Real Estate Agent Workflow: Managing Buyer and Seller Leads

This guide walks you through the complete real estate agent workflow in Propel, from when a buyer or seller first contacts you through qualification, showing scheduling (for buyers), listing presentations (for sellers), offer management, and finally closing coordination. Understanding this workflow helps you maximize automation and ensure nothing falls through the cracks.

Overview of the Real Estate Agent Workflow

Real estate agents manage two distinct workflows:

1. Buyer Leads - Prospects looking to purchase properties
2. Seller Leads - Property owners looking to list their properties

Each workflow has different stages and processes:

Buyer Workflow Stages

1. Inquiry - Buyer contacts you about a property
2. Qualification - Propel asks about budget, pre-approval, timeline, and preferences
3. Showing Scheduling - Buyer schedules and attends property showings
4. Offer Management - Buyer makes offers on properties
5. Closing - Offer accepted, contract signed, closing coordinated

Seller Workflow Stages

1. Inquiry - Seller contacts you about listing services
2. Qualification - Propel asks about property details, timeline, and motivation
3. Listing Presentation - Schedule and conduct listing presentation
4. Listing Management - Property listed, marketed, and shown to buyers
5. Offer Management - Review and negotiate offers from buyers
6. Closing - Offer accepted, contract signed, closing coordinated

Propel automates much of both workflows, handling initial responses, qualification questions, showing scheduling, and follow-ups automatically. You step in when needed for approvals, listing presentations, offer negotiations, and closing coordination.

Buyer Lead Workflow

The buyer workflow begins when a prospect inquires about a property for sale.

How Buyer Inquiries Arrive

Buyer inquiries can come from multiple sources:

• Real estate portals - Zillow, Realtor.com, Trulia, Homes.com, and other listing sites
• MLS systems - Leads from Multiple Listing Service inquiries
• Your website - Contact forms or email inquiries
• Direct email - Buyers emailing you directly
• Referrals - Client referrals or partner referrals

What Propel Does Automatically for Buyers

When a buyer inquiry arrives, Propel:

1. Receives the email - Monitors your connected mailbox
2. Creates contact - Extracts buyer information and creates a contact record
3. Creates engagement - Starts tracking the conversation
4. Identifies buyer intent - Recognizes this is a buyer inquiry (not seller)
5. Analyzes the inquiry - Understands what property they're asking about
6. Responds immediately - Sends a personalized response within seconds

Initial Buyer Response

Propel's initial response to buyers typically:

• Acknowledges the inquiry - Thanks the buyer for contacting you
• Answers questions - Provides information about the property they asked about
• Suggests alternatives - If the specific property isn't available, suggests similar options
• Asks qualifying questions - Begins gathering information about their needs (budget, pre-approval, timeline)
• Offers next steps - Invites them to schedule a showing or ask more questions

Example Buyer Response:

"Hi Michael! Thanks for your interest in the 3-bedroom home at 456 Oak Avenue. The property is listed at $425,000 and features a large backyard and updated kitchen. Are you pre-approved for a mortgage? I'd be happy to schedule a showing if you're interested!"

Buyer Qualification

After the initial response, Propel continues the conversation to qualify the buyer and understand their needs.

Qualifying Questions for Buyers

Propel asks questions to understand:

• Budget - What's their price range? Are they pre-approved?
• Pre-approval status - Do they have mortgage pre-approval? What's their approval amount?
• Timeline - When do they need to move? Are they in a hurry?
• Location preferences - What neighborhoods or areas are they interested in?
• Property preferences - Bedrooms, bathrooms, lot size, features, amenities
• Motivation - How serious are they? Are they actively looking or just browsing?

How Propel Qualifies Buyers

Propel's qualification process for buyers:

1. Asks questions naturally - Incorporates questions into the conversation
2. Listens to responses - Understands what buyers say
3. Updates preferences - Records their requirements in engagement notes
4. Matches properties - Suggests properties that meet their criteria
5. Tracks qualification status - Notes whether they're qualified buyers

Buyer Qualification Criteria

You can configure qualification criteria in:

• Automation rules - Define what makes a qualified buyer
• Engagement notes - Propel records qualification information
• Custom fields - Track additional qualification data

Qualified Buyer Indicators:

• Pre-approved for mortgage
• Budget matches property prices
• Specific timeline (not just "looking around")
• Clear property preferences
• Active in the market

Buyer Showing Scheduling

Once a buyer is qualified and interested, Propel helps them schedule property showings.

How Showing Scheduling Works

Propel's showing scheduling process:

1. Buyer requests showing - Asks to see a property
2. Propel checks availability - Looks at your connected calendar
3. Suggests time slots - Offers available times for showings
4. Buyer selects time - Chooses a convenient time slot
5. Showing confirmed - Showing is scheduled and confirmed
6. Reminders sent - Propel sends confirmation and reminder emails

Calendar Integration

Showing scheduling requires:

• Calendar connected - Google Calendar or Outlook Calendar integrated
• Availability set - Your calendar shows when you're available
• Time slots configured - Propel knows your preferred showing times

For setup instructions, see Calendar Integration.

