Helping Real Estate Teams Connect with Every Lead in Under 45 Seconds
About the Project
Real estate companies spend thousands of dollars running ads on Facebook, Google, and property portals like 99acres and MagicBricks. But once a buyer submits an inquiry, the contact details often sit in an unread spreadsheet for hours. By the time an agent calls, the buyer has already moved on or booked a visit with a competitor.
Truvixoo built PropelCRM to solve this exact problem. The platform automatically takes leads from all marketing channels and connects an on-duty broker to the buyer via an automated phone call in under 45 seconds. It also sends digital brochures directly to the buyer's WhatsApp with floor plans and a link to schedule a site tour.
The result is a clean, simple dashboard where brokers can manage their calls, follow-ups, and property visits without messy Excel sheets, and managers can see exactly which marketing campaigns produce real buyers.
The goal: Make real estate sales faster, eliminate lost ad leads, and help agents turn online inquiries into in-person site visits with zero friction.
Our Process
- + Interviewed 16 top brokers and coordinators
- + Mapped why leads took 3+ hours to be contacted
- + Sub-200ms webhook intake from Facebook & portals
- + Fair round-robin broker distribution rules
- + Fast-action dashboard for daily follow-ups
- + 1-click call and WhatsApp outreach drawers
- + Warm terracotta and soft parchment palette
- + High-contrast status tags and large call buttons
- + Visual Kanban deal pipeline by sales stage
- + Call history logs and audio recording playback
- + Next.js web app with PostgreSQL database
- + Twilio cloud telephony and WhatsApp Cloud API
- + Rolled out to 850+ agents across 14 projects
- + Real-time monitoring of response speed and tours
The Challenges & Solution
The Challenges
- +Slow Response Times — leads sat in spreadsheet downloads for 3 to 4 hours before anyone called them.
- +Lost Leads & Disorganized Data — inquiries from Facebook, Google, and portals were scattered in different places with no single view.
- +Broker Cherry-Picking — agents only called high-budget leads, leaving smaller apartments and townhomes untouched.
- +No Follow-Up Reminders — brokers forgot scheduled calls and site visits after busy days on the road.
- +Zero Call Accountability — managers had no way to know if agents actually called leads or what was discussed.
The Solution
- +Sub-45-Second Automated Calling — cloud telephony automatically rings the broker and connects them to the buyer while interest is fresh.
- +All Leads in One Place — webhooks automatically collect leads from Meta Ads, Google, housing portals, and landing pages in real time.
- +Fair Round-Robin Assignment — leads are automatically given to available agents based on project location and language.
- +Instant WhatsApp Brochures — verified WhatsApp messages deliver digital brochures, floorplans, and location pins within seconds.
- +Visual Kanban Pipeline — an easy drag-and-drop board lets brokers and managers track every deal from new inquiry to completed sale.
Information Architecture & User Flow
Lead Intake to Site Visit Booking User Flow
- • Real-Time Meta & Google Ads Webhooks
- • 99acres & MagicBricks Portal Sync
- • Instant Phone & Email Deduplication
- • Virtual Number Masking Gateway
- • Sub-45-Second Automated Call Connect
- • Broker Intent Whisper Before Connect
- • Encrypted Call Recording Audit Trail
- • 15-Minute Unanswered SLA Reroute
- • Drag-and-Drop Staged Deal Board
- • 1-Click WhatsApp Digital Brochure
- • Interactive Site Visit Calendar
- • Automated Follow-Up Reminder Alerts
- • Broker Response Speed Leaderboard
- • Cost-Per-Site-Visit Ad Attribution
- • Stage-by-Stage Deal Velocity Reports
- • Manager Call QA & Conversion Analytics
Low-Fidelity Wireframes
Before designing visual screens, we mapped the core broker workflows using simple grayscale wireframes. We focused on the speed of actions: how quickly an agent can review an incoming inquiry, initiate a call, log notes, and schedule a property tour without getting bogged down by complicated form fields.
Design System
Color Palette
Typography
| Token | Weight | Size | Line Height |
|---|---|---|---|
| Heading 1 (Display) | Bold / 800 | 44px / 2.75rem | 1.15 |
| Heading 2 (Section) | Bold / 700 | 28px / 1.75rem | 1.25 |
| Body Regular | Regular / 400 | 15px / 0.95rem | 1.6 |
| Captions & Meta | Semibold / 600 | 11px / 0.7rem | 1.4 |
| Mono Numerals | Medium / 500 | 13px / 0.8rem | 1.2 |
Interactive UI Elements & Broker Action Buttons
High-Fidelity UI Showcase
We transformed the early grayscale wireframes into an intuitive, high-speed interface tailored for on-ground brokers. With terracotta urgency tags, soft parchment surfaces, and one-click dialing buttons, agents can claim leads in seconds and follow up with zero lost opportunities.
| Buyer Name | Property Interest | Marketing Source | Budget Tier | Call & Tour Status | Quick Action |
|---|---|---|---|---|---|
| AArjun Verma | Penthouse 14B · Marina Residences | Facebook Ad · Luxury Campaign | $1.85M · 4 BHK | Call Connected (42s) | |
| PPooja Malhotra | Unit 802 · Palm View Tower | Google Search · '3BHK Sea View' | $920K · 3 BHK | Site Visit Confirmed | |
| KKunal Shah | Villa 22 · Green Meadows | 99acres Verified Inquiry | $1.40M · 5 BHK Villa | WhatsApp Brochure Read | |
| NNeha Chhabra | Studio 304 · Downtown Heights | Instagram Story Ad | $420K · 1 BHK | Follow-Up in 2 Hours |
“Truvixoo completely transformed our sales process. Instead of downloading spreadsheets every morning and finding out competitors had already called our leads, our brokers now connect with buyers in under a minute. Our confirmed property tours jumped by 38% in the first three months.”
Key Business Impact
PropTech Platform FAQs
Frequently Asked Questions: PropelCRM
Common questions about real estate lead decay, sub-minute cloud telephony, and automated site visit scheduling.
Yes. PropelCRM integrates via native webhooks and APIs with Meta Lead Ads, Google Search Ads, 99acres, MagicBricks, Housing.com, and custom website forms.
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