Property Finder Lead Follow-Up System

The Property Finder can provide many leads for the real estate firm but this is just the starting point.

After getting the enquiry for the property, it is time for the work to begin. The agent has to respond to the inquiry, understand the requirement of the prospect, share the information, make the necessary follow-ups and finally convince the client to make a viewings appointment or sales conversation.

Otherwise, the Property Finder leads could get lost among WhatsApp, telephone conversations, spreadsheets and CRM database management.

Property Finder lead follow-up system makes the process much more organized.

Why Follow-Up Is Important In The Property Finder Leads

The person asking about the property does not have to make a decision instantly.

This is because he/she could be:

• Comparing other properties
• Exploring other locations
• Searching for a specific budget
• Trying to finance the property
• Consulting with their family regarding the purchase
• Thinking about moving or investing at a future date
• Just gathering information about the property

In this light, there is no point in just sending out one answer.

There could be many cases whereby an agent sends the information and receives no reply from one client; another may take time before responding while the third would like other properties.

What is a Property Finder Lead Follow-Up Process?

The Property Finder lead follow-up process is simply a process by which a company manages its leads that have been generated through Property Finder.

Rather than considering the enquiry as just one email, the lead is given a process.

This can be seen as follows:

Property Finder Enquiry → Lead Capture → Initial Response → Qualification→ Follow-up → Property Recommendation → Viewing → Sales Funnel

This process may be automated where necessary, with agents taking over at any point where the conversation needs a personal response.

Capture All Enquiries in One Place

This process starts with making sure all Property Finder enquiries go into the lead management process.

Some of the important information that should be included is:

• Name
• Telephone number
• Interested property
• Property ID
• Location
• Budget
• Requirement of buying or renting
• Lead source
• Agent
• Conversation history

By doing this, the agent does not have to start off each conversation at zero and can simply pick up from where the lead left off.

Respond Quickly After the Enquiry

Being swift is critical when following up on leads.

A person looking for a house or flat might approach more than one realtor. Failure to react instantly can mean the loss of the momentum in the discussion.

Useful workflows will assist in ensuring that a prompt reply to the enquiry is made.

For instance,

“Hello Sarah, thank you for your enquiry about the flat in Dubai Marina. Are you buying for personal reasons or investment purposes?”

This will serve to not only respond to the enquiry but also to begin a discussion at the same time.

Use WhatsApp for Continued Follow-Up

For many real estate agencies, WhatsApp becomes a vital mode of communication post the initial inquiry.

The agent does not have to shift across platforms to carry on the conversation using WhatsApp, thereby linking the prospect with the CRM.

A follow-up dialogue may look like:

Agent: Thank you for contacting us regarding the property. Are you looking for a 2-bedroom apartment only?

Lead: Yes, but my budget is AED 1.5M.

Agent: Got it. I can share some properties under the above budget. What area do you prefer?

Such conversations give a chance to the agent to know about the requirement of the prospect rather than sending property details again and again.

Qualify Property Finder Leads

All leads do not have the same qualification criteria or time horizon.

A follow-up process would help gather details like:

• Preferred Location
• Type of Property
• Budget
• No. of Rooms
• Buy or Rent Requirement
• Investment/ Personal Use
• Timeline
• Preferred Viewing Time

This information can be then used to store in the CRM.

The agent understands the requirement and the company can further segment the leads according to their requirement.

Automate Lead Follow-Ups

One of the biggest issues faced by real estate agents is remembering when each lead requires a follow-up.

A Property Finder lead follow-up system can help in automating the follow-up tasks.

For instance:

Day 0: Sending an initial response

Day 1: Following up with the information about the right property

Day 3: Confirming if the potential customer is still in search

Day 7: Presenting another suitable choice

The timing would depend upon the sales process and the engagement of the prospect.

The benefit of automation is that it applies especially to those leads who have not answered yet.

End Automation Once the Lead Responds

Automation should be used in service of the agent rather than interrupting any live conversation.

In case the lead responds, the process can cancel the automatically scheduled messages and pass on the conversation to the salesperson.

Such as:

Follow-up automation → Lead response → Automation ends → Agent resumes

This ensures a more seamless process and makes sure that the lead does not receive repetitive automated messages once the live conversation has begun.

Connect Follow-Ups with Your CRM

It’s easy to follow up when your CRM and the conversation are connected.

The team no longer needs two separate systems, with one entry in an Excel sheet and another in the conversation on WhatsApp.

Your real estate CRM can display:

Lead → Property → Conversation → Assigned Agent → Follow-Up → Viewing → Pipeline Stage

Furthermore, the manager can see which leads are fresh, contacted, qualified, or require an action.

It is much easier to track Property Finder leads with an increasing sales team.

Convert the Follow-Up Process Into a System

A good follow-up system does not rely on one agent to remember all the steps.

The process can be made repeatable, such that each new enquiry for the Property Finder has a set next step.

For instance:

1. Get the enquiry.
2. Assign the enquiry to an agent.
3. Initiate the first contact.
4. Start WhatsApp chat.
5. Qualify the enquiry.
6. Schedule follow-ups as appropriate.
7. Stop automation if the lead responds back.
8. Take qualified leads to the CRM process.
9. Arrange viewing if necessary.
10. Follow up until closure or inactivity.

How Aexon Assists in the Lead Follow-Up for Property Finder Leads

With Aexon, CRM, WhatsApp chat, automation, lead follow-up, lead assignment, and scheduling are all combined within one process.

A real estate agency can utilize Aexon to link conversations with CRM entries, automate follow-ups, qualify leads, assign enquiries to team members, and move leads through the sales funnel.

This process will be:

Property Enquiry → WhatsApp Chat → Lead Qualification → Follow Up → Lead Assignment to Agent → Viewing → CRM Funnel

Aexon also enables automation to cease once the lead responds, allowing the agent to take over once an actual conversation is required.

Develop a Follow-Up Workflow System Tailored to Your Agency

Each real estate agency has its own unique sales flow.

Some agencies specialize in rentals, some target property investors, high-end clients, or off-plan sales. But each agency should have a follow-up flow tailored specifically to their agency.

The main thing here is that each Property Finder enquiry should have:

An owner

The next action to be taken

Lead data

Follow-up flow

Entry in the CRM

Property Finder makes the enquiry, but having a good follow-up workflow makes it easier for you to organize the post-enquiry flow.

For Dubai real estate agencies that face an increasing number of Property Finder leads, integrating WhatsApp, CRM, Automation and Follow-Ups can make this a unified workflow.

Ready to improve your Property Finder lead follow-up?

Reach out to Aexon at business@aexon.app or WhatsApp +91 81601 08049 to discuss how Aexon's CRM and WhatsApp automation can fit your real estate workflow.