Automated lead capture from property portals and website forms

Purpose

1.1. Capture leads automatically from property listing portals and direct website forms to centralize prospects, eliminate manual entry, speed up follow-ups, synchronize CRM records, and maximize lead conversion potential across web and aggregators.
1.2. Ensure real-time ingestion of lead info, deduplication, and instant routing to sales/lettings team with tracking via CRM or notification systems.
1.3. Reduce staff workload, improve reporting, and facilitate analytics by extracting structured data on prospect requirements (e.g., location, budget, move-in date) for targeted sales activity.

Trigger Conditions

2.1. New lead submitted on agency website form (POST or webhook event).
2.2. New inquiry received via property portal (API webhook, email parsing, or direct partner feed).
2.3. Lead imported via bulk upload to connected system (CSV, XML, JSON).
2.4. Scheduled polling of portals or scraping event detects new listing inquiries.

Platform Variants

3.1. Salesforce
• Feature: Web-to-Lead Form
• Setting: Configure endpoint to accept POST data; map fields to lead object.
3.2. HubSpot
• Feature: Forms API
• Setting: Use Forms API endpoint for data posting; setup workflows for post-capture actions.
3.3. Zoho CRM
• Feature: API - Leads Module
• Setting: POST /crm/v2/Leads with form/portal data mapped to fields.
3.4. Google Sheets
• Feature: App Script Webhook
• Setting: Script receives form/portal payload; appends as new row.
3.5. Pipedrive
• Feature: Lead API
• Setting: POST to /leads endpoint with JSON payload.
3.6. Microsoft Dynamics 365
• Feature: Web API - Lead Entity
• Setting: Use POST to /api/data/v9.0/leads to create records.
3.7. Mailchimp
• Feature: Audience API
• Setting: Add lead to list using POST /lists/{list_id}/members
3.8. Slack
• Feature: Incoming Webhooks
• Setting: POST new lead summary to designated channel webhook.
3.9. Gmail
• Feature: Filter + Script
• Setting: Use filter to forward portal leads to parser service.
3.10. Airtable
• Feature: API Record Create
• Setting: POST to /v0/{baseId}/{tableName} for new entries.
3.11. Asana
• Feature: Task Creation API
• Setting: POST to /tasks with lead payload, assign to sales.
3.12. Monday.com
• Feature: Board Items API
• Setting: Create item via POST /boards/{board_id}/items
3.13. Notion
• Feature: Database API
• Setting: POST to /v1/pages with lead data in properties.
3.14. Intercom
• Feature: Contacts API
• Setting: POST /contacts, map form fields to user attributes.
3.15. Freshsales
• Feature: Lead API
• Setting: POST to /crm/sales/api/leads
3.16. Zapier
• Feature: Webhooks & App Integrations
• Setting: Trigger with webhook; send to CRM or aggregator.
3.17. Integromat (Make)
• Feature: Webhook + Integration Modules
• Setting: Webhook for form/portal leads, map to destination.
3.18. Facebook Lead Ads
• Feature: Webhooks or API
• Setting: Subscribe app for webhook, POST to CRM endpoint.
3.19. Yardi
• Feature: API or Datafeed
• Setting: Pull new prospect data via API and insert into CRM.
3.20. RealPage
• Feature: Contact API
• Setting: Capture leads via /contacts endpoint with inquiry info.
3.21. Docparser
• Feature: Email/PDF to JSON
• Setting: Auto-parse attached emails from portals, send result via webhook.

Benefits

4.1. Eliminates delays, ensuring all leads are responded to in minutes for maximum conversion odds.
4.2. Avoids data loss and duplicates by automating record creation and validation.
4.3. Increases visibility and accountability for follow-up, with activity tracked in real time.
4.4. Scales seamlessly as inquiry volumes grow, with no increase in manual admin workload.
4.5. Improves reporting and analytics accuracy, powering better marketing spend allocation and pipeline forecasting.