Buyer inquiry and inspection booking

What this workflow does

This workflow helps an agent respond to buyer enquiries for a property.

It checks whether the enquiry includes the basic information needed for follow-up. If the buyer asked for an inspection, the workflow sends the inspection request to the agent and acknowledges the buyer. If the buyer sent a general enquiry, the workflow sends the enquiry to the agent and acknowledges the buyer.

If required details are missing, the workflow notifies the agent so the missing information can be reviewed.

Who uses it

This workflow is useful for:

• Sales agents

• Sales associates

• Buyer managers

• Reception teams

• Lead intake teams

• Agency administrators

When to use it

Use this workflow when a buyer enquiry arrives from:

• A property portal

• The agency website

• Email

• Phone intake

• An open-home enquiry form

• A CRM lead capture form

Process diagram

Information needed

Step-by-step explanation

Step 1: Assess buyer enquiry

The workflow checks the enquiry and sends it directly to the right action.

The workflow checks whether the enquiry has buyer name, buyer email, property address, and agent email. If any of those details are missing, the agent receives an incomplete enquiry message.

If the details are present and the buyer asked for an inspection, the inspection request is sent to the agent. If the details are present and no inspection was requested, the enquiry is treated as a general enquiry.

Step 2: Send inspection request to agent

If the buyer requested an inspection, the agent receives an email with the buyer's contact details, property address, preferred inspection time, budget range, and finance status.

Step 3: Send buyer inspection acknowledgement

The buyer receives a short message confirming that the inspection request was received.

Step 4: Send general enquiry to agent

If the buyer sent a general enquiry, the agent receives the enquiry details and can follow up.

Step 5: Send buyer enquiry acknowledgement

The buyer receives a short message confirming that the enquiry was received.

Step 6: Finish the workflow

The workflow finishes with one of these outcomes:

How it helps the agency

This workflow helps the agency respond faster to buyer enquiries, reduce missed inspection requests, give agents clear lead details, send buyers a prompt acknowledgement, separate inspection requests from general enquiries, and keep incomplete enquiries visible.