Real Estate Operating System
An operating system for brokerages, developers, and portfolio operators.
Real estate operators run on speed and consistency — lead response in minutes, accurate listing data across every feed, transaction workflows that don't lose track of deadlines. The operations underneath the business are where deals get won or lost.
Active leads
1,247
+84 this week
Under contract
38
6 closing this week
Listings live
156
12 new this week
Pipeline value
$42.8M
+11.3%
| Ref | Client | Source | Interest | Stage | Last touch |
|---|---|---|---|---|---|
| RE-3492 | Sarah Chen | Zillow | 3BR Westdale ($800k–$1.1M) | Showing scheduled | 47s ago |
| RE-3487 | Marcus Whitfield | Realtor.ca | Investment property Hamilton | Contacted | 12m ago |
| RE-3471 | Priya Patel | Open house | Pre-construction condo Burlington | New | 1h ago |
| RE-3465 | David Okonkwo | Referral | 4BR Ancaster ($1.2M+) | Offer in | 3h ago |
| RE-3458 | Jennifer Liu | Website | Townhouse Stoney Creek | Contacted | 6h ago |
| RE-3441 | Andre Tremblay | Zillow | Investment duplex Hamilton east | Showing scheduled | 1d ago |
| RE-3433 | Sarah Chen | Website | 3BR Westdale revisit | Under contract | 2d ago |
| RE-3418 | Olivia Brennan | Realtor.ca | Heritage home Dundas | Contacted | 3d ago |
01 Lead intake · Reduce response time
Leads contacted in under two minutes, not under three hours.
The single largest leak in most brokerages is response time. Industry data shows that leads contacted within five minutes convert at dramatically higher rates than leads contacted within an hour — yet most brokerages average two to three hours to first touch. We build the system that captures leads from every source, routes them by territory and specialty, and sends a personalized first response in seconds.
- Multi-source capture: Zillow, Realtor.ca, Facebook, your website, open house sign-ins, referral inputs — all funnel into one inbox with source tagged.
- Intelligent routing: Leads route by neighborhood, price range, specialty, and agent availability. No round-robins that ignore expertise.
- AI-drafted first response: Personalized SMS and email within seconds — referencing the property they viewed, the search they ran, or the open house they attended.
Sarah Chen
Zillow3BR Westdale · $800k–$1.1M
47s ago
Marcus Whitfield
Realtor.caInvestment property Hamilton
12m ago
Priya Patel
Open housePre-construction condo Burlington
1h ago
David Okonkwo
Referral4BR Ancaster · $1.2M+
3h ago
Extracted fields · RE-3492
Routing decision
Marcus Whitfield · Westdale specialist
12 active clients · responds within 90s on average
AI-drafted first response
02 Listing infrastructure · Reduce data leakage
Listings that stay accurate across every feed, every channel.
A listing lives in too many places — MLS, your website, Realtor.ca, Zillow, the brochure, the social posts. When you update the price or status in one place, the others drift. We build the listing infrastructure that treats your CRM as the single source of truth, syncs cleanly into every feed, and surfaces when a syndication breaks.
- Single source of truth: One canonical listing record. MLS, IDX, syndication feeds, and marketing assets pull from it.
- Sync monitoring: When a feed lags or rejects an update, the system flags it before a buyer sees stale data.
- Marketing asset generation: Brochures, social posts, and email blasts auto-generate from the canonical record. Update once, push everywhere.
Listing detail
247 Westdale Ave · Hamilton · $1,249,000
Syndication status
- ✓
MLS
Synced 2 mins ago
- ✓
Realtor.ca
Synced 4 mins ago
- ✓
Zillow
Synced 6 mins ago
- ✓
Brokerage site
Synced 2 mins ago
- ⚠
Facebook
Pending — last sync failed 14 mins ago
- ✓
Instagram
Synced 3 mins ago
Marketing assets
Listing brochure.pdf
Auto-generated · Last updated 6 mins ago
Social post draft
Ready to publish · Instagram + Facebook
Email blast
847 recipients in matching saved searches
03 Showing flow · Reduce missed touches
Showings booked, confirmed, and followed up on automatically.
After lead capture, the highest-friction moment is the showing — scheduling, confirming, following up, capturing feedback, suggesting similar properties. Most brokerages do this manually and inconsistently. We build the showing agent that books, confirms, and follows up — and feeds buyer feedback back into the search.
- Booking and confirmation: The showing agent coordinates calendars across the buyer, listing agent, and the buyer's agent. Confirmations and reminders auto-send.
- Post-showing feedback: An automated feedback request goes out within an hour. Responses get captured against the property and the buyer's profile.
- Search refinement: Buyer feedback — "too small," "wrong layout," "love the kitchen" — refines the next batch of suggested listings.
Showings
Week of 6–12 May 2026
Mon 6
Tue 7
Wed 8
Thu 9
Fri 10
Sat 11
Sun 12
247 Westdale Ave · Sarah Chen
ConfirmedSaturday 11 May 2026 · 11:00 AM
Buyer's agent: Marcus Whitfield (us) · Listing agent: Jennifer Park (Royal LePage)
Auto-reminders: Fri 4pm · Sat 10am
Feedback · 200 Westdale Ave · last weekend
Suggested next listings
312 Marlborough Ave
$1,189,000
Open kitchen, finished basement with 4th BR
89 Stanley Ave
$1,275,000
Large kitchen, walk-out basement
156 Forsyth Ave
$1,150,000
Similar layout, brighter open plan
04 Transactions · Reduce missed deadlines
Offer to close — without the deadline panic.
