Your agents are out showing homes.
Your leads are going cold.
We build AI systems that follow up with every lead in under 60 seconds — automatically. No extra staff. No missed opportunities. No new software to learn. Just more appointments on your calendar.
Free 30-minute call. No pitch. We map your lead gaps and show you exactly what to fix — whether you work with us or not.
New lead received from Zillow9:47 PM Sunday
AI responds with personalised message9:47:43 PM ✓
Lead qualifies and books call9:52 PM ✓
Agent notified in Follow Up Boss9:52 PM ✓
While your competitor's agent was asleep.
We integrate with the tools your brokerage already uses
Follow Up Boss · KVCore · Zillow · DocuSign · Dotloop · ShowingTime · Twilio · Gmail
The Problem
The hidden cost of manual lead follow-up
Most brokerages don't realise how much revenue they're leaking every single month. It doesn't show up as a line item. It just shows up as deals that never happened.
S
Speed kills deals
The average real estate lead expects a response in under 5 minutes. The average brokerage responds in 47 hours. By then, your lead has already toured a home with a competitor's agent. Speed is no longer a nice-to-have. It's the difference between a closed deal and a lost one.
V
Volume crushes your team
Your agents are juggling showings, negotiations, paperwork, and client calls. Asking them to manually follow up with every new lead — every single day, including weekends — isn't realistic. So leads slip. Some get a call on Tuesday. Some never hear from you at all. Revenue walks out the door quietly, every week.
T
The fix costs more than the problem
Hiring a full-time ops coordinator to handle follow-up, onboarding, and reporting costs $4,000–$6,000 per month. Training takes 3 months. And they still only work 8 hours a day, 5 days a week. Your leads don't care what time it is. They expect a response right now.
This isn't a people problem. It's a systems problem. And systems can be fixed in weeks, not months.
What We Build
Nine automations built specifically for how real estate brokerages operate
Each one targets a specific operational bottleneck. Most brokerages start with one and add more as they see results.
Lead Generation
Lead Follow-Up Automation
The moment a lead comes in from Zillow, Facebook, or your website — the clock starts. Every minute without a response drops your chance of converting that lead by 10%. Most brokerages are responding hours later, if at all.
The moment a lead comes in from any source — Zillow, Realtor.com, your website contact form, Facebook Lead Ads — an AI responds instantly on your behalf. It introduces your brokerage, asks a qualifying question, answers basic queries, and books a call directly into the right agent's calendar. All within 60 seconds. Even at 2am on a Sunday in December.
The AI speaks in your voice, uses your brokerage name, and routes leads to the right agent based on location, price range, or lead type. Every conversation is logged in your CRM automatically.
—Manually checking five different lead sources each morning
—Chasing leads who've gone cold because nobody followed up
—Losing deals to competitors who responded faster
47 seconds
Average response time after automation
Ready in 1 week
Lead Generation
Open House Lead Capture & Follow-Up
40 people sign in at your open house. You collect names and emails. By Thursday your agent has followed up with maybe 10 of them. The other 30 have already moved on — or booked with someone who reached out faster.
A digital sign-in form at your open house feeds directly into your CRM the moment someone submits it. Within 10 minutes of signing in, they receive a personalised follow-up message from your brokerage — thanking them for attending, sharing the listing details, and asking one qualifying question (Are you looking to buy in the next 90 days?).
Based on their answer, they enter the right automation sequence. Hot leads get flagged for an agent call that same day. Warm leads enter a nurture sequence. Everyone gets followed up with — not just the ones your agent remembers.
—Paper sign-in sheets and manual data entry after every open house
—Inconsistent follow-up based on how much energy your agent has left Sunday evening
—Losing buyers who attended your open house to competitors who reached out first
10 minutes
Time from sign-in to personalised follow-up
Ready in 1 week
Lead Generation
Expired Listing & FSBO Outreach Automation
Expired listings and For Sale By Owner properties are the warmest prospecting opportunities in real estate. The homeowner already wants to sell — they just haven't found the right agent. But manually finding them, researching contact info, and reaching out consistently takes hours every morning. Most brokerages do it sporadically or not at all.
Every morning, a system automatically identifies new expired listings and FSBO properties in your target market. It enriches each record with contact information, adds them to a personalised outreach sequence, and sends the first message on behalf of your agents — at the right time, with the right message for their specific situation.
Homeowners who respond are routed directly to the assigned agent's inbox with full context. The ones who don't respond enter a follow-up sequence. Your agents wake up every morning with warm prospects already in motion.
