Incoming emails filtered by category in Microsoft Outlook
Outlook APIEmail Automation
Real Estate Email Parser & Automation System
Parses 100–150 ERP property emails a month into a live showings dashboard with automated feedback collection.
Overview
What we built
A real estate agency was receiving 100–150 property-related emails per month from their ERP system—new showing requests, reschedules, cancellations, and feedback requests. Managing these manually took significant time and made it hard to track showings, agent activity, and client feedback. We built a fully automated Email Parser and Workflow Management System to organize these emails, extract property details, and track showings in a centralized dashboard.
The challenge
Why automation was needed
Managing inbound ERP email manually created friction across the team:
- 100–150 ERP emails per month arriving with no automated processing
- Team members spending 4–5 minutes per email reviewing and updating spreadsheets
- No real-time visibility into showing statuses across all listings
- Buyer feedback collected inconsistently or not at all
- No centralized place for agents to see activity across all properties
The solution
How the workflow runs
An automated parsing and tracking pipeline turned raw inbound email into a structured, real-time view.
Listing ID, property name, agent details, and status extracted
n8n (text parsing nodes)All showing data written to a centralized real-time dashboard
Google Sheets / DBAfter each showing, automatic SMS sent to collect buyer feedback
Twilio SMSFeedback responses stored directly in the tracking system
n8n + Google SheetsStatuses tracked
ScheduledRescheduledCancelledDeclinedCompletedFeedback Received
Tech stack
Tools that power it
Workflow Automationn8n
Email SourceMicrosoft Outlook API
SMS FeedbackTwilio
Dashboard & StorageGoogle Sheets / Database
Impact & results
What changed after launch
MetricBeforeAfterImprovement
Time per email4–5 minutes0 minutes100% eliminated
Monthly manual work8–12 hoursFully hands-free10+ hours saved
Showing visibilityNoneReal-time dashboardFull visibility
Feedback collectionInconsistent100% automatedConsistent
Outcome
The bottom line
The agency now automatically tracks every showing and feedback update—eliminating manual effort, improving data accuracy, and giving agents more time to focus on clients and sales.