The argument for automating a property account has been made twice on this blog already — the listing that outlives the flat, and what a captured enquiry actually contains. This is not that. This is the sheet you work from on the afternoon you sit down and build the thing.
Seven automations. Build them in this order. Six of them you build once and leave alone forever; the seventh you build fresh for every listing and retire the day it sells.
Before anything: the refusal list
The first thing that goes into the account is not an automation. It is the list of words that stop one.
Negative keywords apply to every automation you build, and they are what stands between a template and a conversation it has no business joining. For a property account the list has three parts.
Money and rules. valuation, rate, worth, stamp duty, registration, RERA, loan, EMI, eligibility, tax. Every one of those is either a number that moves or a rule that varies by jurisdiction, and neither belongs in a template.
Trouble. refund, token, cancel, possession, delay, builder, complaint, legal, paisa. A buyer who has already paid something and is unhappy must reach a person, immediately, with no cheerful template in between.
People who are not buyers. broker, collab, partnership, list my, channel partner. High volume in this industry, and none of it wants a buyer template.
Matching folds case and punctuation, and Latin accents, so RERA, rera and Rera. are one word. It does not fold Indic vowel signs — दाम and दम are two different words as far as the matcher is concerned — and it matches whole words, so price does not catch pricing. Write both if you want both.
The six that never change
- The location automation. Trigger
location,address,where,map,kahan. Public reply: one warm line. Private reply: the map pin and a landmark, because a pin alone is not enough in most Indian cities. Capture off — this one is not a lead, it is a courtesy. - The site-visit automation. Trigger
visit,site visit,viewing,dekhna. Private reply says which days you do visits and asks for a name and a number. Capture on. This is your highest-intent trigger and it deserves the shortest reply on the account. - The brochure automation. Trigger
brochure,plan,floor plan,layout. Sends the link. Capture on. Costs nothing at any volume because it is one fixed template. - The area automation. Trigger
school,metro,hospital,market. A short honest answer about what is nearby, with no distances stated to the minute. Capture on. People asking these are buying to live, which is the split that changes your entire follow-up. - The sold-post automation. For listings you keep on the grid as portfolio. It says this one is sold and asks what they are looking for. This converts far better than it has any right to, because somebody watching a walkthrough of a sold flat has just told you exactly what they want.
- The out-of-area automation. Trigger on the city names you do not cover. A polite, immediate no is worth more than a slow one, and it stops you working a list of people you cannot serve.
The seventh: one per listing, with a demolition date
The listing automation is different in kind. It is a temporary structure attached to a permanent object.
Restrict it to that post under Advanced. Give it a trigger word specific enough that ordinary comments do not fire it — the tower name beats PRICE, which is already in half your comment section. Put the detail sheet in the private reply and nothing at all in the public one. Then write the switch-off date somewhere you will actually look, in the same checklist as taking the board off the gate.
The settings under Advanced, and what each is for
Specific posts. Non-negotiable for listing automations. An account-wide trigger across sixty listing posts is a machine for sending the wrong floor plan.
First-time senders only. Leave it off for anything a returning buyer might ask. A repeat client who comments on a new listing should not be filtered out because they have written before.
Quiet hours. Set in your buyers' timezone, not yours. Property reels travel to people six hours away, and a 3am reply from a brokerage reads as a bot even when it is correct.
Rate budget. A walkthrough that lands behaves nothing like the rest of your grid. Cap it. A comment stays answerable for seven days, counted per comment, so the queue drains long before anything expires.
Test on yourself, every time
The button exists because of one specific error, and every agent makes it: you duplicate the automation for the next tower, change the trigger word, and forget to change the link.
Test on myself runs the whole pipeline — every check in order, the real reply, delivered to your own account. It is the only way to catch a copy-paste mistake before it goes to two hundred people.
Then go live with one. Watch it for a week, read what got blocked and why, and build the second one after that rather than before.
What this costs and what it does not do
Every automation on this sheet is a fixed template, and templated replies are free and unlimited. A credit is spent only when the AI writes a new reply, one credit per reply — the genuinely unusual questions, not the tail. Free tier is 100 credits, no card; packs start at ₹499.
It does not post, schedule or caption anything, so the reel is still yours to make and the trigger word is still yours to put in the caption. No caption line, no comments, no flow — that part is genuinely your job.
It has no idea whether a property is available, cannot value anything, cannot confirm a visit against a diary it cannot see, and cannot message anyone who has not messaged you first. No CRM sync; leads export as CSV. No WhatsApp. Takeover stands the automation down the moment you reply by hand.
Official Graph API only, which sets the two clocks everything above runs on: seven days per comment, twenty-four hours inside a DM thread, restarted only by their next message. What each check does before a reply is sent is worth reading before you go live rather than after.