—Spending the first hour of every day manually searching for expired listings
—Inconsistent outreach that depends on whether your agents feel like prospecting that day
—Losing hot listing opportunities to competitors who reach out faster and more consistently
Daily
Automated prospecting, every morning, without fail
Ready in 2–3 weeks
Client Management
Seller & Buyer Nurture Sequences
70% of real estate leads aren't ready to buy or sell today. They're 3, 6, or 12 months out. Most brokerages have no system to stay in touch with them consistently. When that lead is finally ready — they call whoever they remember. That's often whoever reached out most recently. Which is rarely you.
Long-term AI-driven nurture sequences that keep your brokerage top of mind with every lead in your database — for as long as it takes. Each contact receives relevant content based on where they are in their journey: market updates for sellers thinking about listing, mortgage rate alerts for buyers watching the market, neighbourhood reports for people exploring a specific area.
Sequences adapt automatically based on engagement. If someone opens every email you send, they move to a hot lead workflow and your agent gets notified to reach out personally. If someone goes quiet for 90 days, the system checks in automatically so no lead is ever truly cold.
—Losing 6-month leads because nobody remembered to follow up in month 5
—Sending the same generic mass email blast to your entire database
—Manually tracking which leads are warm versus cold versus ready
100%
Of your database contacted consistently — not just the ones you remember
Ready in 2 weeks
Client Management
Client Onboarding Automation
A new client signs and the real work begins. Welcome email, document collection, kickoff scheduling, CRM update — every step done manually, every step dependent on someone remembering to do it. Things get missed. Clients feel uncertain. First impressions are damaged before the relationship has even started.
The moment a client signs — whether through DocuSign, Dotloop, or any other platform — a full onboarding workflow triggers automatically. A personalised welcome email goes out within minutes. A document collection request is sent with a simple upload link. The kickoff call is scheduled based on your agent's real-time availability. Your CRM is updated with full client details. Every step happens in the right order, every single time, with no one doing it manually.
Your client's first experience of working with your brokerage is fast, professional, and organised — before your agent has even had their morning coffee.
—Manually sending welcome emails and chasing clients for documents
—New clients experiencing a disorganised onboarding that shakes their confidence
—Agents spending their first week on admin instead of building the relationship
0 manual steps
From client signature to fully onboarded
Ready in 1–2 weeks
Client Management
Review & Referral Generation
The best time to ask for a review or a referral is right after closing — when your client is happiest and most grateful. But post-closing, everyone at the brokerage is exhausted and onto the next deal. The ask never gets made. Your Google review count stays flat. Your referral pipeline stays dry.
An automated post-closing sequence that triggers 3 days after every closing. It starts with a personalised congratulations message using the client's name, property address, and closing date. Seven days later, it sends a gentle review request with a direct link to your Google Business Profile — one tap, no friction. Thirty days later, it asks whether they know anyone else thinking about buying or selling in the next 6 months.
Every message is personalised, every timing is optimised, and every closed deal automatically becomes an opportunity for your next one.
—Forgetting to ask for reviews because closing day is too hectic
—Leaving referral opportunities on the table with every satisfied client
—Watching competitors build Google review counts while yours stays the same
3x
More reviews and referrals from clients you already closed
Ready in 1 week
Agent Operations
Multi-Platform Listing Distribution
A new listing is ready. Now your agent spends 2–3 hours manually uploading photos and descriptions to Zillow, Realtor.com, MLS, your brokerage website, Facebook Marketplace, and Instagram — reformatting content for each platform, resizing photos, adjusting character limits. Every price change or status update means doing it all again.
One input — your agent fills in the listing details once — triggers automatic distribution to every platform your brokerage uses simultaneously. Photos are resized to each platform's exact specifications. Descriptions are reformatted for character limits. When a price drops or a status changes to pending or sold, every platform updates automatically within minutes.
Your agents list more properties in less time. Your listings are always accurate everywhere. And nobody is spending their Tuesday morning doing data entry.
—Manual multi-platform uploads for every new listing
—Outdated listings showing wrong prices or old statuses
—Agents spending mornings on admin instead of prospecting and showing
2–3 hours
Saved per listing, per agent
Ready in 1–2 weeks
Agent Operations
Transaction Coordination Automation
Every real estate transaction involves 30–50 individual steps — offer acceptance, inspection scheduling, appraisal coordination, title requests, contingency deadlines, loan approval follow-up, closing prep. Someone is manually tracking all of this in a spreadsheet or their head. Deadlines get missed. Deals fall through. And the broker is fielding calls from everyone asking for updates.
