Lead routing and enrichment from portals, contract generation, KYC and document verification, owner payment reconciliation and incident monitoring, unattended and traceable.
The workflows, examples and figures on this page are illustrative composites and modelled targets, not measured client results. In a real project, we define the baseline, thresholds and human review with your data before rollout.
Idealista, Fotocasa, your own site, Habitaclia, the odd Meta campaign, every portal sends the lead through its own channel, in its own format, with its own delay. While someone is copying data from an email into HubSpot or Salesforce, the customer is already speaking to a competitor. And when it finally hits the CRM, it still needs enrichment, assignment and a first touch.
We design automations that fire the moment a lead lands: they normalise the data, deduplicate, enrich with land-registry and internal portals, assign the agent by zone or product and stage the first message. The same logic checks documentation, reconciles rents and watches incidents with no one having to look.
A lead arrives from a portal, website or messaging channel; the automation normalises, deduplicates and assigns it in the CRM. Sales manages the opportunity, back office prepares documents and the property manager handles operational exceptions.
Property portals, email and forms feed Pipedrive or the existing CRM; records are cross-checked with portfolio, calendars, contract templates, KYC data, rent records and incidents in the property-management system.
Uncertain duplicates, incomplete documents, conflicting availability, low-confidence KYC extraction, failed writes and incidents with unclear severity remain queued with the original context.
Sales retains offers and negotiation; back office validates contracts and sensitive documents; finance reconciles rent mismatches and the property manager confirms urgent incidents before resources are dispatched.
Event-driven workflows with confidence thresholds, idempotent writes, an exception queue and a log of each transformation. One workflow is enabled at a time and checked against a baseline before expansion.
Idealista, Fotocasa and forms into Pipedrive, HubSpot or Salesforce, connected by API or webhook to the portfolio manager, document repository and rent system.
Captures leads from Idealista, Fotocasa, web and campaigns, dedupes against the CRM, enriches with land-registry and portal data, assigns the agent by zone or product and creates the first task in HubSpot, Salesforce or Pipedrive.
Generates earnest-money contracts, reservations, mandates and addenda from CRM and case data, applies the right clause for the operation type and drops the document into the case folder ready for review.
Reads ID documents, deeds, payslips and tax forms in PDF or image, validates fields against the customer form, detects inconsistencies and prepares the compliance file, ambiguous cases go to back office.
Cross-references tenant payments against the rent calendar and prepares the owner statement in Microsoft 365 or the ERP, with early alerts for late payments and amount discrepancies.
Watches tenant tickets across email, WhatsApp and portal, classifies by urgency (plumbing, electrical, appliances), routes to the right contractor and archives the owner communication with timestamp.
Baseline assumption: Each agent copies leads from email into Pipedrive when they can. Average first-contact time: 4h 20min within office hours, over 18h outside. Earnest-money contracts prepared by hand by administration with a day of delay. Rent reconciliation on day 10 of each month with two full-time people.
Modelled operating target: 100% of leads land in the CRM in under a minute, enriched and assigned. Average first-contact time: 11 minutes. Earnest-money contracts ready 20 minutes after verbal close. Rent reconciliation on day 2 with one person handling exceptions. Every owner communication is logged for future claims.
Mid-market CRM with broad APIs, a natural fit for sales agents and lead enrichment.
CRM with strong adoption among Spanish SMBs, automations and agents at a contained cost.
Email, calendar and SharePoint as channel and context, triage, drafting and RAG over your inbox and files.
We connect via direct API with Idealista, Fotocasa, Habitaclia and group-internal portals, and via connector with HubSpot, Salesforce, Pipedrive and Inmovilla. When a portal only delivers the lead by email, we parse the email and normalise it before loading. The middle layer stays in place even if you change CRM or portal.
Deployment lives in your infrastructure or a European tenant under your control. We apply retention policy by data type, anonymisation on operational logs and traceability of which automation accessed which customer document. Compliance can query and export the full trail whenever they need it.
The automation detects when extraction confidence is below threshold and opens a human-review task with the document, the extracted fields and the issue. It will not advance the file with dubious data: nothing is ever signed off with a misread ID.
You get a dashboard with every decision over the last week, which lead went to whom, under which rule, which payment matched which invoice. Cases above a threshold or that change owner route to review. Rules are edited by your team and don’t require touching code.
We design for privacy from the start, human control, traceability, usage limits, permissioning and documentation. For sensitive processes, we help assess risk and applicable obligations under GDPR and the EU AI Act.
Every engagement is led personally by one of the partners. If there's a fit, you get a personal first read of your case within one business day, not a canned demo.
