Portal and website inquiries get a personal reply with listing details and viewing slots in minutes, and every lead lands in one Sheet.
Buyers send the same inquiry to four or five agents and usually go with whoever answers first. Agents are at showings most of the day, so inquiries from listing portals and the website sit for hours. Leads also end up scattered across inboxes with no record of who asked about which property.
Create a Google Sheet with a Listings tab (listing_id, address, price, beds, baths, key_features, viewing_slots) and a Leads tab. Keep viewing slots as plain text like "Sat 10:00, Sat 11:30" so you can update them from your phone.
In Zapier, use the Gmail "New Email Matching Search" trigger with a query covering your portal notification addresses and website form subject line. Have the Zap apply a Gmail label such as "Lead" so you can audit what it picked up.
Add a ChatGPT "Extract Structured Data" step to pull name, email, phone, the property address or listing ID, and the question asked. Then use Google Sheets "Lookup Spreadsheet Row" to find the matching listing.
Add a ChatGPT "Conversation" step with the reply prompt below, passing in the listing row and the buyer’s message. Set max tokens to about 300 so replies stay short enough to read on a phone.
For the first two weeks, use Gmail "Create Draft" and approve each reply yourself; switch to "Send Email" once the drafts need no edits. Finish with "Create Spreadsheet Row" on the Leads tab with the timestamp, listing and buyer details.
You are replying on behalf of {{agent_name}}, a real estate agent at {{brokerage}}.
Buyer message: {{buyer_message}}
Listing details: {{listing_row}}
Write a reply email that:
- Thanks them by first name and answers their exact question using only the listing details.
- If the answer is not in the details, says {{agent_name}} will confirm today instead of guessing.
- Offers the next two viewing slots from the listing and asks which works.
- Asks one qualifying question: are they pre-approved or buying with cash?
- Stays under 120 words, plain text, no exclamation marks.
Sign off as {{agent_name}} with {{agent_phone}}.Spot order-status questions in the support inbox, look up the order in Shopify and reply with live tracking and an honest ETA.
Score every demo request against your ICP, update HubSpot and ping the right rep in Slack within a minute of the form submit.
Export the Descript transcript, let ChatGPT pick the five strongest moments, and get 10 platform-ready posts in a review doc within minutes.