Right Now Residential is a London-based estate agent specialising in high-volume sales, helping buyers find the right homes quickly & efficiently.
The challenge
Right Now Residential handles a high volume of inbound enquiries every day across multiple properties. Speed, accuracy & consistency are critical to converting those leads into viewings & deals.
Before working with us, their systems were fragmented. Data sat across different tools with no central structure, creating inefficiencies across the sales process.
This led to several issues:
- Manual data entry slowing down response times
- Leads not always reaching the right negotiator quickly
- Limited visibility across enquiries & deal progression
- Time lost on repetitive admin tasks
With growth continuing, this setup was not sustainable. The business needed a single system to manage leads, automate processes & support scale.
What we did
We onboarded them to HubSpot as a central platform, designing a setup tailored to high-volume estate agency operations. The focus was on speed, automation & ensuring every lead was handled efficiently.
Portal integrations
We integrated HubSpot with Rightmove, Zoopla & OnTheMarket using Zapier, allowing leads to flow directly into the CRM in real time.
- Automated lead capture from all major portals
- Eliminated manual data entry
- Ensured every enquiry was logged accurately
Enquiry management
Each incoming lead was automatically linked to the relevant property, whether part of their PRS portfolio or a build-to-rent development.
This gave the team immediate context on every enquiry without manual input.
Lead assignment
We automated lead routing based on the property associated with each enquiry.
- Leads assigned instantly to the correct negotiator
- Reduced internal handovers
- Faster response times for prospective tenants
White-labelled communications
For build-to-rent developments, we implemented automated, white-labelled communications to match the required brand experience.
This ensured consistency while removing the need for manual follow-up emails.
Pre-qualification
We introduced automated pre-qualification based on budget & property criteria.
- Lower-budget leads routed into automated email sequences
- Maintained customer experience without manual effort
- Allowed negotiators to focus on higher-value opportunities
Viewing booking simplification
Using HubSpot’s meeting scheduler, we streamlined the booking process for property viewings.
- Pre-filled location details & instructions
- Removed repetitive admin from negotiators
- Improved booking speed & consistency
Deal pipeline setup
We built a clear deal pipeline to manage opportunities from initial enquiry through to completion.
- Structured stages aligned to the sales process
- Improved visibility across all active deals
- Simplified progression tracking for the team
The outcome
Right Now Residential now operates from a single, structured system built for high-volume sales.
Manual workload has reduced significantly, allowing negotiators to handle more enquiries without increasing headcount. Leads are captured, qualified & assigned automatically, ensuring faster response times & fewer missed opportunities.
The customer experience has improved, with quicker replies, consistent communication & a smoother journey from enquiry to viewing.
Most importantly, the business now has a scalable operational foundation, giving them the control & efficiency needed to support continued growth.
