Lease More Spaces Faster with WhatsApp Automation

Handle 100+ space inquiries monthly without chaos. Instant property details, automated site visits, virtual tours, and lease proposal tracking—all on WhatsApp.

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45%
Higher conversion rate
Instant responses and follow-ups close more deals
15+ hrs
Saved per week
Automate inquiries, site visits, and document collection
60%
Fewer site visit no-shows
Automated reminders ensure prospects show up
85%
Tenant retention rate
Renewal reminders keep long-term tenants happy
The Problem

Challenges Commercial Leasing Firms Face

Drowning in Space Inquiries

100+ calls and messages weekly asking about office spaces, retail units, warehouses. Half are tire-kickers, but you can't ignore any because some are serious.

Site Visit Coordination Chaos

Coordinating site visits across multiple properties is a nightmare. Double bookings, no-shows, and last-minute cancellations waste hours daily.

Leads Fall Through Cracks

After sending property details, most prospects go silent. You forget to follow up, and they sign with competitors who stayed in touch.

Manual Lease Documentation

Collecting documents, sharing lease drafts, explaining terms—everything is manual. Clients delay because they're confused or documents get lost.

Lease Renewals Forgotten

Tenants' leases expire and you realize too late. They've already started looking elsewhere, and you lose good tenants because you didn't follow up in time.

No Market Intelligence

Competitors grab clients by sharing market updates, vacancy alerts, and new listings. You only contact prospects when they inquire, not proactively.

Solutions

10 Ways WhatsApp Automation Grows Your Commercial Leasing Business

Handle more inquiries, convert more leases, and retain tenants longer

1

Instant Space Inquiry Response

Rule Starter+ $29

When someone inquires about commercial space, instantly send portfolio overview, available properties, and how to schedule a viewing.

TRIGGER: Any new message
ACTION: Send welcome message with portfolio overview
THEN: Tag contact as "New Inquiry"
THEN: Notify relationship manager for quick response
How it works: Sets clear expectations immediately. Prospects know what's available and what info you need. This qualifies leads automatically - serious prospects reply with requirements, tire-kickers drop off. Your team can focus on qualified leads only.

Workflow tip: Include a link to your property listing website or PDF brochure in the welcome message for self-service browsing.
2

Automated Requirement Analysis

Journey Starter+ $29

Guide prospects through a requirement questionnaire to capture space type, area, budget, location, and timeline - automatically.

JOURNEY: Requirement Capture
TRIGGER: Contact replies with initial interest
STEP 1: Ask space type (Office/Retail/Warehouse/Restaurant)
STEP 2: Ask area requirement
STEP 3: Ask budget range
STEP 4: Ask preferred location
STEP 5: Ask move-in timeline
STEP 6: Confirm requirements and send matching properties
How it works: Instead of back-and-forth messages, one Journey captures everything. Multiple choice answers make it easy - clients just reply A/B/C/D. All requirements auto-saved to their contact profile. Your team sees qualified leads with complete details ready to send property matches.

Workflow tip: Branch the Journey based on answers - luxury office seekers get premium properties, budget seekers get affordable options.
3

Property Site Visit Scheduler

Journey Starter+ $29

Let prospects book site visits by choosing date and time. Send automatic confirmations, reminders, and location details.

JOURNEY: Site Visit Booking
TRIGGER: Prospect replies "YES" to site visit
STEP 1: Show available time slots
STEP 2: Confirm selected slot
STEP 3: Send confirmation with property addresses
DAY -1: Send reminder with directions
HOUR -2: Send "starting soon" reminder
AFTER VISIT: Request feedback and next steps
How it works: No more phone tag trying to coordinate schedules. Prospects book when convenient for them. Auto-reminders reduce no-shows by 60%. Your team gets organized calendar of scheduled visits. Post-visit follow-up happens automatically while interest is hot.

Workflow tip: Send property brochures and video walkthroughs 1 day before the visit so prospects come prepared with questions.
4

Virtual Property Tour Delivery

Rule Starter+ $29

Instantly send video tours, 360° walkthroughs, and photo galleries when prospects can't visit in person or want a preview first.

