A real estate agency's inquiries, in one system with no manual entry.

The problem

Inquiries from buyers and tenants arrived every day through several channels (the listing portals, the Facebook campaigns, the website) and ended up in a shared email inbox. Each one depended on someone copying it by hand into a spreadsheet, and the owner had no way to know how many came in, which ones were answered or who was handling each client.

What I built

A system that gathers all those inquiries in one place without anyone entering anything: each one arrives on its own, already tied to the property it asks about and assigned to the agent in charge, and the team follows up from there, including the agency’s WhatsApp.

To make that work, the system connects to Tokko Broker, the software where the agency manages its properties and its agents, and mirrors its inventory with prices, developments and removed listings. Every 15 minutes it reads the inbox, recognizes which portal each inquiry comes from, detects whether that person had asked before (also when the same inquiry arrives directly from the portal and forwarded by Tokko) and links it to its property by the listing code or, if there is none, by the address.

WhatsApp is integrated through Meta’s official API: every conversation sticks to the client’s record, and the automated follow-up messages stop on their own when the client replies, so a person takes over. Viewings are booked in each agent’s Google Calendar, and for the first time the owner sees the business in numbers: inquiries by channel, the status of each one and who is handling them.