Smart Outreach, Smarter Conversions:
How VOKSICA Automated Lead Engagement for a Real Estate Firm
The Problem: Leads Were Slipping Through the Cracks
Like many fast-growing real estate companies, Mint & Co had no shortage of leads. But without automation, follow-ups were inconsistent, reps were overburdened, and opportunities were missed. Cold leads sat idle in the CRM. Warm leads weren’t nurtured effectively. And new inquiries required hours of manual outreach just to initiate basic communication.
It wasn’t a lack of leads holding them back — it was the lack of a system.
Designing the Ultimate Real Estate Lead Machine
VOKSICA set out to design an intelligent outreach system that worked across every channel Mint & Co used — email, WhatsApp, Meta forms, and more. The final solution integrated Retell AI for automated calls and messaging, n8n for complex workflows, and Refrens CRM to serve as the system’s brain.
The automation engine included:
– Segmentation of leads into Cold, Warm, and Campaign categories.
– Weekly newsletters tailored to each engagement level.
– Instant follow-up emails and WhatsApp messages for new leads.
– Automated fallback flows if leads didn’t respond.
– Real-time alerts to sales reps synced with Calendly bookings.
– CRM hygiene rules to maintain accurate tracking.
The result? Every lead received the right message at the right time — without lifting a finger.
Bringing the System to Life
The system was developed and launched in just under three weeks. We began with tagging logic, CRM configuration, and channel integrations, then layered on newsletter automation, automated responses for Meta Forms and website inquiries, fallback flows, and real-time alerts.
Every workflow was designed for scalability and tested across edge cases to ensure reliability.
From Bottleneck to Booking Machine: The Transformation
Before automation, Mint & Co’s sales team was spending 40+ hours a week just on manual outreach. Missed leads, delayed responses, and poor segmentation meant lower conversions.
Within 30 days of launch, the transformation was clear:
– 80% reduction in manual follow-up time.
– 140% increase in total lead engagement.
– 60% more meetings booked compared to the previous month.
– Near-zero drop-off in follow-up for new inquiries.
What was once a bottleneck became a booking machine.
Designed for Long-Term Growth
We didn’t just hand over a toolset — we delivered a future-ready system. With documentation, training, and modular, API-ready components, the Mint & Co team gained independence to run and scale the system without disruption.
Future upgrades, such as AI-generated personalized content or full voice agent integration, can be added seamlessly.
Industries That Can Benefit from Lead Automation
While this system was designed for real estate, the approach applies to any industry where lead response time and nurturing directly impact revenue:
– Real Estate Firms – Automating follow-ups, property inquiries, and viewings.
– E-Commerce & Retail – Re-engaging abandoned carts and driving promotions.
– Healthcare & Clinics – Managing appointment requests and patient follow-ups.
– Financial Services – Handling client inquiries, onboarding, and nurturing campaigns.
– Education & Training – Following up with student leads, applications, and enrollments.
Any industry that thrives on turning inquiries into opportunities can benefit.