CRM Automation for Lead Capture

Automated Lead Management, Routing & SLA System for Real Estate Sales Team Bright Realty requires a fully automated lead management workflow that eliminates manual processing and ensures every incoming lead is captured, classified, routed, assigned, escalated, nurtured, and updated with zero manual intervention. The system must be reliable, scalable, and capable of supporting a fast‑moving 4‑person real estate sales team. --- Project Objectives The final automation system must deliver: • Real‑time lead routing • Balanced agent workload • SLA‑based escalation • Automated multi‑channel nurturing • Duplicate‑free lead records • Leadership dashboards with real‑time insights --- Scope of Work 1. Automated Lead Capture • Build automated ingestion flows for:• Meta Lead Ads • Jotform submissions • Validate, map, and push leads into the CRM instantly. • Ensure zero manual checks or delays. --- 2. Region‑Based Lead Classification • Create rules to identify the lead’s geographical region. • Route leads to the correct pipeline, board, or agent group based on region. --- 3. Capacity‑Based Lead Assignment • Build a capacity‑aware assignment engine that:• Checks each agent’s active workload • Assigns leads only if under capacity • Queues leads when capacity is exceeded • Must ensure balanced distribution and prevent agent overload. --- 4. SLA Tracking & Escalation • Monitor agent response times in real‑time. • If SLA is breached:• Escalate to management • Trigger notifications • Optionally reassign the lead --- 5. Automated Multi‑Channel Nurturing • Build structured email + SMS nurturing flows. • Flows must:• Pause automatically when the client replies • Update CRM status • Prevent duplicate or conflicting communication --- 6. Smart Resubmission Logic • Detect when an existing lead submits a form again. • Update the existing record instead of creating duplicates. • Apply branching logic based on:• Lead status • Agent assignment • Previous interactions --- 7. Reporting & Dashboards • Build leadership dashboards showing:• Lead status • Agent workload • SLA compliance • Meta Ads performance • Dashboards must be real‑time, visual, and easy to interpret. --- 8. CRM Recommendation (Cost‑Effective + Capable) The freelancer must: • Analyse Bright Realty’s workflow • Evaluate multiple CRM options • Recommend the most cost‑effective CRM capable of supporting all required outcomes:• Automated lead ingestion • Region‑based routing • Capacity‑based assignment • SLA timers + escalation • Automated nurturing flows • Duplicate prevention • Dashboard reporting • Provide a comparison of at least three CRM platforms • Justify the recommended CRM based on:• Cost • Feature capability • Scalability • Ease of integration • Suitability for a 4‑person real estate sales team This recommendation must be delivered before development begins. --- Technical Requirements • Strong experience with automation platforms • Strong API integration experience • Ability to build:• Conditional routing logic • SLA timers • Automated nurturing flows • Duplicate‑prevention logic • Experience integrating Meta Lead Ads + Jotform • Ability to document workflows clearly --- Additional Expectations • Full workflow documentation • Error‑handling + retry logic • Scalable architecture • Testing + debugging before final delivery --- Preferred Freelancer Profile • Automation engineer • CRM workflow specialist • Experience with real estate lead systems