Hundreds of small decisions.
None of them forgotten.
Every agency runs on decisions: who gets this lead, when do we follow up, what if the buyer does not show, who chases the NIE and the deposit. We map those decisions and automate them in the PremiumClients CRM, so the operation runs the same way on a busy Monday as on a quiet August afternoon.
Designed and built during the 90 to 120 day Dominium transformation.
Automation fails when it only covers the happy path
Most CRM automation is a welcome email and a reminder. Real agencies are messier: a buyer enquires twice through two portals, an agent is on holiday, a lead writes in German to a Spanish office, a developer changes the price list, a reservation falls through.
We design automation for the real scenarios, including the edge cases a template never considers. That is the difference between a CRM that looks automated and an operation that actually runs itself.
From the first enquiry to the after-sales
Lead capture and deduplication
Leads from portals, website, WhatsApp, calls and social arrive in one place, are matched to existing contacts and tagged by source.
Lead routing
Rules by language, area, budget, property type, agent availability, office and workload, with fallbacks when the first choice is unavailable.
Follow-up sequences
Multilingual sequences across WhatsApp, SMS and email, adapted to buyer type and stage, with long-term nurture for buyers who are not ready.
Viewings
Confirmations, reminders, directions, agent briefings with buyer context, feedback requests and no-show recovery.
Transactions
Reservation, deposit, documents, AML and KYC steps, notary dates and commission splits tracked with tasks and reminders.
Seller and listing workflows
Valuation requests, listing agreements, price-change alerts to matched buyers and owner updates.
Management and KPIs
Speed to lead, conversion by source, agent activity and revenue reporting, updated automatically.
After-sales and referrals
Handover, aftercare, review requests and referral programmes, so one sale leads to the next.
What changes in a normal week
Map first, then automate
Audit
We document how leads, viewings and deals move through your agency today, and where they stall.
Scenario mapping
Every route, exception, handoff and language is written down and agreed with your team.
Build
Workflows, templates and tasks are built in the PremiumClients CRM and tested against real cases.
Adoption
SOPs and training make sure people and automation work together, then we refine based on the data.
Frequently asked questions
What can be automated in a real estate agency?
Lead capture, deduplication, routing, first replies, follow-up, viewing reminders, no-show recovery, buyer and property matching, document chasing, transaction tasks, owner updates, review requests and reporting. The audit shows which automations will have the biggest impact for your agency.
Do we need a new CRM to automate?
Real automation needs one system where every lead, conversation and deal is recorded. Most listing tools cannot do that. The PremiumClients CRM is built for it, and can work alongside your existing feeds and MLS.
Will automation make our communication feel robotic?
Not when it is designed properly. Messages are written in your tone, in the buyer's language, and timed around real events. Agents step in personally where it matters.
How long does it take?
Automation is built as part of the Dominium transformation, which typically runs 90 to 120 days. The first workflows usually go live within the first weeks.
Let us map what your agency should automate first
Book a call to scope the audit. You will see which scenarios cost you the most leads today.
Book your audit call