Lead & CRM Automation
Rental Lead Automation Platform
Turns an inbound rental inquiry email into a fully created guest card in the property management system automatically — no manual data entry.
Overview
Developed an automation that processes incoming rental inquiry emails, extracts prospect information, matches properties through a lookup system, and creates guest cards automatically using a property management API.
Problem
Every rental inquiry email had to be read, its details manually typed into the property management system, and matched to the right property by hand — a repetitive, error-prone process every single time a lead came in.
Business Goal
Get a new inquiry into the property management system as a guest card, correctly matched to its property, within seconds of the email arriving — with zero manual re-typing.
Architecture
System design
A Power Automate flow triggers on incoming inquiry emails, parses the unstructured email body into structured prospect fields, cross-references the property using an Excel Online lookup table, and calls the property management REST API to create the guest card — sending a success or error notification on completion.
Challenges
What made this hard
Inquiry emails aren't structured — property names are written inconsistently across different lead sources.
Built a fuzzy-matching lookup against the property table instead of requiring an exact string match, with a fallback notification when no confident match is found so no lead silently disappears.
Business Impact
What it changed
Reduced manual lead entry from several minutes per inquiry to a fully automated process completed in seconds, saving significant daily administrative time.
~5–10 min / inquiry
Manual entry time (before)
Seconds
Automated processing time
Lessons Learned
- The messiest part of automating a 'simple' process is almost always the unstructured input, not the API integration at the end.
Future Improvements
- Add confidence scoring on property matches and route low-confidence matches to a human review queue instead of a hard fail.
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