions. Leave conversation human. Invite an agent into the process when a prospect really needs it.

This is how WhatsApp may become more effective in your real estate sales cycle.

If you wish to design a structured property inquiry and viewing flow, you can get in touch with Aexon Systems at business@aexon.app or via WhatsApp +91 81601 08049 to talk about integration of Aexon's CRM with WhatsApp.