For GG Homes, a real estate investment firm in Southern California, every phone call is a potential deal. The company receives thousands of calls each month from homeowners looking to sell their properties—and managing these inquiries was a major bottleneck.
From navigating market trends to managing endless inquiries, real estate transactions require efficiency and precision. "Before, the only information that made it into our CRM was a phone number," says Jerry Yu, GG Homes' VP of Technology. "Our sales reps had to manually sift through calls, add details, and qualify leads. It was inefficient and time-consuming."
GG Homes needed a smarter way to capture, analyze, and act on inbound leads. That's where automation stepped in. By integrating Zapier with Whisper, ChatGPT, and Salesforce, Jerry built a system that transcribes, analyzes, and enriches lead data—turning overwhelming call volumes into high-quality opportunities.
GG Homes' results by the numbers
100 hours saved weekly: Each of GG Homes' 50 sales reps saves approximately 2 hours per week, allowing them to focus on higher-value tasks.
25% increase in closed deals: More accurate lead data and automation have directly boosted deal closures.
15% more leads handled per rep: Reps can now manage more leads without sacrificing quality.
100% of inbound call leads enriched: Every voicemail, call, and text is automatically captured and added to the CRM, reducing errors and missed opportunities.
About GG Homes
Company size: 51-200 employees
Industry: Real estate
Location: San Diego, CA
Automating call transcription and lead enrichment
In real estate, efficiency is key—especially when managing high call volumes. Through automation, GG Homes streamlined its sales process and lead enrichment, eliminating manual data entry and improving follow-up accuracy.
Here's how the automation works:
Call transcription to text: Every call recording is automatically sent to Whisper, an AI-powered transcription tool, which converts the conversation into text.
Key details extraction: If the transcription is successful, Zapier passes the text to ChatGPT, which extracts critical information, such as the prospect's name, property address, motivation, competition level, and timeline. ChatGPT also rates the lead's quality.
CRM updates: Using Zapier, the enriched data—including a call summary and lead rating—is automatically pushed to Salesforce, ensuring sales reps have full context before sending follow-ups.
The impact:
Thousands of calls are processed automatically: AI-driven automation eliminates manual call management.
Hundreds of minutes saved per week: Sales reps spend more time closing deals instead of data entry.
2-5 minutes saved per call: Faster lead qualification improves response time and efficiency.
Stronger CRM data: Automated updates ensure complete and accurate lead records for better follow-ups.
"Now, most of our leads are updated automatically," Jerry says. "Our team can concentrate on closing deals instead of sorting through call logs."
Keeping the team informed with an automated chatbot
In addition to optimizing lead management, Jerry built GG Bot, using Zapier Chatbots, to keep his global team informed, regardless of time zones or schedules.
Throughout the day, Jerry quickly logs key updates into the chatbot. The bot collects these updates and, when prompted, formats them into a structured summary relevant to the tech team. With the press of a button, a Zap is triggered to schedule a Slack message for the following day at 7:00 a.m.
"I'm in meetings all day, and there may be information that I am not sharing with my team that they might need to know," Jerry explains. "This bot ensures nothing falls through the cracks and keeps everyone aligned."
This automation has improved internal communication, ensuring the team receives timely and relevant updates without requiring additional manual effort from Jerry.
A scalable workflow that improves over time
Before implementing this system, GG Homes faced constant challenges with data quality and missed opportunities, which impacted the company's revenue. By leveraging Zapier, the company has turned AI into a competitive advantage.
Automation has completely changed the way we handle inbound leads. We went from a messy, manual process to a system that runs smoothly, with minimal intervention.
Jerry
As GG Homes continues to refine its workflows, it's exploring additional ways to optimize sales and marketing with AI-driven automation. The company's focus remains the same: simplifying real estate transactions for homeowners while maximizing efficiency for its team.
