Client Overview

A successful solo real estate agent managing residential listings and buyer clients, was struggling to keep up with lead follow-ups, listing emails, and client document requests. Every lead was handled manually, and hours were lost every week on repetitive admin.

The agent wanted a modern, branded digital experience for prospects — but without hiring a full team.

HarjTech helped them design a custom sales engine using CRM tools, Microsoft Power Apps, and Power Automate — enabling them to work smarter, close faster, and scale their business.

Key Challenges

• Lead capture was scattered across email, forms, and DMs
• No centralized CRM to track prospects, deals, or pipeline
• Manual email follow-ups, pricing, and quote creation
• Limited time to nurture leads while actively selling
• No integration between tools (CRM, email, Microsoft 365)

Solution Overview

HarjTech architected a fully customized digital sales system using a blend of:

• CRM platform (customized for the agent’s workflow)
• Microsoft Power Automate for communication workflows
• SharePoint + OneDrive for client document management
• Outlook and Teams integration for centralized communication
• Power Apps to automate custom quoting and lead scoring logic

Step-by-Step Breakdown

1. CRM Implementation and Customization

• Selected and implemented a CRM tool suited to the agent’s industry
• Customized deal stages, contact fields, and reporting dashboards
• Integrated with Outlook and website lead forms for real-time capture
• Set up automation to assign tasks, follow-up reminders, and deal tracking

2. Custom Application for Email & Pricing Automation

• Built a Power App that lets the agent select a lead, define needs, and auto-generate:
  • Custom pricing packages
  • Follow-up emails
  • Resource links or attachments
• Connected to SharePoint for dynamic content management and tracking

3. Sales Funnel Automation with Power Automate

• Automated new lead nurturing with timed emails (welcome, value prop, next steps)
• Set up conditional flows for different lead types (e.g., warm vs. cold)
• Enabled one-click proposal generation from CRM
• Used Microsoft Teams and Outlook for internal notifications and pipeline updates

4. Microsoft Ecosystem Integration

• Enabled the client to leverage tools they were already paying for (via Microsoft 365)
• Integrated SharePoint to manage client documentation by deal stage
• Connected the CRM and Outlook to streamline task, meeting, and communication tracking
• Used Excel/Power BI to build real-time dashboards and performance views

Results and Business Impact

MetricOutcomeManual follow-up timeReduced by 80%Lead response speedIncreased by 3xProposal turnaround timeFrom 1 day to under 15 minutesPipeline visibility100% tracking of active and dormant leadsClient communicationFully automated, consistent, and personalized

Client Testimonial

“HarjTech didn’t just give me a CRM — they gave me an engine. I can now manage hundreds of leads without hiring anyone, and every client gets a fast, personal experience. I’m closing more deals with less effort.”
— Independent Sales Agent

How HarjTech Delivered

• Mapped the agent’s unique sales cycle and buyer journeys
• Designed a CRM system that mirrored how they think, sell, and communicate
• Automated all repetitive actions (emails, pricing, follow-ups)
• Enabled scalable growth without adding operational complexity

This solution turned a one-person sales operation into a fully automated sales funnel, capable of supporting 10x the deal flow — without hiring.

Conclusion

You don’t need a large team to scale. With the right combination of CRM tools, Microsoft automation, and custom applications, a single person can operate with the power of a full back-office team.

HarjTech helps independent professionals and solo sales agents build scalable, automated systems that drive revenue and simplify operations.