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Real estate property matching & lead management with Airtable, Gmail and Slack

InfyOm TechnologiesInfyOm Technologies
163 views
2/3/2026
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✅ What problem does this workflow solve?

Real estate leads move fast. Manually matching buyer requirements with available properties, sending details, updating CRM records, and notifying sales teams often causes delays and missed opportunities.

This workflow automates property discovery, lead management, and team notifications, ensuring buyers get instant results and sales teams can follow up immediately.

⚙️ What does this workflow do?

  • Captures buyer property requirements from a website form.
  • Cleans and standardizes search data automatically.
  • Matches buyer criteria with relevant properties from Airtable.
  • Emails matched properties to the buyer instantly.
  • Stores lead details in Airtable for CRM tracking.
  • Notifies the sales team on Slack in real time.

💡 Main Use Cases

  • Automatically match buyer requirements with properties in Airtable.
  • Send personalised property listings to buyers via email.
  • Store and track every lead centrally for sales follow-up.
  • Notify agents instantly to improve response speed.
  • Increase conversions with faster, automated engagement.

🧠 How It Works – Step by Step

1. Website Form Submission

A buyer submits a property inquiry form with:

  • Location / City
  • Property type (Apartment, Villa, Commercial, etc.)
  • Budget
  • Contact details

The workflow is triggered instantly via webhook.

2. Data Cleaning & Standardization

Submitted inputs are cleaned and structured:

  • Budget is normalised
  • City and property type are standardised
  • Data is prepared for property matching

3. Property Matching (Airtable)

  • A dynamic matching formula is generated.
  • Airtable is searched for relevant properties.
  • Matching includes a ±5% budget tolerance for flexibility.

4. Send Matched Properties to Buyer

  • A rich, formatted email is generated automatically.
  • Includes property images, price, location, features, and a “View More Details” link.
  • Email is sent instantly to the buyer.

5. Lead Storage in Airtable

  • Buyer details and preferences are stored in the Buyers table.
  • Lead status is set to New for CRM tracking and follow-up.

6. Sales Team Notification

  • A Slack message is sent to the sales channel with:
    • Buyer details
    • Contact information
    • City and preferred property type
  • Agents can respond immediately to maximize conversion.

🗂 Integrations Used

  • Webhook – Capture property inquiry submissions
  • Airtable – Property database and lead CRM
  • Gmail – Email delivery to buyers
  • Slack – Real-time sales team alerts
  • n8n Code Nodes – Dynamic matching logic and email generation

👤 Who can use this?

This workflow is ideal for:

  • 🏢 Real estate agencies
  • 🏘 Property brokers
  • 📈 Sales-driven real estate teams
  • 🚀 PropTech startups

If your team wants faster lead response and smarter property matching, this automation delivers both.

🚀 Benefits

  • ✅ No manual property searching
  • ✅ Faster response times
  • ✅ Centralised lead tracking
  • ✅ Real-time sales alerts
  • ✅ Better buyer experience

Real Estate Property Matching and Lead Management Workflow

This n8n workflow automates the process of matching real estate properties with leads, managing lead communication, and notifying relevant parties. It integrates Airtable for lead and property data, Gmail for email communication, and Slack for internal notifications.

What it does

This workflow is designed to streamline real estate operations by:

  1. Triggering on New Leads: It initiates when a new lead is added or updated in Airtable.
  2. Filtering Leads: It checks if the lead has a specified "Property Type" preference.
  3. Preparing Lead Data: It processes the lead's preferred property type for matching.
  4. Searching for Matching Properties: It queries Airtable to find properties that match the lead's preferred type.
  5. Sending Email to Lead: If matching properties are found, it composes and sends a personalized email to the lead with details of the properties.
  6. Notifying Internal Team: It sends a Slack notification to a designated channel with information about the new lead and the properties sent.
  7. Responding to Webhook: It provides a response to the initial webhook trigger.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Airtable Account: With a base containing:
    • A "Leads" table with fields for Property Type (e.g., "Apartment", "House") and Email.
    • A "Properties" table with a Property Type field to match against.
  • Gmail Account: Configured as a credential in n8n for sending emails.
  • Slack Account: Configured as a credential in n8n for sending notifications to a channel.

Setup/Usage

  1. Import the Workflow:

    • Download the provided JSON file.
    • In your n8n instance, go to "Workflows" and click "New".
    • Click the three dots menu (⋮) and select "Import from JSON".
    • Paste the JSON content or upload the file.

  2. Configure Credentials:

    • Open the workflow in the n8n editor.
    • Locate the "Airtable" node and configure your Airtable API Key and Base ID.
    • Locate the "Gmail" node and configure your Gmail OAuth2 credentials.
    • Locate the "Slack" node and configure your Slack API Token.

  3. Configure Nodes:

    • Airtable (Trigger): Ensure this node is configured to listen for changes in your "Leads" table and specifically the "Property Type" and "Email" fields.
    • If: This node checks if Property Type is set. You might need to adjust the condition based on your Airtable field names.
    • Code: This node likely prepares the property type for the Airtable search. Review and adjust the JavaScript code if your Airtable field names or data structure differ.
    • Airtable (Search Properties): Configure this node to search your "Properties" table, using the Property Type from the previous node as a filter.
    • Gmail: Customize the email subject and body. Use expressions to dynamically insert lead and property details.
    • Slack: Customize the Slack message and target channel. Use expressions to include relevant lead and property information.

  4. Activate the Workflow:

    • Once configured, save the workflow.
    • Toggle the workflow to "Active" to start listening for new leads in Airtable.

Now, whenever a new lead with a specified property type is added or updated in your Airtable "Leads" table, this workflow will automatically find matching properties, email the lead, and notify your team on Slack.

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