The Challenge
A rapidly expanding real estate agency found its growth hindered by one major obstacle: manual inefficiency.
The sales team was drowning in repetitive tasks, slowing their ability to respond to fresh leads. Their process involved:
Manually searching property listings stored in Airtable
Crafting personalized emails one by one using fragmented data
Switching across multiple tabs to locate brochures, features, and images
This fragmented workflow led to delayed replies, mental fatigue, and lost deals—all while lead volume was rising.
The Strategy
Oleo stepped in with a clear mission: eliminate friction in the lead response process and empower the sales team with speed, structure, and intelligent automation.
Primary Goals:
Consolidate all property data into one smart system
Provide instant, queryable access to property listings
Use GPT to auto-generate personalized emails
Format responses into clean, professional summaries
Package the entire experience inside a user-friendly chatbot
The Solution
We built a custom AI chatbot assistant, powered by GPT and fully integrated with Airtable and automated via Make.
Here’s how it worked:
Natural Language Input
Sales reps used a simple interface to ask for exactly what they needed:
“Show me 2-bed apartments in Estepona under €700K.”AI-Powered Property Matching
The system searched Airtable using a vector database, enabling accurate matches based on natural language—not just keywords.Summary Generation
GPT formatted the results into polished summaries, including:Location & price
Key amenities
Brochure links
Selling points tailored for clients
Automated Email Drafting
Drawing from past sales communication styles, GPT generated personalized emails featuring the most relevant listings per inquiry.End-to-End Automation
Behind the scenes, Make managed every step—webhook inputs, Airtable lookups, scraping via Apify, OpenAI completions, and final email delivery.
The Results
This AI-powered workflow allowed the sales team to go from spending 10–15 minutes per lead to under 2 minutes, without sacrificing quality.
Instead of sifting through data manually, reps simply asked the AI—and got everything they needed, fully formatted and client-ready.
Key Wins:
85% reduction in time spent handling new leads
38% increase in lead response rates
42% boost in lead-to-showing conversion
Consistent tone and professionalism across all communication
Ability to handle 3x more inquiries with the same team size
Final Thoughts
Oleo’s custom-built automation helped this real estate team scale their lead handling without increasing headcount—by transforming GPT into a real-time sales assistant.
If you’re ready to modernize your sales process and give your team superpowers, let Oleo show you what’s possible with AI-driven automation.
Contact us today to book a consultation.
