⚡ Automate Property Recommendations: Turn Your Property Database Into an AI Lead Machine (Airtable + Zapier Chatbots)

Today's guide shows you how to build a proprietary off-market property database using Softr, Airtable, and smart no-code automations.

Traditional MLS systems often provide insufficient search filters, making it difficult for agents to match clients with properties that meet their specific needs. Many systems don't allow filtering by home features, architectural style, or lifestyle preferences.

This step-by-step system helps you identify deals for clients. It gives you a unique competitive edge all without relying on the same stale, inaccurate MLS data your competitors use.

The end result is building your reputation as the agent investors and serious buyers trust for exclusive, high-value opportunities with zero coding and minimal up-front cost.

Tool Requirements & Monthly Cost

• Zapier – AI chatbot, Tables, and workflow automation for property sync and email delivery. $19.99/month (Starter plan)

• Softr – Website platform to embed the chatbot, showcase properties, and create an exclusive client portal. $59/month (Basic plan)

• Airtable – Master database for off-market properties, synced live to Zapier Tables. $10/month (Plus plan)

• Gmail – For sending property recommendations.

Total cost: $88.99/month

Step-by-Step Implementation

Step 1: Build Your Off-Market Property Database

1.1 Create Your Airtable Base

Navigate to Airtable → Create new base → Name: "Off-Market Property Matcher"

Create three tables:

• Properties (your off-market inventory)

• Client_Preferences (captured lead requirements)

• Recommendations (sent matches and follow-up tracking)

1.2 Configure Properties Table

Add these fields:

• Property_ID (Auto-number)

• Property_Address (Single line text)

• City (Single line text)

• State (Single line text)

• Property_Type (Single select: House, Condo, Townhouse, Multi-Family)

• Bedrooms (Number)

• Bathrooms (Number)

• Square_Feet (Number)

• Price (Currency)

• Key_Features (Long text)

• Property_Images (Attachment)

• Off_Market_Type (Single select: Probate, Fire Damage, Pre-Foreclosure, Tax Lien, Code Violation)

• Availability_Status (Single select: Available, Pending, Under Contract)

• Agent_Notes (Long text)

• Location_Benefits (Long text)

1.3 Set Up Client_Preferences Table

Fields for matching:

• Client_Name (Single line text)

• Email (Email address)

• Phone (Phone number)

• Preferred_Location (Single line text)

• Min_Bedrooms (Number)

• Max_Price (Currency)

• Property_Type_Preference (Multiple select)

• Must_Have_Features (Long text)

• Timeline (Single select: ASAP, 3 months, 6+ months)

• Interest_Level (Single select: High, Medium, Low)

• Source (Single line text)

1.4 Create Recommendations Table

• Recommendation_ID

• Client_Email (Link to Client_Preferences)

• Recommended_Property (Link to Properties)

• Email_Sent_Date (Date)

• Client_Response (Single select: Interested, Not Interested, Wants Tour, No Response)

• Follow_Up_Status (Single select: Pending, Scheduled, Completed)

Step 2: Build Your Lead Capture Portal

2.1 Set Up Softr

Sign up at Softr.io → Create new app → Use blank template

Connect your Airtable base under Data Sources

Create a landing page titled "Get Exclusive Off-Market Properties."

2.2 Add the Form

Drag a Form block onto the landing page and map each field:

• What's your name? → Client_Name

• Email address → Email

• Phone number → Phone

• Preferred area/location → Preferred_Location

• Minimum bedrooms → Min_Bedrooms

• Maximum budget → Max_Price

• Property type (check all that apply) → Property_Type_Preference

• Must-have features → Must_Have_Features

• When are you looking to buy? → Timeline

Set Destination Table to Client_Preferences.

2.3 Lead Qualification Logic

Add a Yes/No question: "Interested in exclusive off-market properties not on Zillow?"

In form settings, show submit button only if answer = "Yes"

Success message: "Thanks! We're searching our private inventory for your perfect match. Check your email shortly."

