Keey – AI Automations
Keey – n8n & OpenAI project completed in 7 days
About the Client
A top-tier UK property management company specializing in short-term and mid-term rental management across major cities. The company manages hundreds of properties and provides end-to-end services including marketing, pricing optimization, maintenance, and guest support. The firm operates in a highly competitive property management market where speed, responsiveness, and professionalism directly impact conversion rates.
Challenges
The client faced several operational challenges:
Manual, slow intake process
All inquiries via email or SMS were handled manually. Response delays caused loss of interest and reduced conversions. Team struggled to keep up during high-volume periods, and staff spent excessive time sending repetitive messages.
No standardized lead qualification system
Intake conversations were inconsistent, lead quality varied dramatically, and staff had to manually ask follow-up questions to fill gaps. There was no structured data capture to support cleaner CRM records.
Inconsistent nurture follow-ups and missed opportunities
No automation for daily/weekly re-engagement. Many leads went cold due to lack of consistent communication. No system to handle inquiries outside business hours, and leads arriving at night often waited 8–12 hours before a response.
Objectives
The client set out to achieve the following goals:
- Faster, consistent, AI-powered lead intake process
- Automation for daily and weekly nurturing sequences
- AI that could handle both email and SMS inbound/outbound conversations
- Structured data capture to support cleaner CRM records
- 24/7 lead engagement capability without adding headcount
Solution
We deployed a tailored solution for the client:
AI intake engine with instant responses
AI reads conversation history, determines next question, captures structured data, and stores responses in the database. Handles all inbound messages 24/7 with zero waiting time for prospects.
Automated qualification and lead scoring
Collects budget, property type, location preferences, timeline, and readiness to move forward. Assigns a qualification score and flags leads ready for immediate sales contact.
Integrated multi-channel nurturing
Cold outreach sequences, daily and weekly drip campaigns, and event-triggered follow-ups. AI writes and adapts message tone automatically, maintaining consistent engagement.
Seamless CRM integration and smart lead handoff
Clean lead profiles pushed to CRM with full intake data, AI-generated conversation summary, and qualification score. Instant agent notifications when leads are qualified, eliminating all manual data entry.
Outcome
By adopting our solution, the client experienced significant improvements:
- 24/7 lead intake with AI responding instantly at any time
- 70% faster intake process with structured qualification completed within minutes
- Consistent lead nurturing with no dropped or forgotten leads
- Higher lead quality delivered to sales with only fully qualified leads sent to agents
- Major time savings for staff with estimated 10 –15 hours saved weekly
- Improved data accuracy with AI capturing structured fields with no errors
- Scalable growth with intake capacity expanding automatically without additional hiring
"The AI intake system has completely transformed our lead management. We now respond instantly to every inquiry, qualify leads consistently, and our sales team receives ready-to-close leads. The time savings alone have been incredible, and we can scale without adding staff."
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