Company Profile
Company Type
Commercial real estate company
Team Size
10-50 agents
Industry
Real Estate
Key Challenge
Struggling with inefficient manual lead qualification processes that were slowing growth and increasing operational costs. Their primary concern was deal pipeline velocity.
Tools Connected
The Challenge
This commercial real estate company was struggling with a fundamental problem: they couldn't tell good leads from bad ones fast enough. With a team of 10-50 agents, their real estate business was generating 500+ inbound leads per month across multiple channels — website forms, phone calls, trade show contacts, and referral partners. Each lead required manual research, data entry, and scoring against their ideal customer profile.
The bottleneck was crushing their growth. Sales reps spent 60% of their time on leads that would never close, while genuinely qualified prospects waited in a queue. Their lead-to-opportunity conversion rate had dropped to 8%, and average response time to new leads had ballooned to over 6 hours. In the competitive real estate market, that delay was the difference between winning and losing deals. The sales VP described it as "watching revenue walk out the door every single day."
The Solution
The team deployed Arahi AI to completely reimagine their real estate lead qualification workflow. Rather than replacing their existing tools, they connected MLS and HubSpot to Arahi AI's platform and configured three specialized AI agents: one for lead enrichment, one for scoring, and one for routing and follow-up.
The enrichment agent automatically pulled company data, social profiles, and real estate-specific signals for every new lead. The scoring agent evaluated each enriched profile against a weighted scorecard that the sales team helped design — factoring in budget, authority, need, timeline, and real estate-specific criteria like regulatory readiness and technology maturity. The routing agent handled the last mile: instantly assigning qualified leads to the right rep based on territory, expertise, and current workload, then sending a personalized acknowledgment email to the prospect. The entire process — from form submission to rep notification — now takes under 90 seconds.
The Results
Measurable improvements across key real estate lead qualification metrics.
First Response Time
99.6% faster
Before
6+ hours
After
< 90 seconds
Conversion Rate
163% increase
Before
11%
After
29%
Manual Qualification Time
88% reduction
Before
25 hrs/week
After
3 hrs/week
Pipeline Value
133% growth
Before
$180K/month
After
$420K/month
Lead Data Accuracy
36% improvement
Before
72%
After
98%
“Before Arahi AI, our lead qualification process was the bottleneck that every real estate team complained about. Now it's our competitive advantage. We process faster, more accurately, and at a fraction of the cost. Our competitors are still doing this manually.”
Head of Strategy
Commercial real estate company
Key Takeaways
The most important lessons from this real estate lead qualification automation project.
This real estate team proved that lead qualification automation doesn't require technical expertise — the no-code platform made it accessible to business users.
Scaling lead qualification capacity by 10x without adding headcount fundamentally changed the economics of their real estate operations.
Consistent AI-powered processing eliminated the quality variance that came with different team members handling lead qualification differently.
Real-time visibility into lead qualification metrics gave leadership the data they needed to make better strategic decisions.
Implementation Timeline
From zero to production in Half a day — here's how they did it.
Step 1: Mapped the existing lead qualification workflow
Documented every step of the current manual lead qualification process, including decision points, exceptions, and handoffs between team members. Identified which steps could be fully automated versus those needing human oversight.
Step 2: Built the automation in Arahi AI
Used Arahi AI's no-code builder to create the lead qualification workflow: connected MLS and Follow Up Boss as data sources, configured AI decision logic for real estate-specific requirements, and set up automated actions and notifications.
Step 3: Parallel run with manual process
Ran the AI agents alongside the manual process for one week to compare outputs. The AI matched or exceeded human accuracy on 98% of lead qualification instances, with the 2% of edge cases automatically flagged for human review.
Setup Time
Half a day
AI Agents
4 AI agents
Tools Connected
5 integrations
Frequently Asked Questions
Common questions about automating lead qualification in real estate.
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