Portal enquiries, open home lists, and Rex finally talking to each other
A small agency's leads arrive from the portals, the website, Instagram, and the clipboard at Saturday's open home. Then someone copies them into Rex by hand, or doesn't. We connect those tools so each enquiry and sign-in lands in Rex on its own, tagged to the right listing. Your buyer database stays current without a Monday morning of data entry. A person still decides which buyers get a call first.
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Connections that save a small agency hours
Portal enquiries into Rex
Enquiry emails from the portals are read from Gmail and added to Rex against the right listing, with the buyer's question attached.
Open home sign-ins
Names and numbers from your sign-in form go into Rex the same afternoon, ready for the follow-up.
Instagram and Facebook leads
Messages and lead forms from Meta Business Suite are added to the buyer database, so a social enquiry gets the same follow-up as a portal one.
Appraisal bookings
Calendly bookings for appraisals create the contact and the task in Rex, so nothing depends on someone remembering.
Where the leads get lost
In a boutique agency, a buyer can reach you five different ways in one weekend. A portal enquiry lands in Gmail. A message comes through Instagram. A couple writes their names on the clipboard at the open home. A neighbour books an appraisal through Calendly. Each of those should end up in Rex against the right listing, but copying them in is the job everyone means to do on Monday. By Wednesday, half of them still aren’t there.
How the tools get connected
Connecting your tools (the industry calls it data pipelines) means moving information between the apps you already use, so it arrives where you need it without anyone retyping it. For an agency, the target is Rex. We read portal enquiries from Gmail, pick up social leads from Meta Business Suite, and collect open home sign-ins from a simple form. Each one is checked against your existing contacts, then added to Rex and linked to the listing. Once the data is in one place, an AI helper can draft the follow-ups from it.
What this looked like for a rent roll
We work with a solo property manager with 140 rentals whose tenant repair requests came by text, email, and the portal. Gathering them into one Airtable list was the first step. An AI helper then sorts each request, asks the tenant for photos, and drafts the job for the tradie. Requests are now logged the same day. Urgent jobs still go to a phone call. The sales side of an agency has the same three-inbox problem, only with buyers instead of tenants.
Where a connection falls short
A connection is only as good as the information going in. If a buyer gives a nickname and a wrong number on the sign-in sheet, it lands in Rex that way. Some portals also change their email format without warning, so we check the connections in our monthly time and fix them when they break. Deciding which buyer to call first stays with the agent who met them.
If your buyer database is always a week behind, get your AI Starter Plan and tell it where your leads come from.
Related
Read about our Connecting your tools service, and how we help small teams in real estate.
Small teams we work with
How a solo business coach gathers enquiries from three places into one list each morning
How a six-person cafe gathered its catering orders into one sheet and missed none in two months
How Still Water Day Spa lifted its rebooking rate from 31% to 44% in three months
Common questions
Why not use Rex's own integrations?
Will this create duplicate contacts?
Is buyer data safe moving between tools?
What does it cost?
What still needs a person?
Find out where your leads are slipping through
List the places your buyer enquiries arrive. Get your AI Starter Plan and you'll see which connection to build first.
Get your AI Starter Plan