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Real Estate · Zapier, Zapier Tables, Google Sheets, Outlook, Zapier AI

Lead Routing & Reporting

0 lost leads — Routed, logged, or loudly flagged

A property-sales business in Australia sells apartments across many developments, each with its own addresses and assigned salespeople, and buyer inquiries arrive by email in every format. An earlier automation routed leads but ran on too many billed steps, had fragile spreadsheet reports, and — worst — a lead that failed to match could disappear silently. We rebuilt it on Zapier + Zapier Tables + Zapier AI + Outlook + Google Sheets: AI reads each email and extracts project/address and buyer contact, matches it loosely-but-correctly against the master project list (tolerating unit numbers in front of street addresses), and forwards new leads to the right salesperson. Every lead lands in exactly one structured record — routed, duplicate, or exception. The safety net is the humblest signal available: successfully routed leads are marked read; any lead the system can't place stays unread and is summarized in a daily exception report, so a problem lead is impossible to miss. Daily and weekly reports were rebuilt on the records and verified against a hand count (82 = 82). Cost dropped ~25% per lead (twelve billed steps to nine) — reported honestly, not the 75% first hoped. Runs in the client's own accounts.

Built with: Zapier, Zapier Tables, Google Sheets, Outlook, Zapier AI