TRIGGER: Message contains "photos" OR "video" OR "virtual tour"
ACTION: Send property media package (videos, photos, 360° tour)
THEN: Tag contact as "Virtual Tour Sent"
THEN: Set 2-day follow-up reminder
---
TRIGGER: Contact tagged "Out of City"
ACTION: Automatically send virtual tour options
How it works: Pre-recorded video tours and 360° walkthroughs save time - you don't need to physically show properties to every inquiry. Out-of-city prospects can evaluate spaces remotely. Many clients shortlist properties virtually before flying in for final visits, making in-person visits more efficient.

Workflow tip: Create separate video tours for different space types (furnished vs bare shell, premium vs budget) to match prospect needs.
5

Lease Proposal & Negotiation Tracker

Sequence Starter+ $29

After site visits, automatically send lease proposals, follow up on decisions, and guide through negotiation process with structured messages.

SEQUENCE: Lease Proposal Follow-up
DAY 0: Send lease proposal PDF (after site visit)
DAY 2: Follow up if no response - "Did you review the proposal?"
DAY 4: Send comparison with similar properties
DAY 7: Final follow-up - "Still interested? Other clients viewing this space"
---
When prospect shows interest:
NEXT: Guide through documentation checklist
How it works: Structured follow-up ensures no lead goes cold. Timely reminders create urgency (other clients interested). PDF proposals look professional and easy to share with partners/stakeholders. Automated sequence handles follow-up so your team focuses on active negotiations, not chasing silent leads.

Workflow tip: Send competitor comparison (your property vs others in same area) on Day 4 to justify pricing and build value.
6

Document Collection Automation

Journey Starter+ $29

Once lease is agreed, guide clients through document submission with checklist, reminders, and confirmation messages.

JOURNEY: Document Collection
TRIGGER: Lease agreed, tagged "documentation-started"
STEP 1: Send complete checklist
STEP 2: Track each document received (auto-update checklist)
STEP 3: Send reminders for pending documents every 2 days
STEP 4: When all received, send lease draft
STEP 5: Schedule lease signing appointment
How it works: Clear checklist prevents "what documents do you need again?" calls. Live tracking shows progress - client sees checklist update as they send docs. Automated reminders keep momentum going. Documents come via WhatsApp (no email confusion). Process that took 2-3 weeks now completes in 5-7 days.

Workflow tip: Accept documents via WhatsApp, but automatically send confirmation email with all docs attached as backup record.
7

Fit-out Coordination Support

Sequence Starter+ $29

Help new tenants with fit-out/renovation by sharing contractor contacts, approval processes, and timeline coordination.

SEQUENCE: Fit-out Support
DAY 0: Send fit-out guidelines and vendor list (after lease signed)
DAY 3: Check if they need vendor introductions
DAY 7: Remind about approval process for structural changes
DAY 14: Check fit-out progress
DAY 21: Confirm move-in date
DAY 30: Send move-in checklist and handover details
How it works: Proactive support builds relationships beyond just lease transactions. Tenants appreciate vendor recommendations - saves them research time. You stay involved during fit-out, preventing unauthorized modifications. Smooth move-in experience increases tenant satisfaction and retention. Happy tenants refer more clients.

Workflow tip: Partner with 2-3 reliable contractors and earn referral fees - creates additional revenue stream while helping clients.
8

Move-in Assistance & Handover

Journey Starter+ $29

Guide tenants through final move-in process with handover checklists, utility activation help, and facility induction.

JOURNEY: Move-in Process
TRIGGER: Move-in date approaching (7 days before)
DAY -7: Send move-in checklist and handover details
DAY -3: Confirm handover appointment
DAY -1: Reminder with documents to bring
DAY 0: Handover completion confirmation
DAY +1: Share building facilities guide & emergency contacts
DAY +7: Check-in on settling in, address any issues
DAY +30: First month feedback call
How it works: Structured onboarding creates professional impression. Clear checklist prevents handover day confusion. Utility guidance helps tenants get operational faster. Post-move-in follow-up shows you care beyond just collecting rent. Early issue resolution prevents complaints and maintains good relationship. First 30 days set the tone for entire tenancy.

