# Availability that follows the deal, automatically.

> A residential developer’s availability data and lead capture depended on integrations that quietly broke. SynconAI fixed the logic that ties inventory status to the sales process, repaired lead capture, and connected the estate map and Microsoft email.

- Source: https://synconai.com/case-studies/property-developer-live-availability-and-lead-capture
- Publisher: SynconAI (https://synconai.com)
- Type: Case study
- Evidence: Real delivery work, written up by industry. The client’s identity and the detail of their systems stay private.
- Organisation: A residential property developer selling house and land through an in-house sales team
- Industry: Real Estate & Property
- Products: Sales Cloud, Salesforce Platform, Flow, Einstein Activity Capture, Mapovis, Zapier, Facebook Lead Ads, ActiveCampaign
- Service: Salesforce Sales Cloud Consulting (https://synconai.com/salesforce-sales-cloud-consulting)
- Reading time: 6 minutes

## In short

We made lead capture and inventory availability dependable for a residential developer. A Flow now keeps availability in step with the sales process and ignores lost deals, Facebook leads arrive with correct phone numbers, enquiries route to the right team, Mapovis reads the same data, and Microsoft email is captured through Einstein Activity Capture.

## Key points

- Availability should be a consequence of the deal, never a field someone edits. When the opportunity drives the status, the map, the sales team and the buyer all see the same picture.
- Exclude lost deals explicitly. A status rule that forgets lost opportunities will hold inventory that is actually available.
- Check the mapping on every lead source. A single wrong phone field in a Zapier step can cost a developer leads for months without anyone noticing.
- Keep unfinished integrations clearly marked. A sync in sandbox awaiting acceptance is not a live sync, and the sales team needs to know the difference.

## The starting position

Selling house and land is a long, emotional purchase compressed into a few critical moments. A family sees a development advertised, enquires, visits, chooses a property, commits and waits for completion. At every step, the developer has to know exactly what is available, what is held and what is sold, and the buyer has to hear back quickly from someone who knows the project.

The developer in this engagement sells through an in-house sales team. Leads come from Facebook Lead Ads, the website and marketing tools. Availability is published through Mapovis, the interactive map buyers use to choose a property. Sales staff work in Microsoft 365 and Salesforce.

The business depended on these systems agreeing with each other, and they often did not. Availability did not always follow the deals: the rule that moved inventory between available, held and sold did not track the sales process properly and did not exclude lost opportunities, so items could appear committed when they were free. A mapping error in the Zapier step that brought Facebook leads into Salesforce meant phone numbers were not landing in the right field, so some leads could not be called. Email history with buyers was inconsistent, because the connection to Microsoft email was not working reliably for every user. And, like any busy sales team, people were regularly locked out of Salesforce by multi-factor authentication changes.

Marketing activity and releases also create bursts of enquiries, and those are exactly the moments when a broken lead mapping or a wrong availability status does the most damage.

None of these problems was dramatic on its own. Together they meant lost leads, confused buyers and a sales team that did not fully trust the system.

## What we built and fixed

### 01 Sales-driven availability automation

We rebuilt the Flow that keeps availability in step with the deal. Status now follows the sales process on the opportunity that is buying the item, and lost opportunities are explicitly excluded, so a lost deal can never hold inventory. Availability is now a consequence of the sales process instead of a separate task.

### 02 Lead capture from Facebook

We corrected the phone field mapping in the Zapier integration that brings Facebook Lead Ads into Salesforce. Every new Facebook lead now arrives with a callable phone number in the right field.

### 03 Lead routing

Leads and opportunities are routed according to the project they relate to, with project-specific processes where one needs them. A buyer asking about a development reaches the people selling it.

### 04 Mapovis data and document links

We supported the Mapovis integration with the data fields it needs and the workflows that store document links, so availability information and supporting documents are consistent between the map and Salesforce.

### 05 Email capture from Microsoft 365

We troubleshot and fixed the connection between Salesforce Inbox, Microsoft Graph and Einstein Activity Capture, including the permissions behind it, so emails with buyers are recorded against the right records without staff changing how they work.

### 06 Buyer communication through completion

We built email automation around the final and most anxious stage of a purchase, so buyers receive consistent communication as it completes.

### 07 Access and account support

We handle login, multi-factor authentication and passkey recovery for the team, the unglamorous work that keeps a sales team selling instead of waiting for access.

