5 Powerful Ways to Automate Your Real Estate Business (And Take Back Your Time)
Is your real estate business running you instead of you running it? If you're drowning in emails, manually chasing leads, or spending hours on administrative tasks, it's time for a change. Automation isn't just for large brokerages—it's the key to building an efficient, scalable business that gives you back your most precious resource: time.
When implemented strategically, automation helps you:
✔ Focus on high-value activities that directly impact your bottom line ✔ Ensure consistent follow-up with every lead and client ✔ Create a professional, scalable business that can grow without requiring more of your time
Here are five proven automation strategies that will transform your workflow, ranked by impact:
1️⃣ Automate Your Lead Follow-Up System
The Challenge: Most leads require 8-12 touchpoints before converting, but agents typically give up after just 2-3 attempts.
The Solution: Implement an automated follow-up system that nurtures leads consistently without requiring your constant attention. Think of automation as your virtual assistant who never sleeps, never forgets, and doesn't need coffee to function!
Best Tools for Different Business Sizes
Solo Agents:
LionDesk ($42-$125/month): Affordable option with AI-assisted texting and video emails
Teams:
Follow Up Boss ($69-$499/month): Create multi-channel drip campaigns with email, text, and call reminders
All Businesses:
Zapier ($0-$73.50/month): Connect your lead capture forms directly to your CRM
Success Metric: Measure your lead response time (aim for under 5 minutes) and track conversion rates before and after implementation.
Real-Life Success Story
"After implementing Follow Up Boss with a 14-day automated nurture sequence, Latonya saw a 34% increase in lead-to-appointment conversions while reducing their manual follow-up time by 15 hours per week."
Pro Tip: Create different automation sequences for different lead sources. Zillow leads might need a more aggressive follow-up schedule than referrals, for instance. Need help setting these up? Check out our Lead Nurture Templates in The Leverage Shop.
2️⃣ Create a Transaction Management System
The Challenge: Transaction management is detail-intensive with critical deadlines that can cost you or your clients if missed.
The Solution: Implement an automated workflow system that tracks every step from contract to closing.
How to Get Started
List every step in your transaction process
Identify which steps can be automated
Choose a tool that matches your workflow complexity
Best Tools for Teams vs. Solo Agents
Solo Agents:
Trello ($0-$17.50/user/month): Visual workflow board that's highly customizable
Our Trello Transaction Templates are available in The Leverage Shop
Teams:
Dotloop ($29-$69/agent/month): Real estate-specific with excellent document management
Wrike ($9.80-$24.80/user/month): More robust for teams managing multiple transactions
Asana with our customized real estate templates from The Leverage Shop
Implementation Challenge: Setting up your first workflow template takes time, but becomes a reusable asset. Block a full day to create your master template.
Pro Tip: Create a standardized checklist of 50+ transaction steps, then automate email notifications for each milestone to keep clients informed without additional work.
3️⃣ Build an Automated Email Marketing Engine
The Challenge: Staying top-of-mind with past clients and your sphere requires consistent communication, but creating fresh content is time-consuming.
The Solution: Develop "set and forget" email sequences that nurture relationships automatically.
Best Email Automation Tools
Budget-Friendly Options:
Mailchimp ($0-$299/month): Excellent for beginners with easy-to-use templates
Design-Forward Options:
Flodesk ($35/month flat rate): Design-focused platform with beautiful templates
BombBomb ($29-$99/month): Add personalized video emails to your sequences
Step-by-Step Mini-Tutorial
Segment your database (past clients, hot prospects, sphere)
Create a 12-month evergreen content calendar
Write and schedule emails for each segment (or grab our ready-made Email Templates from The Leverage Shop)
Set up automatic triggers for special occasions (home purchase anniversaries, birthdays)
Pro Tip: Your highest-performing automated email will be the "Home Anniversary" email sent on the purchase date anniversary. Include current home value estimates and personalized notes for an 80%+ open rate.
