From 15 to 5 minutes per rental inquiry — across 700 units

Multi Logement Chez Toit is a Quebec-based property management company overseeing 700 residential units. With a lean rental team of just 2 people handling dozens of inquiries every month, operational efficiency isn't optional—it's essential.

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The team had implemented Pipedrive internally 3 years prior, but it wasn't built for their rental workflow. The result: constant manual data entry eating up 5+ hours per week, leads scattered across multiple sources (website, Facebook, rental platforms), and no clear visibility on their pipeline.

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Each inquiry took about 15 minutes to process manually. With dozens coming in monthly, the 2-person team was spending more time on admin than actually closing leases. Worse, slow response times meant losing prospects to faster competitors.

Phase 1 — Process Mapping (2 weeks): We analyzed every step of their leasing workflow to understand where time was being lost. The issue wasn't Pipedrive itself—it was that the CRM had been configured for generic sales, not property rentals.

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Phase 2 — CRM Rebuild (4 weeks): We restructured the pipeline around their actual rental process: inquiry → qualification → visit → application → signed lease. Custom fields were added to track unit availability, lead source, and prospect status. Automations were built to trigger tasks at each stage.

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Phase 3 — Lead Automation (2 weeks): We connected all lead sources (website forms, Facebook, rental listing sites) directly into Pipedrive via automated workflows—eliminating manual entry entirely.

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Stack :Pipedrive (CRM) + Facebook Lead Ads integration + Make

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Timeline: 8 weeks total. First efficiency gains visible by week 6.