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Real Estate

Property Inquiry Router

Property enquiries are won on speed and on knowing which listing the person is asking about. This workflow captures the enquiry, looks up the listing, texts and emails the enquirer immediately, assigns the right agent and books the viewing follow-up.

6 stepsRequires Zapier Professional20–25 minMedium
Google SheetsTwilioGmailSlackTodoistWebhooks by Zapier

What you get

Enquirers get a reply with listing details in under a minute.
Each enquiry is assigned to a named agent, not to the inbox.
Viewings are followed up on a fixed schedule.

Workflow blueprint

WE
When this happens
Webhooks by ZapierCatch Hook
1GS
Google SheetsLookup Spreadsheet Row
2TW
TwilioSend SMS
3GM
GmailSend Email
4SL
SlackSend Direct Message
5TO
TodoistCreate Task

The full blueprint — every field mapping, example value and the written copy for each message — is included with purchase.

Getting it into Zapier

Build this one from the recipe. The blueprint gives you the exact trigger, action events and field mapping for all 6 steps, so it is a copy-and-paste job rather than a design job.

You need your own Zapier account. Zapier’s Free plan runs single-step Zaps only; multi-step Zaps need a paid plan, and Paths and Webhooks need Professional. How this works →

Not on Zapier?

n8n — import and go

An n8n workflow JSON ships with this template. Import it and all 6 steps arrive on the canvas wired in order, and 5 of the 6 nodes arrive with their fields already filled in — the subject lines, the message copy, the delays, the column names. Every step maps to a native n8n node.

What an import cannot carry is your credentials, and the IDs that only exist inside your own account — which spreadsheet, which channel, which board. Those stay in a sticky note under the node, listing what is already done so you do not retype it, and what is left so you can see it.

Make — build guide

A Make-specific guide ships with this template: every module in order, every field value, and the concept translations that catch people out — filters live on the links between modules, and the schedule lives on the scenario rather than in a trigger module.

Self-hosted n8n has no per-task fee, which is worth knowing if this workflow runs at volume. Platform coverage →

Setup steps

1
Catch the enquiry from your listing site

Configure this step using the field mapping in the blueprint.

2
Look up the listing details

Configure this step using the field mapping in the blueprint.

3
Text and email the enquirer

Configure this step using the field mapping in the blueprint.

4
Assign the responsible agent

Configure this step using the field mapping in the blueprint.

5
Create the viewing follow-up task

Configure this step using the field mapping in the blueprint.

Implementation notes

  • The Listings sheet is the key piece: one row per property with agent, price, size, viewing slots and URL.
  • Any CRM with a lookup action can replace the sheet as you grow — HubSpot, Pipedrive or Airtable.
  • Add a Filter to route out-of-area enquiries to a different agent rather than dropping them.