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Real Estate · Dubai
Real estate automation for Dubai agencies: qualify every lead before an agent calls
Ad and portal leads go cold in minutes. We answer them instantly on WhatsApp, ask what your agents would ask, book the viewing and put it all in your CRM.
Short answer
Real estate automation answers every property lead on WhatsApp within seconds, asks for budget, area, bedrooms, rent or buy, cash or mortgage and move-in timeline, scores the lead hot, warm or cold, books viewings and syncs it all to HubSpot, Zoho CRM or a Google Sheet. Serious buyers are handed to an agent with an alert. We set it up with OrcaFlo (from $14.99 a month + 2¢ per message) and build custom lead routing when you need it.
The problem
Why Dubai property leads go cold
A buyer or tenant browsing listings sends the same enquiry to several agencies within a few minutes. The agent who replies first, and asks sensible questions, usually gets the viewing. But agents are at viewings, on calls or driving, and the WhatsApp enquiry sits unread. When someone finally calls back, the lead has either found something or stopped answering.
The other cost is time spent on the wrong leads. Agents call every enquiry to discover that half are browsing, looking in a different area, or a year away from moving. Qualification is repetitive and predictable, which is exactly what automation is good at. The agent's time should go to the leads who already said "2 beds in JVC, 110k, moving next month, can view on Thursday".
What we automate
The real estate workflow we set up
Qualification questions
Budget, area or community, property type, bedrooms, rent or buy, cash or mortgage, and move-in date, asked naturally rather than as a form.
Hot, warm, cold
Each lead is scored from the conversation, so agents call the hot ones first and the cold ones go into follow-up.
Viewing booking
Offers viewing slots, confirms them and sends reminders, so agents don't drive to an empty unit.
CRM sync
Every chat becomes a lead with a stage and a temperature, synced to HubSpot, Zoho CRM or a new row in a Google Sheet.
Follow-up & new listings
Leads who weren't ready get timed follow-ups that stop when they reply; broadcasts announce new listings to the right list.
What it looks like
Qualifying a rental lead
Hi, interested in 2 bed apartments in JVC
Hi! Happy to help. Are you looking to rent or buy, and what budget do you have in mind?
Rent, around 110k a year
Thanks. When would you like to move in, and how many cheques would you prefer?
Next month, 2 cheques if possible
Noted. Would you like to view this week? I can do Thursday at 11:00 am or 5:30 pm.
Thursday 5:30
Booked ✅ Thursday at 5:30 pm. One of our agents will confirm the unit and meeting point shortly.
By the time the agent opens the chat, the lead is marked hot, the CRM record has budget, area, bedrooms, timeline and payment preference, and a viewing is in the calendar. The agent gets a push alert, the assistant pauses for that lead, and the agent picks up from the shared inbox without asking anything twice.
Lead sources
Getting leads from forms, ads and portals into WhatsApp
Not every lead starts on WhatsApp. Leads from your website forms or ad lead forms can be sent to OrcaFlo through Zapier or OrcaFlo's API, and the assistant writes each one a first message, sent at a safe pace during business hours. That turns a form fill into a conversation within minutes, instead of a name on a call list.
Where a lead source can send leads out, by email, webhook or into your CRM, we can route those too as part of a Custom Automation project, built with n8n, Make or Zapier. Common builds for agencies:
- Round-robin assignment: new hot leads assigned to the next agent in your CRM, with a WhatsApp notification to that agent.
- Viewing feedback: a message after each viewing asking how it went, with the answer written to the lead's CRM record.
- Listing match alerts: when a new listing fits a saved lead's budget, area and bedrooms, the agent is notified to send it.
- Weekly pipeline report: leads by source, temperature and stage, sent to the owner every Monday.
More on the CRM side on our CRM automation page.
Your team
How agents work alongside it
Each agent gets their own login and role, and any agent can take over a chat with one tap; the assistant stays out until it's handed back. Agents send brochures, floor plans and videos themselves whenever they want; the assistant answers from the listings and documents you give it and won't make up availability or prices. Hand-over moments are set by you: a confirmed budget and timeline, a request to speak to an agent, an offer or negotiation, or a complaint.
Instagram DMs from your listing posts can go to the same assistant and inbox; see Instagram DM automation.
OrcaFlo connects to the WhatsApp Business number you already use, in one of two ways. Meta's official WhatsApp Business API gives you the verified route; Meta bills its own per-message fees to your account, and messages sent more than 24 hours after a customer's last message need a Meta-approved template. A QR link to the WhatsApp Business app is quicker to set up and has no Meta fees, but it carries no green tick and some ban risk, because WhatsApp doesn't officially allow unofficial apps. We'll recommend one on the call. OrcaFlo's price is the same on both.
OrcaFlo's own page on WhatsApp qualification for real estate agencies covers the product side in more detail.
Pricing
What real estate automation costs
OrcaFlo is $14.99 a month (Starter) or $100 a month (Done-for-you, where we set up your qualification questions, hand-over rules and CRM sync and keep tuning them), plus 2¢ per message. There's a 14-day free trial, the first 500 messages are free, no setup fee, and no seat fees for your agents. A payment processing fee is shown as its own line on each invoice, and Meta's fees on the official API are separate. For example, 4,000 messages in a month is $14.99 + $80 = $94.99 on Starter.
Lead routing, portal email parsing and reporting beyond OrcaFlo are quoted as Custom Automation, $400–10,000 by scope. See pricing.
FAQ
Common questions
What questions does it ask a property lead?
The ones your agents would ask: rent or buy, budget, area or community, property type, bedrooms, cash or mortgage, and move-in date. You can change the list.
Can it book property viewings?
Yes. It offers viewing slots, confirms the booking and sends reminders. Agents see every booking in the dashboard and can adjust it.
Which CRMs does it sync with?
HubSpot and Zoho CRM, or a new row in a Google Sheet for every lead. Other systems can be connected as a Custom Automation project.
Can each agent have their own login?
Yes. Invite your team with their own logins and roles, with no seat fees, and any agent can take over a chat.
Can leads from our website forms start a WhatsApp chat?
Yes. Form and ad leads can be sent to OrcaFlo through Zapier or the API, and the assistant sends each one a first message during business hours.
Will leads know it's automated?
It writes naturally in the lead's language and replies in seconds, but it doesn't pretend to be a person, and an agent can take over any chat instantly.
Talk to Nuevo Automations
Answer every property lead before your competitor does
Twenty minutes, free. We'll look at where your leads come from and show you how we'd qualify them.
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