Coordinating with Sellers

When scheduling showings, Propel considers:

• Seller availability - Some sellers require notice or prefer specific times
• Property access - Whether the property is vacant or occupied
• Lockbox access - If you use lockboxes, Propel can coordinate access
• Showing instructions - Any special instructions from the seller

Showing Confirmation

When a showing is booked:

• Calendar event created - Showing appears on your calendar
• Confirmation sent - Buyer receives showing confirmation
• Details provided - Property address, time, showing instructions included
• Reminders scheduled - Propel sends reminders before the showing

After Buyer Showings

Propel automatically follows up after showings:

• Follows up - Asks how the showing went
• Gathers feedback - Understands if they're interested
• Offers next steps - Invites them to make an offer if interested
• Handles objections - Addresses concerns or questions
• Suggests alternatives - If they didn't like the property, suggests others

Buyer Offer Management

When buyers are ready to make offers, Propel helps coordinate:

• Offer preparation - Propel can provide information about making offers
• Offer tracking - Tracks when offers are submitted
• Follow-up - Follows up on offer status
• Negotiation support - Helps coordinate counter-offers and negotiations

Note: Actual offer preparation and negotiation typically happens outside Propel, but Propel can help coordinate communication and track the process.

Buyer Closing Coordination

Once an offer is accepted:

• Contract signed - Buyer and seller sign purchase agreement
• Closing scheduled - Closing date and time coordinated
• Follow-up - Propel helps coordinate closing details and follow-up

Seller Lead Workflow

The seller workflow begins when a property owner inquires about listing services.

How Seller Inquiries Arrive

Seller inquiries can come from multiple sources:

• Real estate portals - Sellers find you through Zillow, Realtor.com, or other sites
• Your website - Contact forms or email inquiries
• Direct email - Sellers emailing you directly
• Referrals - Client referrals or partner referrals
• Social media - Leads from social media marketing

What Propel Does Automatically for Sellers

When a seller inquiry arrives, Propel:

1. Receives the email - Monitors your connected mailbox
2. Creates contact - Extracts seller information and creates a contact record
3. Creates engagement - Starts tracking the conversation
4. Identifies seller intent - Recognizes this is a seller inquiry (not buyer)
5. Analyzes the inquiry - Understands what they're asking about
6. Responds immediately - Sends a personalized response within seconds

Initial Seller Response

Propel's initial response to sellers typically:

• Acknowledges the inquiry - Thanks the seller for contacting you
• Answers questions - Provides information about listing services
• Asks qualifying questions - Begins gathering information about their property and timeline
• Offers next steps - Invites them to schedule a listing presentation

Example Seller Response:

"Hi Sarah! Thanks for reaching out about listing your property. I'd love to help you sell your home. To provide you with the best service, could you tell me a bit about your property? What's the address, and when are you looking to list? I'd be happy to schedule a listing presentation to discuss your options!"

Seller Qualification

After the initial response, Propel continues the conversation to qualify the seller and understand their needs.

Qualifying Questions for Sellers

Propel asks questions to understand:

• Property details - Address, property type, size, condition
• Timeline - When do they want to list? When do they need to sell?
• Motivation - Why are they selling? How motivated are they?
• Price expectations - What price are they hoping for?
• Property condition - What's the condition of the property?
• Previous listing history - Have they tried to sell before?

How Propel Qualifies Sellers

Propel's qualification process for sellers:

1. Asks questions naturally - Incorporates questions into the conversation
2. Listens to responses - Understands what sellers say
3. Updates property information - Records property details in engagement notes
4. Tracks motivation - Notes how motivated they are to sell
5. Tracks qualification status - Notes whether they're qualified sellers

Seller Qualification Criteria

Qualified Seller Indicators:

• Specific timeline for listing
• Realistic price expectations
• Property details provided
• Motivated to sell (not just exploring)
• Ready to move forward

Listing Presentation Scheduling

Once a seller is qualified and interested, Propel helps schedule a listing presentation.

How Listing Presentation Scheduling Works

Propel's listing presentation scheduling process:

1. Seller requests presentation - Asks to meet or discuss listing
2. Propel checks availability - Looks at your connected calendar
3. Suggests time slots - Offers available times for presentations
4. Seller selects time - Chooses a convenient time slot
5. Presentation confirmed - Meeting is scheduled and confirmed
6. Reminders sent - Propel sends confirmation and reminder emails

Listing Presentation Preparation

Before the presentation, Propel can help:

• Gather property information - Collect details about the property
• Prepare market analysis - Propel can provide market data (if available)
• Coordinate materials - Help prepare presentation materials

Note: Actual listing presentations and market analysis typically happen outside Propel, but Propel can help coordinate scheduling and communication.