Workflow tip: Create a digital "Building Handbook" PDF with all facility info, rules, emergency contacts, nearby services - share on move-in day.
9

Lease Renewal Reminders

Sequence Starter+ $29

Never lose good tenants to forgetfulness. Auto-remind about upcoming lease expirations 6/3/1 months before, with renewal proposals.

SEQUENCE: Lease Renewal
MONTH -6: Soft reminder - "Lease expires in 6 months, let's discuss renewal"
MONTH -3: Formal renewal proposal with terms
MONTH -2: Follow-up if no response, offer incentives
MONTH -1: Urgent reminder, need decision for planning
WEEK -2: Final call - "Renewing or moving out?"
---
If RENEWING: Start renewal documentation
If NOT RENEWING: Start finding replacement tenant
How it works: Early reminders give tenants time to decide and you time to plan. Incentives for early renewal (free month, no deposit increase) encourage commitment. If they're leaving, 6-month notice lets you find replacement without vacancy gap. Renewal rate improves from 60% to 85% with proactive outreach. Retention is cheaper than finding new tenants.

Workflow tip: During renewal discussions, ask for feedback on their experience. Address any issues before they become reasons to leave.
10

Market Update Broadcasts

Campaign Starter+ $29

Stay top-of-mind with prospects and clients by sending monthly market reports, new listings, rental trends, and investment opportunities.

CAMPAIGN: Market Updates
MONTHLY: Market trends, new listings, rental updates
TARGET: All prospects + existing clients
TIMING: First Monday of every month, 10 AM

QUARTERLY: In-depth market report PDF
TARGET: Serious prospects + investors
TIMING: Every quarter end

INSTANT: Hot property alerts
TARGET: Segment by budget/area preference
TIMING: When premium listing available
How it works: Regular market updates position you as the expert. Prospects who inquired 6 months ago but didn't lease stay engaged - when they're ready, you're top-of-mind. Existing tenants appreciate market intelligence for their own planning. Investors get deals before competitors. Segmented broadcasts (BKC prospects get BKC updates) maintain relevance and engagement.

Workflow tip: Include 1-2 success stories each month ("We helped XYZ company find their dream office") to build credibility and show results.
CRM

Your pipeline, pre-configured

Drag prospects through stages. See at a glance who's viewing, who's negotiating, and who needs renewal follow-up.

Inquiry
Space requested
Site Visit
Tour scheduled
Proposal
Terms sent
Documentation
Papers processing
Leased
Agreement signed
Renewal
Long-term tenant

CRM Lite add-on: +$10/mo on Pro plan, included in Business

Capabilities

What You Can Achieve

Capability Starter
$29/mo		 Pro
$99/mo		 Business
$470/mo
Instant space inquiry response ✓ ✓ ✓
Automated requirement analysis ✓ ✓ ✓
Property site visit scheduler ✓ ✓ ✓
Virtual property tour delivery ✓ ✓ ✓
Lease proposal & negotiation tracker ✓ ✓ ✓
Document collection automation ✓ ✓ ✓
Fit-out coordination support ✓ ✓ ✓
Move-in assistance & handover ✓ ✓ ✓
Lease renewal reminders ✓ ✓ ✓
Market update broadcasts ✓ ✓ ✓
Customer contacts Up to 500 Up to 5,000 Up to 25,000
Team members 2 5 15

Prices in USD. View pricing in your local currency →

RECOMMENDED FOR COMMERCIAL LEASING FIRMS

Pro Plan - $99/month

Prices in USD. View pricing in your local currency →

Ideal for commercial leasing firms managing multiple properties and long-term client relationships. Includes document automation, renewal management, and market broadcasts.

Up to 5,000 contacts
5 team members
Lease renewals
Market updates
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Independent agent with smaller portfolio? Starter Plan ($29/mo) covers inquiry management, site visits, and basic automation.

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