A full transaction coordination pipeline that activates the moment an offer is accepted. Every step in the transaction triggers the next automatically — inspection requests sent to the right parties, appraisal reminders scheduled at the right time, contingency deadlines tracked and flagged before they're missed, and status updates sent to all parties (buyer, seller, lender, title company) without a single manual email.
Your agents focus on the relationship. The system handles the coordination. Nothing falls through the cracks.
—Manually tracking 30–50 steps per transaction across multiple deals simultaneously
—Missing contingency deadlines that kill deals at the last minute
—Fielding daily update calls from buyers, sellers, and lenders
Zero
Missed deadlines when every step is automated
Ready in 2–3 weeks
Business Intelligence
Commission Calculation & Agent Reporting
At the end of every month, someone spends a full day manually calculating commission splits, building individual agent performance reports, and emailing everything out. Errors happen. Agents question the numbers. The broker spends the first week of every month resolving disputes instead of running the business.
A fully automated commission and reporting system that pulls transaction data directly from your CRM at the end of every month. Commission splits are calculated automatically based on your brokerage's structure. Each agent receives their individual performance report on the 1st of the month — closed deals, commission earned, pipeline status. The broker receives a full brokerage summary. Numbers are always accurate. Reports always arrive on time.
—Full-day manual calculation sessions at the end of every month
—Commission disputes caused by calculation errors or missed transactions
—Agents waiting until the 10th to find out what they earned
1 day
Saved every month on reporting, every month forever
Ready in 2–3 weeks
Business Intelligence
Automated Market Report Distribution
Your database of past clients and sphere of influence is your most valuable long-term asset. Staying top of mind requires consistent, valuable communication. You know you should be sending monthly market updates. But nobody has time to compile MLS data, write it up, and send it every month without fail.
A monthly market report automatically generated from your MLS data, personalised with each recipient's specific neighbourhood or zip code, formatted professionally with your brokerage branding, and sent to your entire database on the same day every month. Recipients feel like they received a personalised report written just for them — because the data is specific to where they live or where they're looking.
Your brokerage becomes the go-to local market expert in your clients' minds. When they're ready to move — or when a friend asks who they should call — you're the first name they think of.
—Inconsistent market communication that disappears for 3 months then reappears
—Generic mass emails that feel impersonal and get ignored
—Losing past clients to competitors who stayed in touch and you didn't
Monthly
Consistent expert communication with zero manual effort
Ready in 2–3 weeks
Start with the free audit. See the gaps. Decide from there.
Works With Your Stack
We work with the tools your brokerage already uses
No switching platforms. No learning new software. We connect and automate what you already have.
CRM & Lead Management
Follow Up Boss · KVCore · LionDesk · Wise Agent · Chime · Sierra Interactive · Lofty
Lead Sources
Zillow · Realtor.com · Homes.com · Opcity · Facebook Lead Ads · Your website contact form · Instagram DMs
Automated workflow triggers on signature, zero manual steps
Listing distribution
2–3 hours of manual uploads per listing
One input, all platforms updated simultaneously
Transaction tracking
Spreadsheet, chased manually, deadlines missed
Every step triggered, every party notified, nothing missed
Reviews & referrals
Asked occasionally, forgotten usually
Automated post-closing sequence, every single time
Monthly reporting
Full day of manual calculation, errors disputed
Generated automatically, delivered on the 1st, always accurate
Cost
$4,000–$6,000/month ops hire + errors + missed leads
$1,500–$3,500/month running 24/7 with no days off
Response time
Hours to days
Under 60 seconds
How It Works
From audit call to live automation in 3 weeks
You don't need to understand how it works. You just need to show up to one call.
Step 1 — Free Lead Audit (Week 0)
You spend 30 minutes with us on a call. We ask you about where your leads come from, how they're currently handled, which tools you use, and where things fall through the cracks. We map your entire lead flow from first contact to closed deal.
At the end of the call you receive a clear breakdown of your top 3 automation opportunities, ranked by revenue impact. You keep this whether you work with us or not.
30-minute call. Free.
Step 2 — Build (Weeks 1–2)
We build your first automation using the tools you already have. No new software purchases. No lengthy onboarding. We connect your existing systems, build the workflow, test it thoroughly, and show you exactly how it works before going live.