2.4 Property Showcase (Optional)

Add a List block sourced from the Properties table

Filter: Availability_Status = "Available"

This shows visitors live deals before they submit the form.

Publish at /off-market.

Step 3: Build Your Zapier Chatbot & Automations

The bot searches this Airtable data using natural language queries. The system automatically updates with live data from Airtable, so property availability and details stay current.

3.1 Sync Airtable → Zapier Tables (Keeps Chatbot Knowledge Live)

Create Zap: "Sync Properties to Zapier Table"

Trigger:

• App = Airtable

• Event = New or Updated Record

• Base = Off-Market Property Matcher

• Table = Properties

Action:

• App = Zapier Tables → "Create Record (or Update if Found)"

• Create a table called Property_Knowledge

• Map Airtable fields to Zapier Tables columns:

  • Airtable_ID ← Airtable Record ID

  • Summary: Use Formatter→Text→Transform→Custom to build descriptive paragraph:

• PROPERTY: {{Property_Address}}

• PRICE: ${{Price}}

• BEDS/BATHS: {{Bedrooms}} bed, {{Bathrooms}} bath

• FEATURES: {{Key_Features}}

• LOCATION: {{Location_Benefits}}

• STATUS: {{Availability_Status}}

• TYPE: {{Off_Market_Type}}

Turn the zap ON. It pushes every new or edited Airtable record into Zapier Tables.

3.2 Build the Zapier Chatbot

Navigate to Zapier → Chatbots → Create Chatbot

Name it "Off-Market Property Assistant"

Directive (paste this):

You are an off-market real estate assistant.

• When asked about a specific property, search the Property_Knowledge data source and return full details

• When a user asks for recommendations, ask for location, max price, bedrooms, and must-have features

• Search the Property_Knowledge data and return the top three matches

• Finish by saying: "I can email you exclusive matches—may I get your name and email?"

• When the user gives contact info, trigger lead capture logic

3.3 Automate Email Recommendations After Lead Capture

Create Zap: "Send Property Email After Chatbot Lead"

Trigger: Zapier Chatbots → New Lead Captured (select your bot)

Action 1: Zapier Tables → Find Records in Property_Knowledge

• Set conditions dynamically using lead fields:

  • Summary contains {{lead.location}}

  • Bedrooms ≥ {{lead.bedrooms}}

  • Price ≤ {{lead.max_price}}

• Limit to 3 results

• Note: Zapier Tables uses AND logic, so properties must meet ALL criteria

Action 2: Formatter → Text → Transform → Custom

• Assemble an HTML email listing those three properties with addresses, key features, and a CTA

Action 3: Gmail → Send Email

• To = {{lead.email}}

• Subject = "Your Exclusive Off-Market Matches – {{lead.location}}"

• Body = output from Action 2

Action 4: Airtable → Create Record in Recommendations table

Turn zap ON.

Step 4: Embed Chatbot on Softr

In Chatbot editor → Embed → copy code snippet

In Softr: Add Block → Custom Code → paste script

Publish. Chatbot icon now appears site-wide.

Overview

Regardless of your industry, if you have a proprietary database, you can use these no-code tools to bring more value to your leads and clients.

In this real estate chatbot example, you can search live Airtable property data through synchronized Zapier and provide specific property details, qualify leads through natural conversation, and automatically send personalized off-market recommendations via email.

As always, hand this guide to your virtual assistant. It's written as a step-by-step SOP they can follow exactly.

The system delivers AI-powered property matching that your leads can't get anywhere else, positioning you as the exclusive source for off-market deals.

Contact Us

Our virtual assistants specialize in building AI-powered systems for real estate, property management, and home service companies that connect live databases with intelligent chatbots for personalized property recommendations.

For custom implementations, advanced workflow optimization, or integration with existing CRM systems, reach out to us: https://www.csoutsource.com/why-cs-outsource/