The situation
- The sales team received inquiries from WhatsApp, website forms, property portals and social media.
- Lead details were inconsistent, follow-ups depended on individual agents and after-hours inquiries were often delayed.
- Management had limited visibility into which leads were new, qualified, contacted or waiting for a callback.
Kairox solution
Kairox designed the automation around one clear principle: the AI employee should handle routine intake and organization, while the human team keeps control of judgment, relationship-building and sensitive decisions.
- Built an AI Sales Assistant to greet prospects, collect budget, location preference, property type, timeline and financing status.
- Created a structured lead record and routed hot inquiries to the right team member.
- Added automated follow-up reminders for leads that had not been contacted within the agreed response window.
- Prepared a daily management summary showing new leads, qualified leads and pending follow-ups.
Workflow overview
Inquiry arrivesAI qualifies leadCRM/sheet updatedAgent alertedFollow-up tracked
Outcome areas
Faster first responseNew inquiries received an immediate acknowledgement and structured intake.
Cleaner lead recordsEach opportunity included the details agents needed before making a call.
Better follow-up disciplineThe team could see which leads needed action instead of relying on memory.
More after-hours captureEvening and weekend inquiries were recorded for next-day action.
“The biggest improvement was structure. We could finally see which leads needed attention and which ones were ready for a call.”
What made the workflow effective
The workflow was practical because it focused on a repeated operational bottleneck. The AI did not try to replace human judgment. It collected information, reduced delay, organized records and made handover easier.
KPIs to measure
- Median response time
- Qualified lead rate
- Follow-up completion
- After-hours leads captured