By day, real estate professionals are closing deals and charming clients. By night, they’re wrestling with calendars, broken printers, and after-hours calls. It’s a whirlwind of tasks that rarely fit inside a job description.
That’s where AI workflows can make a big difference. With Ruby and Zapier, you can streamline client communication, organize lead data, and stay on top of follow-ups without losing their personal touch.
Why AI workflow automation matters in real estate
Real estate is a fast-moving industry where agents are constantly on the go. Whether showing properties, negotiating contracts, or marketing listings, every minute counts—and first impressions matter. AI workflows allow realtors to respond to inquiries instantly, keep their CRM organized, and launch marketing follow-ups without delay. This way, no lead goes unattended, no appointment goes unscheduled, and every interaction supports conversion.
Let’s talk about some tools to get you started.
Meet your productivity dream team: Ruby + Zapier.
Ruby is your live, friendly, human receptionist service that provides 24/7 live answering and chat, so every call gets picked up, and every lead gets a professional first impression. Whether someone is calling about a new listing or chatting from your website, Ruby captures critical info—name, contact details, property interest—and can even schedule appointments on your behalf.
Zapier is your AI automation platform that connects Ruby to over 8,000 tools, including platforms like Podio, RealtyJuggler, Google Sheets, and Mailchimp. This connection allows you to automatically send caller data into your CRM, alert your team of new opportunities, and even trigger targeted marketing campaigns.
Here’s how it plays out:
- Ruby answers an inbound call from a prospective buyer.
- Zapier logs the caller in Podio or RealtyJuggler, for instance, and tags the lead source.
- A task is created for follow-up, or the lead is added to a Mailchimp drip campaign.
For agents and brokers, this means:
More appointments booked, without constant phone juggling
Automated marketing to nurture leads while you focus on closings
Better visibility into where your leads are coming from
Stronger first impressions with always-on service
Never miss a call. Never miss an opportunity.
Real estate use cases: close more deals with Ruby + Zapier
Here are just a few examples of how the Ruby and Zapier integration can not only boost business but also maintain it:
1. Instant lead capture in Podio
When Ruby takes a call from a new buyer or seller, Zapier can automatically create a new contact in Podio, tagging it with the source (e.g., “Yard sign” or “Zillow listing”). This helps you track what marketing is working and makes sure that you never lose a lead.
2. Auto-reminders for showings and follow-ups
When Ruby’s live virtual receptionists schedule a showing or call, Zapier can create reminders in Google Calendar or task managers. This means your clients feel prioritized, and you stay one step ahead.
3. Marketing automation for warm leads
Once a lead is added to your CRM, you can automatically enroll them in email campaigns via Mailchimp or ActiveCampaign—no more manual copy-paste. Keeping you and your customers in the loop.
4. Lead source attribution
You can track which marketing efforts are driving inbound calls. With data from Ruby routed through Zapier into a spreadsheet or analytics tool, you can easily see which campaigns generate the best ROI.
Real estate wins with AI workflows
Real estate is all about relationships and responsiveness. When Ruby checks that no lead is missed and Zapier gets that lead into your systems right away, your business becomes:
- More productive thanks to no lost leads
- More data-driven by tracking which listings or ads drive engagement
- More professional with faster follow-ups and better organization
In an industry where speed matters, AI workflows help you win more listings and book more showings without working around the clock.
Try AI workflows for yourself
With Ruby and Zapier, real estate professionals can capture every inquiry, centralize lead tracking, and automate the follow-up process, all without adding to their workload. Ruby handles incoming calls and chats with warmth and professionalism, while Zapier routes those conversations to CRMs like Podio or RealtyJuggler and even triggers personalized emails or calendar invites. This system keeps you top-of-mind with buyers and sellers, turning more conversations into closings.
Pair real-human service with high-tech AI workflows that save time and build your brand today.
