Before: every lead typed twice
A lead arrived as an ad form, a landing page, a call or a WhatsApp message. Then somebody opened the CRM and typed it again into the public request form: name, phone, city, size, source. About 6 minutes each, when the day allowed. When the bot started, 79 rows sat untriaged.
Retyped each lead into the form
Open the ad platform, copy the fields, find the market's form, pick the city from the list, paste, submit. The same again for the next one.
≈ 6 min per leadDid the same for residential leads
Residential leads arrived on their own forms and their own calls, and were retyped the same way, in a separate queue. Residential and commercial leads were reported separately, never added together.
≈ 6 min per lead, a separate queueTagged the source by hand
Where did this lead come from? A guess, typed into a field. Months of Google spend had left a single lead tagged as Google in the CRM. Nobody could trust the figures per channel.
Source wrong or missing, no way to checkThe system: one agent, four sources, the CRM's own form
Every hour the agent reads the new leads, checks them against the ledger, and fills each market's public request form in the CRM itself. City matched to the form's list, source tagged in the comment, status written back. If anything fails, a person gets a red e-mail. A person also decides when a market goes live.
Four sources, one hourly read
Ad lead forms, ad landing pages, calls answered by the AI voice agent and WhatsApp messages. Every hour the agent reads what is new in each, from a spreadsheet of lead sources that a person maintains.
Dedupe against the ledger, then fill the form
A lead already in the ledger (same phone, a day or two earlier) is skipped and logged. The rest are typed into the market's public request form in the CRM itself, the city matched to the form's city list, the source tagged in the comment. Since 2 October the phone number is carried into the request description.
One market at a time
Each market starts on a demo form. A person switches it to the real form once the runs look right. 7 markets were live by 27 July 2026.
Status back, ledger updated
The agent writes a status back to the source row. A ledger lists every lead from every channel with what happened to it. First build on 27 August: 712 leads reconciled, 219 duplicates caught. The ledger is read-only by construction and is never a source for any sender.
Red e-mail on failure
A failed run raises a red-alert e-mail. Run logs are grouped by day on one page. On 28 August 2026 the first lead went end to end untouched: a WhatsApp message with a request for a 600 m² commercial unit became a published request.
Four sources, one ledger
712 leads reconciled and 219 duplicates caught, with nobody retyping a form.
One real run: 09:00, five new leads
Here is one hourly run as logged, from the read to the ledger update.
Writes on WhatsApp.
Reads 3 ad-form leads, 1 call summary from the voice agent and 1 WhatsApp message.
Checks the five against the ledger. One ad-form lead has the same phone as a lead from two days earlier. Skipped and logged.
Fills the market's request form for the other four. City matched to the form's list, source tagged in the comment, phone carried into the description.
4 requests published. A status is written back to each source row.
Five rows updated: four published, one marked duplicate. No failure, no red e-mail.
Reads the day's log page. Five leads, four published, one duplicate, no alert. Nothing to do.
Watch it run
A short walk through one hourly run and the ledger, on replica screens with fictional data.
The screens are rebuilt for this video. Names, phones and cities on screen are fictional. The flow and the figures quoted in the text are real.
Time given back
What sales ops and market admins no longer do by hand, per month, across the markets the agent covers. The volumes are logged, or estimated from the weekly report where noted. The minutes per task are our estimate, shown as such.
| Role and task | Before | After | Per month | Hours before | Hours after | Saved | |
|---|---|---|---|---|---|---|---|
| Sales ops, commercialRetype an ad or call lead into the CRM formcommercial paid and call leads per month, estimated from the weekly report | 6 min | 0.3 min | 120 leads | 12.0 | 0.6 | 11.4 h | |
| Sales ops, residentialRetype an ad or call lead into the CRM formresidential paid and call leads per month, from the lead logs | 6 min | 0.3 min | 130 leads | 13.0 | 0.7 | 12.4 h | |
| Sales opsReconcile duplicates across channels219 duplicates in 712 leads | 240 min | 20 min | 1 monthly pass | 4.0 | 0.3 | 3.7 h | |
| Market adminTag the lead source by handthe source is now set by the agent | 1 min | 0 min | 250 leads | 4.2 | 0.0 | 4.2 h |
How we estimated Estimated
- Volumes come from the run logs, the ledger and the weekly lead report. Residential and commercial leads are counted on separate rows and never added together.
- Minutes before are our estimate of the manual task: open the source, copy the fields, find the form, pick the city, paste, submit. Nobody timed the old process.
- Minutes after are the time a person spends reading the day's log page.
- The duplicate pass is counted once a month, since the ledger build replaced it.
What a person still decides
The agent types. A person decides which market is live and reads the log every day.
- Each market is switched from a demo form to its real form by a person, one at a time.
- A failed run raises a red-alert e-mail. A person reads the day's log page.
- The ledger is read-only by construction. No sender ever reads from it.
- What the lead said is carried as written, phone number included. The agent adds the city match, the source tag and a status, nothing more.
Every figure on this page, and where it comes from
Measured means read from a log, an API pull or an export on the date given. Estimated means our assumption, open to correction.
| 4 | Lead sources flowing into the CRM, no retyping | Measured | Autofill agent: ad forms, landing pages, calls, WhatsApp |
| 712 | Leads reconciled in one ledger | Measured | Lead Hub first build, 27 Aug 2026 |
| 219 | Duplicates caught | Measured | Lead Hub first build |
| 28 Aug 2026 | First lead from WhatsApp message to published request, untouched | Measured | Run log (600 m² commercial unit request) |
Frequently asked questions
How do I stop retyping leads into my CRM?
We connect each lead source to the form your CRM already has. Every hour an agent reads new leads from ad forms, landing pages, calls answered by the AI voice agent and WhatsApp, then fills the market's own request form: city matched, source tagged, status written back. 4 sources now flow in with no retyping. We estimate the manual step it replaced at about 6 minutes per lead.
How does an automated lead pipeline handle duplicates?
Before filling any form, the agent checks each lead against a ledger. A lead with the same phone as one from a day or two earlier is skipped and logged. On its first build the ledger reconciled 712 leads from every channel and caught 219 duplicates, before anyone called the same person twice. The ledger is read-only and never feeds any sender.
What happens if a lead fails to reach the CRM?
A failed run raises a red-alert e-mail, and the run logs are grouped by day on one page that a person reads every day. The agent also writes a status back to each source row, so every lead shows what happened to it. The ledger lists every lead from every channel with its outcome, so a gap is visible without opening the CRM.
How long does it take to connect a new market or lead source?
It depends on your CRM and your sources. Each market starts on a demo form, and a person switches it to the real form once the runs look right. Here 7 markets were live by 27 July 2026, and on 28 August 2026 the first lead went end to end untouched: a WhatsApp message became a published request. Contact us with your setup for an estimate.
Would an AI lead capture pipeline work outside real estate?
Yes. Ad forms, calls and messages exist in every business. What transfers: the hourly read of each source, dedupe against a ledger, filling your own CRM form, a source tag you can trust on every lead, and a red e-mail on failure. Here residential and commercial leads stay in separate queues, and any split you need is kept the same way.
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Your leads are being retyped somewhere too
We connect your ad forms, calls and messages to the form your CRM already has, with a ledger you can trust. Residential, commercial, trades, services: the pattern is the same.