An end-to-end lead management system that captures property inquiries, prevents duplicate records, routes requests by department and automates internal and external communication.
Watch Project WalkthroughThe challenge
Property inquiries were arriving through web forms but being processed entirely manually. The business had no system to detect returning guests, no automated acknowledgement for new inquiries, no structured routing to the right department and no real time visibility for internal teams. Every inquiry required someone to manually check records, send emails and notify the right people. The process was slow, inconsistent and prone to errors — especially duplicate customer records that created confusion downstream.
The solution
Designed an end-to-end inquiry management workflow that captures submissions from a custom landing page, checks the customer database for existing records, updates or creates records based on the result, routes the inquiry to the correct department and triggers automated communications to both the guest and internal teams — all without manual intervention.
Workflow diagram
System architecture
What I built
Responsive property inquiry form built in Lovable.
Replaces unstructured inbound contact methods.
Captures all inquiry submissions and feeds them into the automation.
Creates a consistent data entry point.
Checks Google Sheets database before creating any new record. Existing guests have records updated instead of duplicated.
Maintains a single source of truth.
Routes each inquiry to either Sales or Property Management based on inquiry type.
Ensures the right team receives every lead.
Automatically sends a tailored confirmation email to every guest on submission.
Eliminates manual email follow-up.
Alerts the correct internal team in real time when a new inquiry arrives.
Replaces manual internal communication.
All inquiries stored and updated in Google Sheets.
Full visibility into incoming leads and guest history.
Automation engine
Operational impact
Measurable results
Reduction in manual lead processing
Improvement in response time to guest inquiries
Reduction in duplicate customer records
Screenshots
Custom Lovable-built landing page where guests submit property inquiries.
Purpose · Shows the branded entry point that feeds the automation.
Top of the Zap: form trigger, email verification, Google Sheets lookup and the initial split into paths.
Purpose · Visualizes how each inquiry is captured and checked against the guest database.
Property Management and Sales paths for both new and returning guests, each ending in Gmail acknowledgement and Slack notification.
Purpose · Demonstrates the department routing logic built into the workflow.
Personalized confirmation email received by the guest immediately after submission.
Purpose · Shows the automated external communication guests receive.
Real time Slack alert to the property-management channel with full inquiry details.
Purpose · Shows the internal team notification that replaces manual handoff.
Key outcomes
A fragmented manual inquiry process with duplicate records, delayed responses and no real time visibility for internal teams.
A Zapier workflow with 24 steps connecting a Lovable landing page, Google Forms, Google Sheets, Gmail and Slack — with duplicate detection and department routing built in.
The system solved a fragmented manual process by building business logic into the automation rather than just connecting apps. The duplicate detection challenge led to a more robust solution that accounts for edge cases and maintains data integrity. The result is a lead management system that reflects how a real property management business should operate.
All data shown in screenshots is sample data used for demonstration purposes.