1,000 leads in 36 hours: how to filter out 97% of the noise so your team only talks to serious prospects
2026 · Barcelona
Roberto
Olan Partners
The Challenge
En Barcelona, publicar un piso en Idealista es abrir una compuerta. En 36 horas pueden llegar más de 1.000 personas interesadas en un solo inmueble. Llamadas, correos, mensajes de WhatsApp, todo al mismo tiempo, todo urgente, todo a mano.
Antes del sistema, una persona se encargaba de gestionar cada contacto individualmente: responder correos, llamar, pedir documentación, coordinar visitas. Un proceso que consumía al menos 4 horas diarias y que, con picos de demanda así, era simplemente insostenible.
El problema no era falta de interesados. Era que el equipo no podía distinguir rápidamente quién iba en serio de quién solo preguntaba por curiosidad.
"We'd list an apartment and drown in messages. It was impossible to reply to everyone while also knowing who was actually going to rent."
The Solution
Diseñamos un sistema de filtrado inteligente en 6 etapas que combina automatización, inteligencia artificial y gestión humana en el momento justo, sin mecanizar la experiencia.
Leads
When someone gets in touch through Idealista, the system replies by email automatically, asks for the details it needs and centralises everything in Monday. No contact is ever lost.
Paperwork submitted
Only the people who send in the requested paperwork move forward. Out of every 100 leads, just 8 reach this point. The rest filter themselves out.
Viewings confirmed
From here on a real person steps in to arrange viewings. Out of every 100 initial leads, only 2.5 reach this stage. The team spends its time solely on people who are serious.
Post-viewing messages
Structured follow-up after the viewing: requests for any remaining paperwork and clear communication.
Final paperwork received
All documentation centralised and verified before the final step.
Contract signed
The process closes with full traceability of the tenant's journey.
The funnel in numbers
The team only steps in from 2.46% onwards. Todo lo anterior se gestiona de forma automática con IA, sin perder la experiencia humana cuando realmente importa.
Results
- 1,000+ contacts handled automatically in 36 hours for a single property
- 97.5% of contacts are filtered out before a person gets involved
- More than 10 hours a week saved on managing contacts
- An immediate reply to every lead — no waiting, no contacts lost
- Every piece of information centralised in Monday: paperwork, filter status, history
- The team spends its time exclusively on qualified candidates
"Now we know that if someone reaches the viewing stage, it's because they genuinely want the apartment. We no longer waste time on people who are just asking."
A system that scales
El sistema se activa y desactiva según la necesidad: cuando hay un piso nuevo, se enciende; cuando se alquila, se apaga. Cada inmueble nuevo puede gestionarse con la misma infraestructura sin trabajo adicional de configuración.
What we learned
In a market like Barcelona, where demand far outstrips supply, the problem isn't attracting leads — it's not drowning in them. The key was designing a system where AI handles the volume and people handle the relationships, each at the right moment.
No se trata de automatizar todo. Se trata de automatizar lo que no necesita criterio humano para que el humano esté donde sí lo necesita.
¿Tu equipo pierde horas filtrando contactos que no van a ningún lado?
En 60 minutos analizamos tu proceso comercial y te mostramos cómo un sistema inteligente puede separar el ruido de las oportunidades reales.
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