4️⃣ Leverage AI & Chatbots for Initial Client Engagement
The Challenge: Responding to basic inquiries takes time away from high-value activities.
The Solution: Deploy AI-powered chatbots to qualify leads, answer FAQs, and book appointments.
Getting Started with Chatbots
Easy Wins:
Google Business Profile (Free): Set up FAQ responses on your business listing
Website FAQ Automation: Add a simple chat widget to your website
Advanced Options:
ManyChat ($15-$145/month): Create Facebook Messenger and Instagram bots
Drift ($0-$1,500/month): Website chatbot with advanced routing capabilities
Metrics to Track: Monitor conversation completion rates, qualified leads generated, and hours saved on routine inquiries.
Pro Tip: Create chatbot sequences for your top 5 most common inquiries, such as "What are homes selling for in [neighborhood]?" with automated value range responses.
5️⃣ Systematize Your Social Media Presence
The Challenge: Consistent social media requires regular posting, but doing it manually is inefficient.
The Solution: Batch-create content and schedule it to post automatically. No more panic-posting while waiting in the Starbucks drive-thru!
Tools That Make Social Media Manageable
Visual Content Planning:
Later ($18-$40/month): Visual Instagram planning with drag-and-drop calendar
Multi-Platform Management:
Metricool ($29-$99/month): All-in-one scheduling with analytics
Content Creation:
Canva Pro ($12.99/month): Create templates you can quickly customize
Batching Framework
Content Creation Day (Monthly): Shoot photos/videos and create templates
Caption Writing Day (Bi-weekly): Write 10-15 captions in one sitting
Scheduling Session (Weekly): Schedule posts for the coming week
Common Challenge: Content creation becomes overwhelming. Solution: Repurpose one piece of content across multiple platforms (blog → social posts → email newsletter).
Pro Tip: Create content buckets (educational, personal, testimonials, market updates) and assign specific days of the week to each category for a balanced content mix.
Taking the Next Step: From Automation to Systems
Implementing these automations isn't just about using tools—it's about creating systems that allow your business to run smoothly whether you're in the office or on vacation.
The most successful real estate professionals don't just automate tasks—they build complete systems that work together. When your lead generation connects seamlessly to your follow-up, which feeds into your transaction management, which populates your email marketing... that's when the magic happens.
Remember, God designed us to work with excellence, but not to toil endlessly. As Proverbs 31:17 reminds us, "She sets about her work vigorously; her arms are strong for her tasks." By automating your business, you're creating space for what matters most—your faith, family, and purpose.
When we steward our time and talents wisely, we honor the gifts we've been given. Automation isn't just about efficiency—it's about intentionally creating margin for the relationships and calling God has placed in your life.
The Leverage Co. Client Success Story
Noel Collier of The Noel Collier Group doubled her production and increased revenue after implementing these systems with The Leverage Co. With automation in place, she reclaimed 10+ hours a week to focus on high-value activities—and enjoy more time with her family.
"Before working with The Leverage Co., I was working 60+ hours a week and still dropping balls," Noel shares. "Now my business runs smoothly with systems that handle the repetitive tasks. I'm closing more deals with less stress, and I actually took a real vacation—with no laptop—for the first time in years."
Ready to Transform Your Business?
Option 1: DIY Implementation
Download our free Automation Implementation Checklist to get started today. This step-by-step guide will help you prioritize which systems to build first based on your business needs. Download Free Checklist Here
Option 2: Guided Implementation
Join our Systems Rehab Program at The Leverage Co., where we'll personally guide you through setting up these automated systems, customized for your specific business model. Our 12-week program includes templates, scripts, and direct support as you build your automated business. Learn More About Group Systems Rehab Program
Join the Systems Rehab Cohort starting April 9th!
Your real estate business should support your ideal lifestyle, not consume it. With these automation strategies, you'll build a more profitable, sustainable business while reclaiming your time for what matters most.
Which automation strategy will you implement first? Share in the comments below!