### 08 ActiveCampaign sync, staged for acceptance

The lead sync between ActiveCampaign and Salesforce is configured in a sandbox and awaiting user acceptance testing. It is deliberately kept separate from the live integrations until the developer signs it off.

## A buyer, from enquiry to completion

A couple sees a development advertised on Facebook and fills in the lead form. The lead reaches Salesforce through Zapier with their phone number in the right place and is routed to the team selling it. A salesperson calls the same day, and the conversation that follows by email is captured from Microsoft 365 onto the record.

They visit, choose a property on the Mapovis map and commit. The opportunity moves forward, and the Flow updates availability, so the map and the sales team both show it as held. If the couple later withdraw and the opportunity is marked lost, the rule ignores it and the property is free to sell again. If they proceed, the status moves through to sold as the sales process completes, and the buyer is kept informed through the final stage.

At no point does anyone edit an availability status by hand, and at no point does the map disagree with the CRM.

## Why availability has to be automatic

For a developer, availability is the inventory, and inventory errors are expensive in both directions. An item shown as sold when it is free is revenue left on the table, sometimes for months. An item shown as free when it is committed leads to two buyers wanting the same property, which is one of the worst conversations a sales team can have.

Manual status updates fail because they depend on someone remembering, at the right moment, in the right system. Tying the status to the sales process on the opportunity removes the memory from the process. The rule has to be precise, though. It must follow the real milestones the business uses, and it must handle the unhappy path, a lost deal, as carefully as the happy one. That is where the original logic fell short, and where most of the fix was focused.

## How we delivered it, end to end

**Find the breaks first.** We traced each integration and automation from source to record and listed every point where data was lost or contradicted, from the Zapier phone mapping to the availability rule.

**Fix the rules that drive inventory.** The opportunity-to-availability logic was corrected first, because availability errors have the biggest commercial cost.

**Repair, then extend.** Lead capture, routing, Mapovis fields and email capture were repaired before new integrations were added.

**Stage new integrations honestly.** The ActiveCampaign sync is built in a sandbox and waits for acceptance before it touches live data.

**Stay close to the team.** Ongoing administration, access support and buyer communication automation keep the system useful day to day.

**Prove it with real scenarios.** Each rule was tested against the ways a deal can actually end, including withdrawals and reversals, so the team could trust the result before relying on it. Documentation of the rules and the integration points was handed over alongside the work.

## The decisions that mattered

**Automate availability completely.** Allowing manual overrides would have reintroduced the errors. The deal drives the status.

**Treat lost deals as a first-class case.** Excluding lost opportunities was the single most important line in the new rule.

**Fix the plumbing before adding pipes.** Repairing existing integrations delivered more value, sooner, than adding new ones would have.

## What changed

| Area | Before | After |
| --- | --- | --- |
| Availability | Out of step with deals | Driven by the sales process, lost deals excluded |
| Facebook leads | Phone numbers in the wrong field | Correct mapping, callable leads |
| Routing | Inconsistent | Leads routed to the right team |
| Interactive map | Could disagree with the CRM | Mapovis reads consistent data and documents |
| Buyer emails | Captured unreliably | Einstein Activity Capture working with Microsoft 365 |
| New integrations | Untracked status | ActiveCampaign sync staged in sandbox for acceptance |

## What we would tell a developer starting this

Make availability a result of the sales process, and test the rule against every way a deal can end, not just the good ones. Then audit every lead source end to end, because a single broken mapping can silently cost you buyers. Fix what you already have before you add more, and keep anything unfinished clearly labeled until your team has signed it off.

## Questions

### Why did availability get out of step before?

The logic that moved inventory between available, held and sold did not follow the sales process correctly, and it did not exclude opportunities that had been lost. Items could look taken when they were free, or free when they were committed. We rebuilt the rule around the real sales milestones and made lost deals an explicit case.

### Is the ActiveCampaign sync live?

Not yet. The ActiveCampaign to Salesforce lead sync is configured in a sandbox and is awaiting user acceptance testing. We keep it clearly separate from the live integrations until the developer signs it off.

### Does the team have to change how it emails buyers?

No. Sales staff keep using Microsoft 365. Einstein Activity Capture, connected through Microsoft Graph with the right permissions, records the conversations against the buyer in Salesforce.

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SynconAI. https://synconai.com/case-studies/property-developer-live-availability-and-lead-capture