A 38-agent residential brokerage was generating 800+ leads/month from Zillow, Realtor.com, and paid search: but converting only 2.4%. Agents manually followed up when they remembered. The Aizen Event built a response and nurture system that no agent had time to run manually.
7 steps, 800+ leads per month, 2.4% conversion rate. Leads from 6 different sources landed in separate inboxes with no unified view. 73% of leads were never contacted twice. Average response time: 9.2 hours. Agents spent up to 6 hours per week on lead follow-up, competing with showings and closings.
In the Aizen Event, we map each workflow step to an AI type: Deterministic (rules with predictable output), Probabilistic (learned judgment), or Human Required. Classification drives build vs. defer decisions.
| Step | AI type | Recommendation | New state | Time saved | |
|---|---|---|---|---|---|
| 01 | Lead intake unification 6 sources, fragmented tracking |
Deterministic | All 6 sources funnel to single CRM via webhooks and API integrations. Lead record created automatically with source, property interest, contact info. Duplicates detected and merged instantly. | ● Automated | unified |
| 02 | Lead assignment routing Manual batch assignment, 4.5-hr delay |
Deterministic | Rules-based assignment: geography + agent capacity + lead score + specialty match. Assigned in under 60 seconds. Agent notified via SMS/app push. Zero manual intervention except for exceptions. | ● Automated | 4.5 hrs |
| 03 | Initial outreach & messaging Manual calls/texts, 9.2-hr delay, no script |
Probabilistic | AI-drafted personalized first message (references specific property viewed) sent within 90 seconds via SMS. If no response in 10 min, call queued for agent. Response rate improves from 12% to 41%. Agent skill + AI personalization. | ● Augmented | 8.2 hrs |
| 04 | Lead qualification & scoring Unstructured agent questions, no scoring |
Deterministic | Conversational SMS qualification: timeline, budget, pre-approval, motivation. 5-question sequence. Lead scored and tagged. Agent receives brief summary before first call, reducing agent ramp-up and improving quality. | ● Automated + Augmented | variable |
| 05 | Systematic nurture sequence No system, ad-hoc, high lead decay |
Probabilistic | 12-touch email + SMS nurture based on lead score and behavioral signals. Property alerts matched to search criteria. Re-engagement triggers at 30/60/90 days. All automated, agent notifications only when ready for agent touch. | ● Automated | 6 hrs/week |
| 06 | Appointment scheduling 6 manual touches per showing confirmation |
Deterministic | Self-service scheduling link with real-time agent calendar sync. Confirmation + reminder sent automatically. Reduces 6 touches to 1 client touch. Agent calendar always in sync. | ● Automated | 5 touches |
| 07 | Post-showing follow-up Manual or forgotten, no system |
Deterministic | 2-hour post-showing: feedback request + 3 alternative listings. 24-hour: agent check-in prompt. 7-day: market update if no offer. All triggered automatically. Zero manual setup by agent. | ● Automated | variable |
We plot each step by implementation complexity (X) against business impact (Y). Steps in the top-left are Quick Wins: start here. Top-right are Strategic Investments: build after wins are live. Bottom-right: skip entirely.
Rules-based routing. Highest impact, very low complexity. Week 1.
Calendar sync + confirmations. Huge friction elimination. Week 2.
Trigger-based follow-up. Week 2-3.
Webhook integrations. Week 1 setup.
Highest ROI. Personalized messaging. Phase 2.
12-touch sequences + triggers. Phase 2.
The redesigned workflow after the Aizen Event implementation. Every step with a new state shows the before design, what changed, and who now handles what.
Build cost, deployment timeline, and three-year return: based on observed real estate lead volume patterns, standard GCI splits, and measured conversion improvements post-deployment.
This case study represents a composite of typical mid-market residential real estate brokerage engagements. Metrics are based on observed industry patterns and comparable implementations. All investment figures are illustrative ranges based on the Otonmi service tiers.
Tell us about the process your team is spending the most time on. We'll classify every step and tell you what's worth building: and what isn't.