Enquiry from the portal at 8pm. In the CRM and answered by 8:01.

Portal enquiries arrive as emails. The agent sees it in the morning, and the buyer has already booked an inspection with the agency two doors down. We connect realestate.com.au, Domain and your website to VaultRE, Agentbox or Rex so the contact exists, the listing is attached and the buyer hears back in a minute.

Start with a free audit. Give us your website and we map the tools you run and where the same details get typed twice, before we speak.

5.0 from Google reviews

The call takes thirty minutes. You keep the map whether or not you hire us.

Portals to your CRMOne connection, every run logged
  1. Portal Portal enquiries into the CRM, attached to the listingFrom realestate.com.au or Domain, attached to the listing. In
  2. CRM The reply that beats the other agencySMS within a minute, from the listing agent’s name. Synced
  3. CRM Appraisal requests, treated as goldTo the right agent by suburb, with a task due within the hour. Synced
  4. CRM Rent roll and office ledger, if you need themProperty management enquiries go to PropertyMe or Console. Synced
Connection healthMonitored

Every run is logged, so your bookkeeper can check what moved and when.

An example of a connection we build

An example. We map your own systems in the free audit.

Trusted by businesses across Albury Wodonga and regional Australia

Pandora Frontline Trays & Trailers Chargeroo Angie Ioannou Commercial Real Estate Cycle Station TWJ Trades The Landscapers Rest DWA Ignition ASV Shiny Side Up Albury Florist Centre Lighting Bonanza Footsteps Podiatry Clean Energy Solutions
What it replaces Next morning

The turnaround on a portal enquiry that sits in an inbox overnight. Buyers enquire on three listings at once and go with whoever replies.

After we connect it 60 sec

Contact created or matched, enquiry attached to the listing, agent notified, buyer texted with the next open home.

Runs 24/7

Sunday afternoon enquiries are answered on Sunday afternoon.

Lock-in 0

Built in your CRM and your SMS account. You own the connection and the documentation.

Also connects

PropertyMe or Console for the rent roll. Google Business Profile messages and Facebook lead forms. Xero for the office ledger.

Appraisal requests from the website are the highest-value enquiry and get their own path.

01

What moves

Portal enquiries into the CRM, attached to the listing

Enquiries from realestate.com.au and Domain are parsed the moment they arrive and become a contact in your CRM, attached to the listing they came from, with the enquiry text and the buyer's stated requirements on the record. The agent sees it in the CRM, not in an inbox.

  • Contact matched on phone and email, not duplicated
  • Listing attached from the portal reference
  • Buyer requirements and price range captured as fields
Diagram: two systems syncing both ways
Diagram: a working week with the recovered hours marked
02

What moves

The reply that beats the other agency

The buyer gets an SMS within a minute, from the listing agent's name, with the next open home time and a link to book a private inspection. First reply usually gets the inspection.

  • Next open home pulled from the listing
  • Private inspection booking link, written back to the CRM
  • Wording per office, approved once
03

What moves

Appraisal requests, treated as gold

A website appraisal request is a potential listing. It goes to the right agent by suburb, with a task due within the hour, and the vendor gets an acknowledgement saying who will call. If nobody has called in two hours, the principal knows.

  • Routed by suburb or by rotation
  • Escalation to the principal if untouched
  • Vendor acknowledged in the office's words
Diagram: records kept in step across systems
Diagram: a working week with the recovered hours marked
04

What moves

Rent roll and office ledger, if you need them

Property management enquiries route to PropertyMe or Console rather than the sales CRM, with the application link sent automatically. Office income can flow to Xero. Both are separate additions to the same connection.

  • Rental enquiries split from sales enquiries at intake
  • Application links sent automatically for rentals
  • Office ledger in Xero as a separate build

Before you pay

Read this part first.

Some of what is on this page you can get without us. The rest is where the money goes. Both are written down here so you can decide before the call.

What your CRM already does

VaultRE, Agentbox and Rex all import portal enquiries in some form, and a single-office agency with agents who live in the CRM may get enough from the built-in import. This build is for agencies where enquiries still sit in email overnight, where appraisal requests are not tracked, or where the reply depends on which agent is rostered.

What we will not do

Send a buyer three automated messages before an agent has spoken to them. One reply with the useful information, then a person.

How it works

What we actually do, in the order we do it.

Every step below is work you can verify. Ask any provider to show you the same list for what they are doing.

