Client: Non-Disclosed (Real Estate Firm)
Industry: Real Estate
Location: Dubai, UAE
Team Size: 15+
Engagement Period: 6 Weeks
Scope of Work: Business Audit & Automation System Setup
Background
This Dubai-based real estate firm had been growing rapidly, with an expanding portfolio of residential and commercial listings. However, their internal processes hadn’t scaled with their growth. Repetitive admin tasks, scattered lead management, and inconsistent client communication were holding the team back from closing more deals.
They approached Enigma Automatix to conduct a full audit of their workflows and help build an automation layer that could streamline operations, improve follow-ups, and support continued business growth — without hiring additional staff.
The Challenge
Our audit revealed three core areas where time, energy, and opportunities were being lost:
- Manual lead handling from multiple platforms
- Inconsistent or delayed follow-ups with potential clients
- Tedious property listing and document collection processes
These issues resulted in slow response times, lead leakage, and overwhelmed sales staff — impacting both customer experience and revenue potential.
What We Automated
1. Lead Capture & Qualification
Before:
Leads from Facebook, WhatsApp, and third-party property portals were landing in different inboxes. Agents had to manually filter and reach out, often late or inconsistently.
After:
- Implemented a centralized lead capture system
- Deployed a smart chatbot that asked qualifying questions (budget, location, property type, urgency)
- Automatically pushed qualified leads to the sales CRM with real-time notifications
Outcome:
- Lead response time dropped from 6 hours to under 20 minutes
- 2x improvement in lead-to-call booking rate
- Agents were freed from manually chasing cold leads
2. Automated Follow-Up System
Before:
Follow-ups were inconsistent and dependent on individual agents remembering to reach out. Many warm leads went cold due to delays.
After:
- Designed automated WhatsApp and email follow-up sequences, personalized based on the lead’s behavior
- Built logic to pause sequences if the lead replied or booked an appointment
- Added a manager report dashboard to track response and engagement
Outcome:
- 45% increase in follow-up engagement
- 32% increase in monthly deal closures
- Better visibility into the sales pipeline for leadership
3. Property Listing & Document Management
Before:
Each property was uploaded manually across platforms, and client document collection (ID, NOC, proof of funds) was handled through long email chains.
After:
- Created a centralized system for managing listings, pushing to the website and portals automatically
- Used AI to generate listing descriptions
- Built a secure document upload portal with automated reminders for clients
Outcome:
- 60% time savings on listing tasks
- Faster client onboarding
- Smoother, more professional customer experience
Results
| KPI | Before Automation | After Automation |
|---|---|---|
| Lead Response Time | ~6 hours | < 20 minutes |
| Monthly Deal Closures | 18 | 26 |
| Follow-Up Engagement | Low & inconsistent | +45% increase |
| Time Spent on Listings | High (manual uploads) | 60% reduced |
| Manual Tasks per Agent | ~30/day | ~10/day |
The team was able to redirect their focus toward qualified leads and active deals instead of chasing paperwork and sorting emails.
Client Feedback
"What Enigma Automatix built for us didn’t just save time — it changed how we work. Our team feels lighter, faster, and more focused. We’re now able to scale with confidence."
— Sales Manager, Non-Disclosed Real Estate Firm
Tools & Tech Stack Used
- GoHighLevel CRM
- WhatsApp Business API
- Custom GPT-powered chatbot
- Google Sheets + Make (Integromat)
- Property Listing Sync
- Secure Client Portal
Looking to Automate Your Real Estate or Service Business?
If you’re spending too much time on manual tasks and losing leads to follow-up delays, Enigma Automatix can help. Our automation audits are tailored to your business, and our solutions are designed for growth, not complexity.
Contact Us
Email: info@enigmaautomatix.com
Website: www.enigmaautomatix.odoo.com
Call / WhatsApp: +92 332 4444360
Location: Pakistan — Serving Clients Globally