Listing Management

Once a property is listed, Propel helps manage the listing:

• Listing details - Track listing information in Propel
• Buyer inquiries - Handle inquiries from buyers about the listing
• Showing coordination - Coordinate showings with buyers and their agents
• Price updates - Track price changes and updates
• Status updates - Monitor listing status (active, pending, sold)

For detailed information, see Managing Real Estate Listings (For Sale).

Seller Offer Management

When offers come in on listed properties, Propel helps coordinate:

• Offer notifications - Notifies you of new offers
• Offer tracking - Tracks offer status and negotiations
• Seller communication - Helps communicate with sellers about offers
• Follow-up - Follows up on offer status

Note: Actual offer review and negotiation typically happens outside Propel, but Propel can help coordinate communication and track the process.

Seller Closing Coordination

Once an offer is accepted:

• Contract signed - Buyer and seller sign purchase agreement
• Closing scheduled - Closing date and time coordinated
• Follow-up - Propel helps coordinate closing details and follow-up

Distinguishing Buyer vs Seller Leads

Propel automatically distinguishes between buyer and seller leads based on:

Keyword Analysis

Propel analyzes inquiry content for keywords:

Buyer Keywords:

• "buy", "purchase", "interested in", "viewing", "showing"
• Property addresses or listing references
• Questions about property details, pricing, availability

Seller Keywords:

• "sell", "list", "listing", "valuation", "market analysis"
• Questions about listing services, fees, process
• References to "my property" or ownership

Property Type Context

Propel considers the property type:

• For sale listings - Inquiries about properties for sale are typically buyer leads
• Listing service inquiries - Questions about listing services are seller leads
• Property ownership - References to "my property" indicate seller leads

Inquiry Context

Propel analyzes the inquiry context:

• Asking about viewing - Buyer lead
• Asking about listing - Seller lead
• Property details questions - Usually buyer lead
• Listing service questions - Usually seller lead

Configuration Options

You can configure Propel to handle buyer and seller leads differently:

• Separate mailboxes - Create separate mailboxes for buyer leads and seller inquiries
• Different response rules - Set up different rules for buyer vs seller leads
• Routing rules - Route buyer leads to buyer agents, seller leads to listing specialists

For more information, see Response Rules Configuration.

Automation Throughout the Workflow

Propel automates many steps in both buyer and seller workflows:

Automatic Responses

• Initial inquiries - Responds immediately to all buyer and seller inquiries
• Follow-up questions - Answers questions throughout the process
• Showing confirmations - Sends booking confirmations and reminders for buyer showings
• Listing presentation confirmations - Sends confirmations for seller meetings

Automatic Qualification

• Asks questions - Gathers qualification information naturally for both buyers and sellers
• Tracks preferences - Records buyer requirements and seller property details
• Matches properties - Suggests properties to buyers based on criteria
• Updates notes - Documents qualification status for both workflows

Automatic Booking

• Schedules showings - Books buyer showings based on calendar availability
• Schedules presentations - Books listing presentations for sellers
• Sends confirmations - Confirms appointments automatically
• Sends reminders - Reminds about upcoming appointments

Automatic Follow-Up

• Follows up after showings - Checks in after buyer property viewings
• Follows up after presentations - Follows up with sellers after listing presentations
• Stays in touch - Maintains communication throughout the process
• Prevents drop-offs - Ensures nothing falls through the cracks

Best Practices

Set Up Properly

• Connect calendar - Enable automatic showing and presentation scheduling
• Add listings - Ensure all properties for sale are in Propel with accurate information
• Configure rules - Set up automation rules for buyer and seller workflows
• Enable approvals - Start with approvals enabled to review responses
• Separate mailboxes - Consider separate mailboxes for buyer leads and seller inquiries

Monitor Regularly

• Check Dashboard - Review metrics and recent activity daily
• Review engagements - Monitor conversations in the Engagements page
• Approve responses - Review and approve AI responses (especially initially)
• Track pipeline - Watch buyers and sellers move through pipeline stages

Optimize Over Time

• Refine rules - Adjust automation rules based on what you learn
• Update listings - Keep property information current and accurate
• Improve responses - Customize response templates based on what works
• Track performance - Monitor conversion rates and optimize workflow

Handle Exceptions

• Special cases - Step in for unique situations or high-value clients
• Complex negotiations - Take over for offer negotiations and contract discussions
• Listing presentations - Conduct listing presentations personally
• Closing coordination - Handle closing coordination personally

Related Articles

• Managing Real Estate Listings (For Sale) - Learn how to manage your properties for sale
• Scheduling Showings for Buyers - Detailed guide to buyer showing scheduling
• Qualifying Buyer Leads - Detailed guide to buyer qualification criteria and processes
• Booking Tours and Viewings - Understand how automatic showing scheduling works
• Managing Follow-ups - Learn about Propel's automatic follow-up system
• Understanding Engagements - Understand how engagements track conversations
• Real Estate Lead Sources: MLS, Zillow, Realtor.com, and More - Learn how Propel handles real estate portal leads