Lead follow-up & inside sales

Qualify Rightmove and Zoopla letting enquiries with n8n, book viewing calendar slots, and acknowledge maintenance emails with urgent escalation

Luke Needham at Quantum Flow Automation documented a six-week n8n build for a five-person Bristol letting agency. Their Tenant Communication and Viewing Agent monitors the Rightmove and Zoopla enquiry inbox, qualifies each enquiry against the property's requirements (permitted occupancy, no-pets clause where applicable, basic affordability threshold), and books suitable applicants into the viewing calendar with a confirmation that includes the property address, viewing slot, and access instructions. The same agent handles maintenance emails: it logs the repair against the property record, sends an acknowledgement with the expected response timeframe, attaches the property's maintenance history for the team, escalates urgent issues (no heating, water ingress, security failures) immediately, and queues routine issues for the next working day. The documented audit trail supports Renters Rights Act maintenance obligations. Companion agents on the same stack cover compliance certificates and listing plus referencing.

At a glance

Tools used
n8nRightmoveZooplaGoogle Calendar
Category
Lead follow-up & inside sales
Audience
property manager, agent, team lead
Difficulty
Builder
Source
Three AI Agents, One Letting Agency, 71% More Properties Managed
Luke Needham (Quantum Flow Automation) · Case study · Jul 14, 2026
First step
List each available let with permitted occupancy, pets rule, affordability threshold, and open viewing calendar slots, then point an n8n workflow at the shared Rightmove and Zoopla enquiry inbox before any auto-replies go live.

Compliance note: Keep human judgement on tenancy decisions and landlord or tenant advice per ARLA Propertymark-style guidance cited in the source, escalate urgent repairs to a person immediately, and retain the enquiry and maintenance audit trail your local tenancy rules require.

Suggested prompt

Written by this directory, inspired by the source. Replace the [bracketed] parts.

You are the lettings enquiry desk for [agency] in [city]. Property requirements: [occupancy, pets rule, rent, affordability threshold, access notes]. Open viewing slots: [calendar list]. Incoming enquiry: [paste portal email]. 1) Qualify against occupancy, pets, and affordability. 2) If suitable, pick the next open slot and draft the confirmation with address, slot, and access instructions. 3) If not suitable, draft a polite decline that states the unmet requirement. 4) If this is a maintenance email instead, classify urgent (no heating, water ingress, security) vs routine, draft the acknowledgement with expected response timeframe, and list what the team needs from the property maintenance history. Do not invent availability or certificate status.

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