Client Profile
Type: Independent Realtor
Market: Residential sales in mid-sized U.S. city
Challenge: Missed Facebook leads, slow follow-up, low booking rate from Meta Ads
The Problem
Like many realtors running paid lead generation, the client was getting a decent volume of Facebook form submissions — but wasn’t converting them. Leads would come in after hours or while she was in showings, and by the time she followed up, most had gone cold or ghosted.
Symptoms:
- <20% of Facebook leads answered the first callback
- Manual follow-up took 24–48 hours
- Booking rate below 8% despite $1,500/month Meta ad spend
- CRM was cluttered with untagged or inactive leads
The Solution:
Business Pilot’s AI Outbound & Workflow Automation Stack
We deployed a fully automated outbound system that combined:
✅ Voice AI Agent — Calls new leads instantly (within seconds of form submission) and again 6 hours later if no response
✅ Lead Qualification — On-call logic tags each lead as Hot, Warm, or Cold based on property readiness and timeline
✅ Workflow Automation — Auto-sends emails, books meetings, adds Cold leads to a newsletter, and syncs everything to the CRM with tags
🔄 Outcome Flow (See diagram):
- Facebook form submitted
- AI calls the lead instantly
- If unanswered, second attempt is made
- AI qualifies live leads and routes them:
- Hot = meeting booked + realtor notified
- Warm = full details emailed
- Cold = added to newsletter
- CRM auto-updated with all tags and notes
Key Results (30 Days)
✅ Instant Call Pickup Rate: 97% on first attempt
✅ Overall Lead Contact Rate: 72% (vs. <20% before)
✅ Appointments Booked: 23 meetings from 108 leads
✅ Manual Work Saved: 4–5 hours/week saved via automation
✅ Cost per Appointment: Dropped from $69 → $26
✅ CRM Tags & Segments: 100% of leads now tagged and follow-up ready
Conclusion
By combining AI-powered outbound calls with backend workflow automation, this realtor transformed her Facebook leads from missed opportunities into booked showings — without lifting a finger after the lead came in.
The true win? Time saved, consistent follow-up, and a system that now works 24/7 — even when she’s out closing deals.
