A leading force in the luxury real estate sector, this premier agency operates in Dubai and specialises in marketing and selling prestigious properties to a global clientele. With a focus on excellence and tailored customer experiences, the agency delivers unparalleled service across the high-end property market. Their commitment to innovation and efficiency led them to partner with Twopir Consulting to enhance operational workflows, data accuracy, and client engagement using Salesforce-based solutions.

The client faced operational inefficiencies that hindered growth and affected customer satisfaction. Disorganised property data, manual processes, and fragmented communication workflows created bottlenecks and reduced visibility across sales and compliance pipelines.

01. Disorganised Property Listings & Uncertain Availability

1. Inaccurate property data and inconsistent availability tracking led to overstocking and understocking issues.

2. Operational costs increased while customer trust declined due to mismatched listings.

02. Inefficient Lead Management

1. Manual lead capture resulted in missed opportunities and duplicate records.

2. Limited visibility into pipeline stages hampered team productivity.

03. Compliance and Communication Challenges

1.Manual address verification and disconnected mailing workflows caused errors and inconsistent communication.

2.Outdated AML processes increased compliance risks during transactions.

Salesforce CRM & Propertybase

1. Property Management: PropertyBase allows real estate professionals to store and manage property listings efficiently. You can track property details, images, location, and pricing, ensuring every listing is up-to-date and accessible. Additionally, properties can be assigned to agents or teams, helping streamline workflow and accountability.

2. Lead and Contact Management: The platform enables you to capture leads from multiple sources, including websites, email campaigns, and referrals. It also tracks client interactions and communications, giving agents a complete view of client engagement. PropertyBase can automate lead assignment to agents, ensuring timely follow-ups and improved conversion rates.

3. Transaction Management: PropertyBase helps manage deals and contracts efficiently, providing a centralised location for all transaction data. You can track transaction stages and closing timelines, reducing delays and errors. It also integrates with legal and financial workflows, ensuring compliance and smooth operations.

4. Analytics & Reporting: PropertyBase comes with built-in dashboards to monitor sales performance, lead conversion, and revenue tracking. You can also create customizable reports for property performance and agent efficiency, enabling data-driven decision-making across your business.

Royal Mail Integration

1. Streamlined Mail Management: Automates physical mail and client communications, reducing manual effort.

2. Accurate Address Validation: Ensures property and client addresses are correct, minimising delivery errors and improving data quality.

3. Label & Postage Generation: Agents can create Royal Mail shipping labels and postage directly from Salesforce or Propertybase, saving time.

4. Real-Time Tracking: Provides visibility into the status of contracts, brochures, and legal documents.

5. Automated Client Notifications: Send updates to clients when items are dispatched or delivered, enhancing transparency and satisfaction.

6. Reporting & Analytics: Tracks mailing performance, optimises marketing campaigns, and manages costs effectively.

Nintex & PandaDoc

1. Generate Contracts and Offers Automatically: Generate purchase agreements, rental agreements, listing agreements, and offers directly from PropertyBase records like Leads, Contacts, or Opportunities. PandaDoc templates prefill client, property, and deal details, saving time and reducing manual errors.

2. eSignatures for Faster Closings: Send contracts, offers, or agreements for electronic signatures directly from PropertyBase. Once signed, the document status automatically updates in Salesforce/PropertyBase, speeding up deal closings.

3. Track Document Engagement: PandaDoc tracks who opened the document, how long they spent on each page, and when it was signed. PropertyBase displays this activity on client or deal records for better follow-ups.

4. Automate Approval and Workflow Processes: Set up approval workflows for listings, offers, or contracts using PandaDoc and Nintex. For example, a listing agreement can automatically route to a broker for approval before sending to the client.

5. Centralised Document Management: All documents created with PandaDoc are stored in Salesforce/PropertyBase. Agents can access contracts, offers, and proposals from the client or property record, ensuring a single source of truth.

Twopir Consulting engaged with the client through a structured methodology designed to deliver fast, measurable results while ensuring long-term operational excellence.

Step 1: Diagnostic Audit

1. Analysed existing workflows, data quality, and system integrations.

2. Identified gaps in lead management, property tracking, and compliance processes.

3. Mapped technology stack and integration points for optimization.

Step 2: Implementation & Automation

1. Customised Salesforce modules including inventory tracking, lead routing, and AML workflows.

2. Automated property inventory and lead routing within Salesforce.

3. Integrated PandaDoc, Nintex, and Royal Mail API for contract, e-signature, and address verification workflows.

4. Developed custom dashboards and reports for real-time visibility.

Step 3: Refinement & Enablement

1. Conducted end-user training for sales and operations teams.

2. Refined automated sequences and dashboards based on feedback.

3. Monitored KPIs to ensure measurable gains.

Enhance Prospect Discovery

By building a custom inventory management tool within Salesforce, agents quickly access accurate property data and availability, reducing search times and improving customer satisfaction. Personalised recommendations enhance lead conversion by aligning properties with client preferences.

Intelligent Lead Routing

Automated lead capture ensures no opportunity is missed. Custom dashboards provide real-time pipeline visibility, empowering sales teams to prioritise high-value prospects efficiently and reduce lead response times by 40%.

Integrated Address Verification

Connecting Royal Mail services directly into Salesforce eliminates manual address validation. This integration reduces errors, enhances data completeness, and ensures smoother communication with global clients.

Automated Document Workflows

Nintex and PandaDoc integrations streamlined contract generation and e-signature processes. Real-time tracking and automated notifications help agents close deals faster while ensuring compliance and record accuracy.

Centralised Compliance & AML Checks

Digitising AML workflows and integrating identity verification tools helped the client enforce robust compliance standards. Risk scoring and automated validation rules ensure thorough transaction monitoring.

Transparent Commission Management

A custom module for commission tracking brought full visibility into broker performance and payment workflows. Automated tracking helps prevent disputes and maintain accurate forecasting.

35% Faster Onboarding

Automated provisioning reduced errors and sped up lead integration into the pipeline, from an average of 5 days to 3.25 days.

40% Productivity Boost

Streamlined workflows cut manual workloads by 40%, allowing teams to handle 40% more deals monthly.

30% Integration Efficiency Increase

Advanced automations and integrations enhanced service delivery, increasing customer satisfaction and revenue velocity by 50%.

Overall, these changes drove a 25% MoM pipeline increase, positioning the agency for scalable growth.