Automating Real Estate Processes: A Case Study on Keller Williams Realty

Matt Castillo is a residential realtor working with Keller Williams Realty, one of the world’s largest real estate brokerages with over 150,000 associates worldwide. Matt is passionate about helping people find new homes and believes in providing a service that his clients can trust. He understands that real estate transactions are significant financial decisions and therefore, his clients need someone who can work hard for them and think outside the box. Matt’s role requires him to be a multitasker and constantly on the move, whether he’s walking through homes with potential buyers, creating a marketing plan for sellers, or working with other agents on home offers.

Matt Castillo, a residential realtor with Keller Williams Realty, faced a significant challenge in managing his time and resources effectively. His role required him to multitask and constantly be on the move, whether it was walking through homes with potential buyers, creating marketing plans for sellers, or working with other agents on home offers. A significant portion of his leads came through Facebook Lead Ads, and responding quickly to these leads was critical. However, manually checking Facebook Lead Ads multiple times a day and then inputting all the information from each lead into other systems was a time-consuming process. This manual process was not an ideal use of time for a realtor who needed to juggle multiple contacts and responsibilities.

To address this challenge, Matt turned to Zapier, an app automation tool, to funnel his leads to other apps such as LionDesk CRM, a customer relationship management system for realtors. This eliminated the need for him to manually check Facebook Lead Ads and input information into other systems. To further streamline his processes and drive funnel conversion, Matt set up an automated process, or 'Zap', to instantly share MLS listings from RealScout with leads that came in through Facebook. By simply selecting custom categories such as price range or neighborhood, Matt’s Zap would find and share relevant MLS listings of future homes with potential buyers. This automation allowed Matt to dramatically reduce the time spent checking leads and instead focus on showing clients their new homes.

• The automation of Matt's workflows and processes through Zapier has significantly improved his operational efficiency. He no longer needs to manually check Facebook Lead Ads multiple times a day or input information from each lead into other systems. This has freed up his time to focus on the core aspects of his role, such as walking through homes with potential buyers and creating marketing plans for sellers. Furthermore, the automation has enabled him to respond more quickly to leads, thereby improving his service to potential homebuyers. Overall, the automation has allowed Matt to focus on what inspired him to become a realtor in the first place: helping his clients find their new homes.

• Saved approximately four hours per week by automating lead management and MLS listing sharing processes.

• Reduced the time spent checking leads and inputting information into other systems.

• Improved response time to potential homebuyers coming through Facebook Lead Ads.