Email outreach engine for international property sales

Deliverables

• Apollo lead search, enrichment and HubSpot upsert
• XML listings feed sync to Google Sheets
• Daily 9 AM outreach with property rotation
• Engagement webhook scoring opens, clicks and replies
• MQL promotion with a Gmail alert to sales
• Scheduled follow-up workflow

The challenge

The agency's listings changed often and its buyer contacts lived in several places. Building a campaign meant pulling contacts by hand, checking which properties were still available and tracking who had already seen which listing. Opens, clicks and replies were not tied back to the CRM, so sales could not tell which buyers were warming up.

Our approach

A scheduled lead workflow searches Apollo for matching people, keeps those with an email, enriches them in groups of ten, normalizes the results, checks the email and upserts each contact into HubSpot. A property sync workflow fetches the agency's XML listings feed, handles HTTP errors, parses and normalizes the properties and upserts them into a Google Sheet. Every day at 9 AM, the outreach workflow pulls eligible HubSpot contacts, reads the property sheet, builds one email per contact featuring a property they have not been sent before, sends it through Apollo, marks the contact as sent and records which properties were used. An engagement webhook validates incoming events and switches on type: opens, clicks and replies each add to the contact's score in HubSpot, and when a contact qualifies and is not already an MQL, it is promoted and the sales team gets a Gmail alert. A separate scheduled workflow selects contacts due for a follow-up, matches them to properties and sends the follow-up through Apollo before updating their status in HubSpot.