Most brokerages start with lead follow-up automation. It has the fastest ROI and the most immediate impact on revenue.
1–2 weeks from audit call to built and tested.
Step 3 — Go Live (Week 3)
You flip the switch. From that moment, every new lead gets an instant AI response — even if it's 2am on a Sunday. You watch it work in real time. We monitor the automation for the first 2 weeks, make any adjustments needed, and ensure every edge case is handled correctly.
Live in week 3. Revenue impact starts immediately.
Step 4 — Scale (Month 2+)
Once lead follow-up is running and you've seen the results, we identify the next highest-impact automation from our list. Most brokerages add 1–2 new automations every 4–6 weeks until their entire operation is running on autopilot.
One automation at a time. No overwhelm.
Start with the free audit. See the gaps. Decide from there.
Book your free lead audit
Tell us about your brokerage. We'll map your lead gaps and show you what to fix — no commitment.
Common Questions
What brokers ask us before getting started
No. Your agents are your business — their local knowledge, client relationships, and negotiation skills can't be automated and nobody would want to. What we automate is the repetitive, time-consuming admin work that's currently eating into the hours your agents should be spending with clients. The result: your agents have more time for the work that actually closes deals, and less time buried in follow-up and paperwork.
No. This is one of the most common concerns and the answer is straightforward — we build on top of whatever you're already using. We connect your existing tools and automate the workflows between them. You don't log into a new platform, you don't retrain your team, and you don't lose your existing data. Everything happens inside the tools your team already knows.
That's exactly why you're hiring us. You don't need to understand how any of this works under the hood. You need it to work, reliably, every day, without you thinking about it. We handle everything — design, build, testing, monitoring, and fixes. Your involvement is a 30-minute audit call to tell us about your business, and then watching the results come in.
Traditional automation tools — Zapier, basic RPA software — are brittle. They break when a button moves or a field name changes. Our automations are built with AI reasoning at the core, which means they understand context rather than just following rigid rules. When something changes on the platforms you use, the system adapts rather than crashing. We also provide ongoing monitoring so if anything does need attention, we catch it before it affects your business.
It depends on what you need, which is exactly why the audit call exists. Most brokerages start with a single automation at a fixed one-time build fee, then move to a monthly retainer as we add more automations. We'll give you a specific number on the call based on your actual situation — not a generic package with features you don't need. What we can say: almost every brokerage that starts with lead follow-up automation sees a positive ROI within the first 30 days.
Lead follow-up automation goes live in week 3 and produces results from day one — every new lead gets an instant response from that point forward. Most brokerages tell us they see the impact within the first week: more appointments being booked, fewer leads going cold, agents spending less time on manual follow-up. Measurable ROI typically shows up within 30 days for lead-generation automations.
That's exactly how we recommend starting. Pick the one automation with the biggest impact on your specific situation — usually lead follow-up — and start there. See the results. Then decide what to add next. There's no pressure to buy a full package, and there's no long-term contract that locks you in before you've seen what we can do.
Why Novara Labs
Built by someone who has done this hundreds of times
"I've spent 5 years building AI systems and automation pipelines for SaaS companies, fintech platforms, and e-commerce businesses. The operational problems real estate brokerages face — manual lead follow-up, fragmented tools, no consistent process — are identical to what I've solved dozens of times in other industries. The difference is that in real estate, nobody has built these systems for independent brokerages yet. That's exactly the gap Novara Labs fills."
— Nakshatra, Founder of Novara Labs
200+ automation pipelines deployed. Across industries including SaaS, fintech, e-commerce, and operations-heavy service businesses. The workflows we build for real estate — lead routing, CRM enrichment, document collection, multi-step follow-up sequences — are among the most impactful we've built in terms of direct, measurable revenue recovery.
Built on enterprise-grade automation infrastructure — n8n, Make, OpenAI, Anthropic, Twilio, and custom orchestration engines. The same stack used by operations teams at companies processing thousands of transactions monthly. Built for reliability, not just demos.
Every day without automation is another day of cold leads.
Right now, leads are coming in while your agents are busy. Some are getting followed up with. Most aren't. The brokerage down the street that already has this system running is booking those appointments instead.
The audit call is 30 minutes. It's free. You leave with a clear picture of exactly where you're losing leads and what it would cost to fix it — whether you work with us or not.
30-minute call · No pitch · No commitment required
We'll show you exactly what to fix — even if you do it yourself