Leads from Facebook ads, campaign lists and the website now land in one place, get shared fairly across a 13-person sales team and reach the right agent automatically.
The developer sells land and homes across several estates and runs paid campaigns on Facebook alongside a website enquiry form. Each campaign collected leads into its own sheet, and the website had another.
Someone had to copy leads across by hand, check whether the same person had already enquired, decide which of three managers and ten agents should call, and tell them. Leads waited for hours, the same buyer was sometimes called by two people, and others were never called at all.
In real estate the first agent to call usually wins the conversation, so every hour of delay and every missed lead was lost revenue.
We built an automated lead engine in n8n that collects leads from every source into one master sheet, removes duplicates, shares them in strict rotation across the sales team and alerts each agent with everything needed to call immediately.
We traced every place a lead could arrive, how the team was structured into managers and agents, and where leads were being delayed, duplicated or dropped.
We defined a master sheet with a single set of columns, including who a lead is assigned to and whether they were notified, so every source maps into the same shape.
Every 30 minutes the engine reads each campaign sheet and the website responses, copies new rows into the master sheet and marks them as imported. Phone numbers are normalised so 0803 and 234803 count as the same person.
Each new lead takes the next position in a 13-slot rotation across three managers and ten agents. The position is worked out from how many leads are already assigned, so the rotation stays fair even if the engine is stopped and restarted.
The lead is added to the agent’s own tab and emailed to them with every detail, a click-to-call number, a one-tap WhatsApp link and a link to their tab. The email is logged, so nobody is ever notified twice.
Before assignment, every lead is checked against phone numbers already assigned. A buyer who enquires through two campaigns is only called once.
Assignments follow arrival order and are calculated from the sheet itself, so a pause, error or rerun never skips anyone or doubles up.
For smaller teams the same engine supports weighted rules, for example five of every eleven leads to a manager and two to each team lead.
Each alert carries the lead’s name, numbers, email, property interest, preferred unit, inspection interest, city and time of enquiry, with call and WhatsApp links built in.
Collection and distribution are separate workflows, so a new campaign is a small configuration change and never touches the assignment logic.
Alongside the scheduled check, a webhook lets forms push leads in the moment they are submitted.
Every lead now lands in one place, is checked for duplicates and reaches an agent automatically, whether it came from an ad, a campaign list or the website. Each agent works from their own tab, and management is copied on every assignment.
Nobody on the team copies leads between sheets any more, and adding a new campaign is a configuration change rather than a new process.
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