Automate Zillow Lead Workflow

Show case the portfolio.

I need our Zillow inquiries to flow seamlessly from first contact through follow-up without anyone copy-pasting a thing. When a prospect submits through Zillow, a friendly, personalized auto-reply must reach them within minutes, their details must drop into the existing Google Sheets lead & wait-list workbook, and that sheet has to stay perfectly synced even if a record is edited later.

Every morning by 9 a.m. Eastern I also want a fresh “Who to Call Today” view that surfaces the newest or most promising leads so the sales team can work straight from the list instead of digging around.

Here’s how I picture the build:

• Trigger: Zillow forwarding email (or API if you know a better method).
• Automation layer: Zapier, Make, n8n—use whichever you’re strongest in, but document the workflow clearly.
• Messaging: Twilio or any SMS tool that lets us personalize the auto-reply, log delivery, and throttle volume.
• Data store: Keep using our current Google Sheets workbook; add only the columns or hidden sheets you need for tracking statuses, timestamps, and next-action dates.

Acceptance criteria
1. A new Zillow inquiry generates an auto-reply in under 2 minutes, and the message content pulls the correct property name and rent.
2. The lead record appears in the “Leads & Waitlist” tab with no duplicates and all Zillow fields mapped.
3. Any status change in the sheet (e.g., “Contacted”, “Tour Scheduled”) updates the automation so the same lead isn’t re-messaged.
4. The daily “Who to Call” tab or filtered view refreshes automatically and shows no stale leads.
5. A short Loom walkthrough and exported workflow file are provided so I can maintain it.

If you’ve ever stitched together Zillow, Sheets, and an SMS gateway before, this should be quick work. Show me one Zapier, Make, or n8n scenario you’re proud of and tell me what you would check first if a rent reminder ever went out with the wrong amount. Let’s make sure no potential tenant falls through the cracks.