Once an offer goes in, the transaction has dozens of deadlines — inspection contingencies, financing contingencies, appraisal, title, closing documents, commission disbursement. Missing one costs deals. We build the transaction workflow that tracks every deadline, generates the documents that need generating, and surfaces what's at risk before it becomes a problem.
- Deadline tracking: Every contingency, every contractual deadline, tracked against the transaction. Nothing slips.
- Document generation: Standard amendments, notices, and disclosures auto-draft from transaction data. Agent reviews and sends.
- Risk surfacing: If financing is pending 48 hours before deadline, the system flags it. If title is taking too long, the system flags it.
Transaction detail
247 Westdale Ave · Closing 14 June 2026
RE-3433 · Sarah Chen · Buyer's agent: Marcus Whitfield
Transaction timeline
Offer accepted
28 Apr
Inspection period
Cleared28 Apr – 5 May
Financing contingency
2 days remaining28 Apr – 19 May
Appraisal
Completed28 Apr – 12 May
Title commitment
In progress5 May – 26 May
Final walkthrough
13 June
Closing
14 June
Deadline checklist
- ✓
Inspection report
Cleared 4 May
- ⚠
Financing letter
Awaiting RBC final approval
- ✓
Appraisal report
Came in at $1,255,000
- ↻
Title commitment
Stewart Title processing
- ↻
Insurance binding
Buyer to arrange
- ↻
Closing docs
Pending lender package
Documents
Purchase Agreement.pdf
Amendment #1.pdf
Inspection report.pdf
Appraisal.pdf
05 Database hygiene · Reduce leakage
The pipeline reflects reality, not optimism.
The biggest pipeline leak in most brokerages is a CRM that nobody trusts. Agents update inconsistently. Leads go stale. Records duplicate. We build the database hygiene layer that deduplicates contacts, enriches records from external sources, ages leads automatically, and surfaces when an agent's pipeline doesn't match reality.
- Deduplication: Sarah Chen, S. Chen, and sarah.chen@gmail.com are the same person. The system knows.
- Enrichment: Contact records auto-enrich with publicly available data — current property ownership, employer, social profiles where appropriate.
- Pipeline truth: When an agent has 40 "active" leads but hasn't touched 18 of them in 30 days, the system surfaces it. To the agent first, then to leadership.
Pipeline Health
| Agent | Active leads | Untouched 14d+ | Status |
|---|---|---|---|
| Marcus Whitfield | 24 | 6 | At risk |
| Jennifer Park | 31 | 2 | Healthy |
| David Romero | 18 | 0 | Healthy |
| Aisha Khan | 27 | 9 | At risk |
| Tom Bevan | 22 | 3 | Healthy |
Detail · Marcus Whitfield
Recommendation
Re-engage 4 showing-stage leads today. 2 have been silent 18+ days.
Duplicate contacts · pending review
Sarah Chen / S. Chen / sarah.chen@gmail.com
David Okonkwo / D. Okonkwo / dok@gmail.com
Andre Tremblay / Andy Tremblay
06 Under the hood · Run the brokerage
The view that shows you the entire brokerage, at any moment.
Most brokerage owners and team leads don't have a real-time view of their operation. They have MLS reports and an agent who insists their pipeline is strong. We build the dashboard that aggregates lead source ROI, agent performance, listing performance, transaction velocity, and forecasted commissions into a single view.
- Lead source ROI: Cost per lead, lead-to-showing rate, showing-to-offer rate, offer-to-close rate — per source. Stop paying for Zillow if Zillow stops paying you back.
- Agent performance: Activity, conversion, and pipeline health per agent. Who needs coaching, who needs more leads, who's the bottleneck.
- Forecasting: Commission forecasting based on actual pipeline stage probabilities, not gut feel.
Pipeline value
$42.8M
+11.3% MoM
Closing this month
$4.2M
14 deals
Avg days to close
38 days
−4 days vs Q1
Agent capacity
87%
2 agents over
Lead source · cost per close
Agent performance · activity vs conversion
M. Whitfield
J. Park
D. Romero
A. Khan
T. Bevan
R. Nguyen
S. Obi
C. Torres
Needs your attention
- RE-3492Sarah Chen · Showing scheduled · Marcus hasn't confirmed Saturday yet
- RE-3471Priya Patel · New lead 1h · No first touch yet (SLA breach in 4m)
- ZillowROI alert · ROI dropped 38% MoM · Reviewing spend
- Aisha KAgent health · 9 leads aged 14d+ · Coaching conversation flagged
- 5 dealsPipeline risk · $2.4M aging 60d+ · 5 deals in financing limbo
What we build on
Engineered on the tools that already work. Custom code where they can't reach.
We don't reinvent infrastructure that already exists. HubSpot for CRM where it fits the operation. Zapier, Make, and n8n for workflow automation where the platforms reach. Custom code, vector databases, and bespoke agents where they don't. The engineering decision is matching the right tool to the right layer of your stack — not selling you a custom build for a problem a $20/month tool already solves.
HubSpot · Zapier · Make · n8n · Custom agents · Vector databases · OCR pipelines · RAG retrieval
This is what we build for real estate operators.
Every system above is engineered against your specific markets, your specific agent model, your specific compliance reality. We sit inside the brokerage long enough to understand how the work actually moves, then build the system that fits. Most engagements run three to four months. We turn down work that doesn't fit the model.