Case Study: How a Boutique Real Estate Team Went From Burnout to Booked Solid
Client: Maison
Industry: Luxury residential real estate
Team Size: 4 agents + 1 part-time admin
Location: TX
The Problem
Maison had the listings - and the stress. Their team was juggling client inquiries in five different places (hello, Gmail + Instagram + sticky notes). Follow-ups were falling through the cracks, showings were being double-booked, and nobody had visibility into the client pipeline.
Before LuxEsystems stepped in
⏱ Avg lead response time: 36+ hours
📉 42% of warm leads dropped off before a showing
📅 Missed 3+ showing appointments per month
🤯 Using 6+ platforms to manage client workflows
“Our systems were duct-taped together with calendar reminders and vibes.” — Maison
Too Many Listings, Not Enough Time
The Solution
A High-End Backend Built for Closers
After LuxEsystems worked their magic!
We stepped in and streamlined everything behind the scenes:
✅ Dubsado – Built a white-glove lead > onboarding workflow with auto-responders, appointment booking, contract + payment automation
✅ ClickUp – Created a visual pipeline board (cold > warm > hot > closed) with team assignments + deadlines
✅ Zapier – Connected lead forms, email automations, and Slack alerts so nothing slipped through
✅ Google Workspace – Branded templates for listings, client updates, and offer letters
We delivered a fully operational system in 3 weeks flat.
The Results
From Scattered to Scalable
The Takeaway
With LuxEsystems.io, Maison now runs like a luxury machine behind the scenes—without the burnout.
⚡ Faster follow-ups
📈 More deals closed
💁♀️ Fewer headaches
From the Client
“We’ve never looked more put-together. Our leads are impressed, our team isn’t scrambling, and we’ve actually had time to... breathe. LuxEsystems is the best investment we’ve made all year.”
— Carmen, Lead Agent