Northline Realty | Lead Capture & Follow-up Automation

Concept project for a fictional real-estate agency. The goal: answer every enquiry within a minute and never lose a lead because someone forgot to follow up.

Northline Realty gets enquiries from its website, Facebook ads and Instagram. In this scenario the team copies each one into the CRM by hand, replies hours or days later, and loses track when a lead goes quiet.

In real estate the first agent to reply usually gets the viewing. The workflow had to respond instantly, keep the CRM clean without duplicates, and know when to stop chasing someone who already answered.

Capture & clean: the website form triggers the flow, phone numbers are formatted and the lead source is saved

CRM: contact and deal created in HubSpot, or updated if the person already exists

Instant reply: a personal welcome email with three matching listings, sent within 60 seconds

Smart follow-up: if there is no reply after 2 days, a short WhatsApp message goes out, and it stops as soon as the lead answers

Weekly report: every Monday at 8:00 the owner gets a summary of new leads and where they came from

A helpful, human-sounding email right away, then a friendly WhatsApp nudge two days later if they go quiet. No cold templates, no spam.

For an agency with around 100 leads a month: first reply time drops from hours to under a minute, no lead is forgotten, and roughly 15 hours of admin are saved every month. Real numbers depend on volume.

Mapping the manual process step by step

Building the workflow in n8n (the same logic works in Make or Zapier)

Writing the email and WhatsApp copy

Error handling, duplicate checks and testing with sample leads

A short setup guide for the team

Tools: n8n · HubSpot · Gmail · WhatsApp Business · Google Sheets

Want something like this for your business? Send me a message with what you do today by hand, and I'll suggest the first thing worth automating.