Email→CRM Automation
How a Global SaaS Company Cut Lead Response from 6 Hours to 90 Seconds and Increased Demo Bookings by 17% with Archiz Auto‑Create Lead Agent.
Executive Summary
Client: Multi‑office real estate brokerage with 120+ agents handling buyer/seller inquiries across shared mailboxes and listing portals.
Challenge: Agents manually copied email inquiries into CRM, consuming ~5 hours/week per agent and causing frequent errors and missed follow‑ups.
Solution: Deployed Auto‑Create Leads from Inbound Emails to parse inquiries in real time, standardize data, de‑dupe, upsert to CRM, auto‑assign by territory/listing, and send instant, template‑based responses with scheduling links; all actions audited to Google Sheets.
Results: Manual entry reduced to zero; average 5 hours/week saved per agent; dramatic drop in data errors; SLA‑compliant first touches increased across regions.
A residential and investment brokerage operating across multiple cities, fielding high daily inquiry volume from listing sites and website forms; goals included faster follow‑ups, accurate records, and consistency across a distributed team.
Challenges
Manual copy/paste from emails into CRM consumed ~5 hours/agent/week and introduced embarrassing client‑name and phone errors.
Missed or delayed follow‑ups during open‑house peaks and weekends reduced conversion potential from hot listings.
Fragmented agent workflows (different templates, ad hoc notes) made coaching and reporting difficult.
Solution
Inbox→CRM agent with real‑time parsing of buyer/seller inquiries; standardized fields (names, phones, property IDs), de‑duplication, and territory/listing‑based routing.
Instant, value‑led auto‑replies: showing availability, disclosure links, and calendar options, with personalized templates for buyers vs. sellers.
Google Sheets audit trail for SLA, owner assignment, and exception handling; templates and rules centrally governed.
Implementation Process
Week 1: Connect mailboxes and portals; map CRM fields; set de‑dup/assignment rules; define Sheets audit schema.
Week 2: Build buyer/seller templates; embed calendar/showing links; set SLA timers and weekend handling.
Week 3: Pilot on two offices; verify error reduction and hours saved; roll out brokerage‑wide with playbooks.
Outcomes
Time savings: ~5 hours/week/agent returned to prospecting and showings; zero manual re‑entry from email.
Data quality: Near‑elimination of name/phone/property errors via standardized parsing and validation.
Follow‑ups: Higher SLA compliance on first touch; more showings booked directly from first response.
Client Say
Conclusion
Centralizing email→CRM capture removed low‑value admin, reduced risk, and created consistent first‑touch experiences—key levers for conversion in high‑velocity real estate workflows.
More Agent Template
Inbound Lead Capture Bot
Captures and qualifies inbound leads from web forms, chat, and email.
Pull inbound leads from website
Automatically syncs inbound leads from website forms into CRM.
Territory-based lead routing
Assigns leads based on location, rep coverage, and regional rules.
Cross-platform lead sync
Syncs lead data across CRM, Google Sheets, marketing platforms, and support tools.
Hot Lead Notifier
Sends instant alerts for high-interest leads based on scoring and behavior.
Auto-log calls & emails
Automatically logs calls and emails into CRM, linking them to the correct lead or deal.
Weekly sales summary email
Sends weekly summaries of sales activity, outcomes, and pipeline movement.
FAQ
It removed all manual re‑entry of email inquiries into CRM, saving ~5 hours per agent per week while eliminating data errors that caused misrouting and poor client experience.
The agent monitors shared mailboxes and listing‑site forwards, parses contact/property details, de‑duplicates, upserts to CRM, assigns by territory/listing, and sends an instant, template‑based first response with showing/scheduling links.
Standardization and validation rules normalize names, phones, addresses, and property IDs before upsert; confidence checks and safe merges prevent duplicates and partial records.
The first‑touch reply is automated 24/7 with clear next steps and a calendar link; SLA timers and on‑call routing ensure rapid human follow‑up when teams come online.
Admin time dropped to near zero for inbox re‑entry; first‑touch SLA compliance increased; fewer data errors; more showings booked directly from the first reply.
Yes. The first‑touch includes smart links to showing or calendar tools; booked events log to CRM, and an immutable audit row is stored for SLA and compliance.
Every action is logged with timestamps (ingest, parse, upsert, assign, reply, book); version‑controlled templates and change logs underpin governance.
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Every business does things a little bit differently, leading to very diverse needs. While there are some functions that are quite standard across the board, there are often functions that an out-of-the-box solution may not be able to handle.
Thousands of businesses do not use their CRM to its maximum effect, which can reduce productivity, customer satisfaction, and sales. It can be difficult for an organization to implement or manage a CRM tool, especially if they lack the required IT expertise, and what works well for another organization may not work so well for yours
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