Real estate leads answered in under a minute
Grupo Cimarra sells homes in two subdivisions in Querétaro and received hundreds of leads a month from Meta and real estate portals that took hours to get a response. With n8n we connected every source to WhatsApp, the CRM and the sales agents' calendars.
- Industry
- Real estate
- Location
- Querétaro, Querétaro
- Year
- 2025
- Timeline
- 7 weeks
- Services
- Automation, Digital marketing
For Grupo Cimarra Desarrollos in Querétaro, we used n8n to automate incoming leads from Meta Ads and real estate portals: every prospect gets a WhatsApp message in under a minute, enters the CRM at the right stage, receives appointment reminders and follow-up sequences, and management gets a weekly report. Booked appointments rose 58% and no-shows fell 31%.
Where they started
The developer has two subdivisions in El Marqués and Corregidora, with two- and three-bedroom homes for families buying with an Infonavit (Mexico's federal housing fund) or bank mortgage. Its sales team is seven agents split between the model homes and the office.
Leads came in from Meta Ads, two real estate portals and the website, each to a different inbox. Someone copied them into a spreadsheet and handed them out; on average 6 hours and 20 minutes went by before the first message, and by then the prospect had already talked to another developer. One in three appointments was a no-show.
What we built
We set up n8n on a dedicated server and connected all four sources. Every new lead is standardized (10-digit phone number, development of interest, financing type), checked for duplicates and assigned in rotation to the available agent. In under a minute the prospect receives a WhatsApp message with the brochure for the model they viewed and a link to book a visit.
Everything flows into a CRM pipeline with clear stages: new, contacted, appointment booked, visited, reserved and closed. The appointment triggers WhatsApp reminders 24 hours and 2 hours ahead, with the model home's location. If the prospect doesn't reply, they enter a 21-day follow-up sequence with different messages depending on their financing type.
Every Monday at 8:00 a.m. management receives a report with leads by source, response time by agent, and the week's appointments, visits and reservations. It's the kind of automation nobody sees but that changes the team's pace, and we paired it with adjustments to the Meta Ads campaigns based on which ads brought in appointments, not just form fills.
- Self-hosted n8n with backups
- Integration of Meta Lead Ads, 2 portals and the website
- Round-robin lead assignment
- Automatic WhatsApp message in under a minute
- 6-stage CRM pipeline
- Appointment reminders at 24 h and 2 h
- 21-day follow-up sequence by financing type
- Weekly report for management
How it came together
- 01
Discovery
Mapping lead sources, real response times and each agent's process.
Week 1 - 02
Integrations
n8n, connecting 4 sources, data cleanup and round-robin assignment.
Weeks 2–3 - 03
WhatsApp and CRM
Approved templates, first message, pipeline and reminders.
Weeks 4–5 - 04
Follow-up and reports
21-day sequences and the weekly management report.
Week 6 - 05
Go-live
Agent training and adjustments based on the first week's data.
Week 7
The numbers
First contact went from 6 hours and 20 minutes to 47 seconds on average. As a result, booked appointments rose from 64 to 101 a month, and no-shows fell from 29% to 20% thanks to reminders that include the location.
Management stopped asking for Excel reports: by Monday they already have the numbers and know which agent is slowest to follow up. In the first quarter, home reservations grew 34% on the same ad budget.
“We used to find out about a lead in the afternoon, and by then the buyer had already gone to see another house. Now the message reaches them before they put their phone down.”
Questions about this project
How can a real estate company respond to leads faster?
What is n8n and why use it instead of Zapier?
Do WhatsApp reminders really reduce no-shows?
Does your business need something similar?
Tell us where you are today and we'll tell you what we'd build, how long it would take and how we'd measure it.
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