The 6-step lead flow

#The complete flow, step by step

#Step 1: Lead capture (email parser)

• Portails send leads via email to a dedicated address
• Parser extracts: name, phone, budget, area, timeline, property reference
• Parses both English and Arabic subject lines/headers
• Feeds structured data into the qualification engine
• Tech: Python email parser + regex on steinvault/agent-config/scripts/

#Step 2: Lead qualification (AI scoring)

• Budget check: Is the stated budget within the agent's price range?
• Area check: Is the requested area in the agent's coverage?
• Timeline check: When do they want to move?
• Scoring output: Hot (immediate call), Warm (WhatsApp + follow-up), Cold (archive)
• Rule: Hot leads < 30 seconds response, Warm leads < 5 min, Cold leads < 1 hour

#Step 3: WhatsApp message (first touch)

• Sent within 15 seconds of lead capture
• Personalised with the lead's name and property reference
• Includes a human-sounding intro from "Neo at Steinhoff Systems"
• Contains a question that prompts a response (qualifies intent)
• Tech: Twilio WhatsApp API

#Step 4: Voice call (second touch)

• Triggered if WhatsApp isn't read within 30 seconds (WhatsApp shows reads)
• Uses AI voice that sounds natural, not robotic
• Handles basic objection handling (price, timing, area)
• If connected to human: transfers to agent's phone
• Tech: Retell AI voice agent

#Step 5: Calendar booking

• If lead expresses interest, AI proposes viewing times
• Syncs with agent's Google/Outlook calendar
• Sends calendar invite with property address + agent contact
• Tech: Google Calendar API / Microsoft Graph API

#Step 6: CRM handoff

• Qualified leads pushed to agent's CRM (or simple Google Sheet for small agents)
• Includes full conversation transcript
• Tags: budget tier, area interest, timeline urgency
• Tech: Webhook → CRM API (Zoho, HubSpot, or Google Sheets)

#The timing rule

Every step must complete within these windows:

If it takes longer than 2 hours, you've lost the lead. Convert rate drops from 47% to 1.8%.