Configuring HubSpot for a sales-focused estate agent

Right Now Residential (RNR) is a London-based estate agent that specialises in connecting people with their perfect homes. With a strong focus on sales, RNR handles dozens and dozens of leads daily, making efficient operations essential to their success.

Before partnering with us, RNR used a mix of basic systems across different parts of their business. This disjointed setup caused inefficiencies, missed opportunities and limited their ability to grow. Peter, the Founder and CEO, saw the need for a unified system to streamline operations and scale with the company.

We onboarded RNR to HubSpot, creating a tailored setup that consolidated their operations and put sales at the heart of their processes. Our solution was designed to handle their high lead volume efficiently while freeing up time for negotiators to focus on the best opportunities.

Key solutions delivered

Integrations with major property portals:

We integrated HubSpot with Rightmove, Zoopla and OnTheMarket, enabling automatic ingestion of leads into the CRM. This eliminated the need for manual data entry and ensured every enquiry was logged accurately.

Enquiry management:

Each lead was automatically linked to the relevant property, whether it was part of their general private rental sector (PRS) stock or a specific build-to-rent development.

Lead assignment:

Leads were automatically assigned to the correct negotiator based on the property in question, streamlining the handover process and ensuring leads went straight to the right person to handle their enquiry quickly.

White-labelled communications:

For build-to-rent developments requiring a specific approach, we set up automated white-labelled confirmation emails and other essential communications.

Pre-qualification:

We implemented pre-qualification processes to assess leads based on the property they enquired about and their submitted budget. Sub-par budget leads were added to an automated email sequence, maintaining customer service standards while saving time and allowing negotiators to prioritise high-value leads.

Viewing booking simplification:

Using HubSpot’s meeting scheduler, we simplified viewing bookings as address details, arrival instructions and other key information were already defined, saving negotiators from needing to type them out each time, as they would have to using Outlook.

Deal management:

We set up a deal pipeline that allowed negotiators to easily progress opportunities through stages, from initial enquiry to closing.

Results

The tailored HubSpot setup has transformed how RNR operates, delivering significant value across the board. Automation has cut down manual workload, allowing negotiators to manage high lead volumes with ease. Lead management has also improved dramatically, with leads now being captured, qualified and assigned seamlessly — ensuring no opportunity slips through the cracks.

The customer experience has seen a clear uplift too. With automated communications and more efficient processes, clients now receive a faster, more professional service. And looking ahead, the robust HubSpot system gives RNR the scalability they need to support continued growth as the business expands.