1. Map the enquiry

Which portals, which website forms, which CRM fields. Who gets sales enquiries, who gets rentals, who gets appraisals. What the buyer should hear back. One meeting with the principal and the office manager.

2. Match the records you already have

Your buyer database already has most of the people who enquire. We match on phone and email so a returning buyer's new enquiry lands on their existing record with the history intact.

3. Build it, then try to break it

An enquiry on a listing that sold yesterday. A buyer who enquires on four listings in ten minutes. A portal email in a new format. Each has a defined outcome before launch.

4. Monitor it

Every enquiry is logged against the listing and the agent. If a run fails, we are alerted, and the enquiry still reaches the inbox the old way.

What clients say.

5.0 6 Google reviews, all five stars Read them all
Absolutely brilliant! Lee is extremely knowledgeable, not just in making websites, but also in business strategy and he has really helped me with both my website and to improve my business in general. Fantastic results! Anyone who is looking to take their business to the next level or just have it be more professional should definitely talk to Lee!
DMDigby MarschallGoogle review
Automatrix made it so easy for me to develop what I required for my business. Their professionalism and knowledge is outstanding. Go with them. Best decision you could do for your business.
MTMat ThomasGoogle review
Lee has helped me heaps with improving my business, 10/10 recommend, easy to talk to and very knowledgeable.
PTPeter TravGoogle review
We recently used Automatrix to re-build our website. The new site is great with a simple admin panel that has everything we need when updating our site. The SEO/AEO is really performing as well. The guys are always Helpful when we need them and are always on the front foot with updates etc.
SCSean CalleyGoogle review
Not getting your website AI ready is going to be the same as forgetting to renew your Yellow Pages spot back in the 80s. One month after launching we can already see a big improvement in traffic and enquiries through search.
NMNicolas MazzellaGoogle review
Absolute gun at making websites. Lee helped me the whole way to complete the exact website I wanted and further in every way he could. Legit can’t even write how much I appreciate this guy. A+
JSJames SmeatonGoogle review

Questions about Portal enquiries to VaultRE, Agentbox or Rex.

We use a different CRM.

If it has an API, and most do, the build is the same shape. We check yours on the audit call before quoting.

How do you get the portal enquiries?

Portal enquiries arrive as structured emails to the agency. The connection reads those and parses them, so nothing changes on the portal side.

Whose name is on the SMS?

The listing agent's, from an Australian number in the agency's name. Replies go to the agent, not to us.

Can rental enquiries go somewhere else?

Yes. They are split at intake and routed to PropertyMe, Console or the property manager's inbox, with the application link sent automatically if you want it.

How long does it take?

Two to three weeks for most agencies.

Related

Other integrations we build often.

WebsiteSmokeball, LEAP or Actionstep

Website to practice software

The enquiry becomes a contact and prospective matter, the conflict check is assigned, and the client is acknowledged in your firm's words.

Law firmsSee how it works → HubSpotXero

HubSpot to Xero

A won deal raises the Xero invoice with the right line items and tax codes. Paid status comes back to the deal.

Any business with a sales teamSee how it works → WebsiteServiceM8

Website to ServiceM8

The enquiry form creates the job, matches the customer and texts them back inside a minute. Quote follow-up and review requests optional.

Trades and constructionSee how it works →

All nine are listed at integrations, and the general approach is on the systems integration page. Built for real estate among others.

The other half

Connecting your tools does not bring you new customers.

This gives you hours back. It does not make the phone ring. If enquiries are the actual problem, the work is on the other side of the business: see SEO and web design. On the call we will tell you which half is costing you more.

Get your free integration audit.

We look at the tools you run and where the same details get typed twice, then go through it with you on a 30 minute call. You get a map of what should move, which join to build first, and a fixed price.

What happens next

  1. Tell us about the business. Two minutes, here, with your website if you have one.
  2. We do the homework. Before we speak we look at your site, your search results and the systems behind them.
  3. A 30 minute call. The findings in plain words, what to fix first, and a fixed price if you want us to do it.
Lee Sheedy, Founder and Director at Automatrix

Lee SheedyFounder and Director, Automatrix

5.0 on Google

Step 1 of 4

Start with your website

We look at it before the call, so we already know what you run.

You approve the scope and the price before we build. The connection runs in your accounts. Prefer to talk first? Book a 30 minute call.