A solo agent who was great at closing — just terrible at keeping up.
He's a residential real estate agent based in the Philippines — solo operator, hustling hard, good at closing. The problem wasn't getting leads. It was keeping up with them. Inquiries were coming from his website, Facebook, and referrals all at once. He was copy-pasting into spreadsheets, forgetting to follow up, and watching hot leads go cold because life got busy. Sound familiar?
Residential Real Estate Agent — Philippines
Solo operator · Leads from website, Facebook ads & referrals · No CRM, no follow-up system · Goal: catch every lead automatically and follow up without lifting a finger.
Too many leads, zero system. Deals were disappearing.
He'd get an inquiry on Facebook at 9pm, mean to reply in the morning, and by then the person had already talked to another agent. Or he'd forget who he already contacted. Or a lead would say "follow up next week" and that note would live in his head — until it didn't.
The leads were there. The deals were there. The system wasn't.
One pipeline that catches every lead — no matter where it comes from.
We built him a single n8n automation that pulls leads from three sources: his website form (Tally), Facebook ads, and manual/referral webhooks. Every lead goes through the same pipeline — normalized, AI-scored by Google Gemini, logged to Google Sheets, and instantly pinged to him on Slack.
Then the follow-up kicks in automatically. An instant response email goes out within minutes. If they don't reply — Day 2 follow-up. Still nothing — Day 5. He doesn't have to remember anything anymore. The system remembers for him.
Simple stack. Powerful results.
Every lead caught. Every follow-up sent. Zero manual work.
- 3 lead sources (Tally form, Facebook ads, manual webhook) all flow into one unified pipeline
- Normalize nodes clean and standardize lead data regardless of which source it came from
- Google Gemini AI scores each lead and assesses quality before it reaches the agent
- Google Sheets CRM updated automatically — new leads added, existing leads updated, no duplicates
- Slack alert sent instantly so the agent always knows the moment a new lead comes in
- Instant Gmail response sent to the lead within minutes of their inquiry
- Automated Day 2 and Day 5 follow-up emails if the lead hasn't replied
- Error trigger alerts the agent via Slack if anything in the workflow fails
Three different lead sources. Three different data formats. One clean pipeline.
Each lead source sent data in a completely different format
Tally sends structured field arrays. Facebook lead ads send flat JSON. Manual referral webhooks had no consistent structure at all. Trying to run them through the same pipeline was breaking everything downstream.
No normalization layer between sources and the main pipeline
Without a dedicated normalization step for each source, the AI scoring node and Google Sheets upsert were receiving inconsistent field names and data types — causing errors and missed entries.
Separate normalize nodes for each source, feeding one unified schema
Each lead source got its own dedicated Set node to normalize the data into a consistent schema before anything else runs. Once normalized, every lead looks identical to the rest of the pipeline — regardless of where it came from. Clean data in, clean data out.
No more cold leads. No more forgotten follow-ups. Just closed deals.
Every lead that comes in now gets an instant response, gets scored by AI, gets logged to his CRM, and gets followed up automatically if they go quiet. He checks Slack, sees who's interested, and focuses entirely on closing. That's it.
What he said.
Bro honestly — I used to stress every night thinking about who I forgot to follow up with. Now I just check Slack and everything's already moving. I closed two deals last month from leads I would've definitely ghosted before. This thing pays for itself.
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