# Real Estate Lead Follow-Up for Every Enquiry

Source: https://maito.app/workflows/follow-up-with-every-lead

When an enquiry lands in your CRM, Maito matches listings, drafts the reply and reminds the agent to call fast. It sends nothing on its own.

Every buyer and seller enquiry gets a timely, personal follow-up.

Agents and coordinators · [Real estate](https://maito.app/workflows/industry/real-estate) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [HubSpot](https://maito.app/workflows/tool/hubspot)
-   [Salesforce](https://maito.app/workflows/tool/salesforce)
-   [Attio](https://maito.app/workflows/tool/attio)
-   [Pipedrive](https://maito.app/workflows/tool/pipedrive)
-   Gmail
-   Microsoft 365
-   Superhuman Mail

## How do you follow up with every real estate lead?

To follow up with every real estate lead, connect your CRM and tell Maito who handles new enquiries. When one arrives, Maito matches it to listings, drafts a reply, checks the CRM for an existing agent, posts it for the assigned agent, and sets a reminder to call.

## How it's done today

Leads go cold while agents are at showings.

## What Maito does

1.  Read the enquiry
2.  Draft a reply with matching listings
3.  Remind the agent to call

## Example

Loop run: New HubSpot enquiry · Priya N., website form, 3 bed under $700k

**Maito** (1:12 PM):

New enquiry from Priya N. She wants a 3-bed under $700,000 near good schools and filled in the form at 1:09 PM.

**Matching homes**  
• 14 Oak Street, $689,000, 3 bed  
• 31 Linden Ave, $674,500, 3 bed  
• 9 Birch Court, $649,000, 3 bed + den

**Draft reply:** 'Hi Priya, thanks for getting in touch. Three homes fit what you described. I'd be happy to show any of them this weekend. When is a good time for a quick call?'

**The catch:** HubSpot shows Priya was assigned to Marta in September, last activity Sept 12. Check with Marta before replying so she isn't contacted twice.

Call reminder set for 1:25 PM.

**Luis** (1:20 PM):

I'll ask Marta first. Move the reminder to 4:00 PM.

**Maito** (1:20 PM):

Moved to 4:00 PM. The draft stays unsent in HubSpot.

## How to set it up

When something happens Follow up with every lead

Ask your agent

“When a new enquiry comes into HubSpot, draft a reply with 3 matching listings and post it in #leads for the assigned agent. Remind them to call within 15 minutes. Don't send anything.”

Connect CRM

-   HubSpot
-   Salesforce
-   Attio
-   Pipedrive

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

Matches come from the listings it can read, and it can't tell if a lead is serious. The agent decides what to send and when to call.

## Questions

### Does it email leads on its own?

No. It drafts the reply and posts it for the agent. Nothing is sent until a person sends it.

### Which CRMs work?

HubSpot, Salesforce, Attio and Pipedrive, connected through MCP. It can also use Gmail or Microsoft 365.

### What if the lead already belongs to someone?

It flags the earlier assignment so the agent checks first and the lead isn't contacted twice.

## More agents and coordinators workflows

-   [Write listing descriptions Get a listing description from the property details and photos. Agents and coordinators · When you ask Works with Box.](https://maito.app/workflows/write-listing-descriptions)
-   [Track deal deadlines Every contract date, inspection and document tracked until closing. Agents and coordinators · On a schedule Works with Box, Gmail, Microsoft 365, Google Calendar.](https://maito.app/workflows/track-deal-deadlines)
-   [Prepare a market report for a client Get a neighborhood market summary for a buyer or seller. Agents and coordinators · When you ask Works with Box.](https://maito.app/workflows/prepare-a-market-report-for-a-client)
-   [Keep past clients warm Past clients hear from you at the right times, not only when you need them. Agents and coordinators · On a schedule Works with HubSpot, Salesforce, Gmail, Microsoft 365.](https://maito.app/workflows/keep-past-clients-warm)
-   [Answer questions about a listing Buyers get answers about a property any time, from the listing details. Agents and coordinators · When something happens Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/answer-questions-about-a-listing)
-   [Prepare for a listing appointment Get a pack on the home and owner before a listing pitch. Agents and coordinators · When you ask Works with Box.](https://maito.app/workflows/prepare-for-a-listing-appointment)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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