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Real Estate

CRM

Keep real estate CRM contacts, deals, and activities synced across HubSpot and MLS interactions.

Automation overview

What this automation does

This automation starts when hubSpot deal update, Gmail client thread, or Aircall call logged. It gmail logs, aircall logs, google sheets logs, google docs logged, and asana logged, then every property viewed logged activity, offer submitted updates deal amount from Sheets offer tab, closed won triggers Google Drive transaction folder creation w.

Trigger
HubSpot deal update, Gmail client thread, or Aircall call logged
Main actions
Gmail logs → Aircall logs …
Final outcome
every property viewed logged activity, offer submitted updates deal amount from …
Execution time
1–3 minutes
Apps used
6 integrations
AI-powered
No
Difficulty
Beginner
Beginner
Workflow diagram

End-to-end scenario flow

Read-only visualization of how data moves from trigger to final result.

Trigger
HubSpot
Event detected
Step 1
Gmail
Logs
Step 2
Aircall
Logs
Step 3
Google Sheets
Logs
Step 4
Google Docs
Logged
Step 5
Asana
Logged
Result
Asana
Workflow complete
Step-by-step

How each step runs

  1. 1
    HubSpotTrigger
    Event detected

    HubSpot deal update, Gmail client thread, or Aircall call logged

  2. 2
    Gmail
    Logs

    HubSpot deal stage changes, Gmail email threads with clients, and call logs from Aircall sync bidirectionally

  3. 3
    Aircall
    Logs

    HubSpot deal stage changes, Gmail email threads with clients, and call logs from Aircall sync bidirectionally

  4. 4
    Google Sheets
    Logs

    HubSpot deal stage changes, Gmail email threads with clients, and call logs from Aircall sync bidirectionally

  5. 5
    Google Docs
    Logged

    every property viewed logged activity, offer submitted updates deal amount from Sheets offer tab, closed won triggers Google Drive transaction folder creation w

  6. 6
    Asana
    Logged

    every property viewed logged activity, offer submitted updates deal amount from Sheets offer tab, closed won triggers Google Drive transaction folder creation w

  7. 7
    Asana
    Workflow complete

    every property viewed logged activity, offer submitted updates deal amount from Sheets offer tab, closed won triggers Google Drive transaction folder creation w

Apps used

Connected applications

HubSpot

Logs

Gmail

Logs

Aircall

Logs

Google Sheets

Logs

Google Docs

Logged

Asana

Logged

Summary

Automation summary

Trigger
HubSpot deal update, Gmail client thread, or Aircall call logged
Inputs
HubSpot deal update, Gmail client thread, or Aircall call logged, Business Name, Notification Email, Timezone
Outputs
every property viewed logged activity, offer submitted updates deal amount from Sheets offer tab, closed won triggers Google Drive transaction folder creation w, Google Docs logged, Asana logged
Business goal
Automate crm end-to-end with accurate app routing.
Execution frequency
Real-time on event
Estimated runtime
1–3 minutes
Error handling
Failed steps retry up to 3 times with exponential backoff; persistent failures notify your configured channel and log to the run history.
Dependencies
HubSpot, Gmail, Aircall
Benefits

Why use this automation?

Save ~8 hours/week

Remove repetitive steps from CRM so your team focuses on high-value work.

Reduce manual work

Connected apps sync data automatically instead of copy-paste between dashboards.

Prevent human errors

Standardized logic runs the same way every time, with retries on failure.

Requirements

What you need to get started

Required apps

  • HubSpot
  • Gmail
  • Aircall

Required accounts

  • Active HubSpot workspace with API access
  • Active Gmail workspace with API access
  • Active Aircall workspace with API access
  • Shata Automation workspace (free tier supported)

Required API keys

  • OAuth tokens for each connected integration

Permissions

  • Read access on trigger sources (forms, sheets, webhooks, or CRM objects)
  • Write access on destination apps (email, chat, CRM, or storage)

Estimated setup time

  • 5 min including app authorization and test run
  • Difficulty: Beginner

Optional apps

  • Google Sheets (optional)
  • Google Docs (optional)
  • Asana (optional)

Automation runtime

Activate this template

PartialSome steps run in preview until their integrations go live.

Connect required apps via OAuth or API keys. Credentials are encrypted server-side. Dev test runs mock external actions when connections are missing.

Draft
0%
Activation readiness

Est. setup time: ~14 min

Required connections

  • HubSpot(required)
    PreviewHubSpot: workflow actions run in preview
    ⚠ Missing
  • Gmail(required)
    ⚠ Missing
  • aircall(required)
    Previewaircall: workflow actions run in preview
    ⚠ Missing
  • Google Sheets(required)
    ⚠ Missing
  • • Missing connection: HubSpot
  • • Missing connection: Gmail
  • • Missing connection: aircall
  • • Missing connection: Google Sheets
Manage all connections →View all installations →

Workflow summary

Trigger
HubSpot deal update, Gmail client thread, or Aircall call logged
Steps
7 nodes
Required apps
4
Optional apps
2

Trigger

New email trigger

Activate this workflow to provision the trigger endpoint.

Run history

No runs yet. Install the template and run a test, or activate to receive webhook/schedule runs.

PremiumBeginnerPartial5 min setup★4.45.3k installs · 200 reviews
Customize for My Business
Analytics

Template performance

22.0k
Views
5.3k
Installs
674
Favorites
4.4
Avg rating
24.1%
Conversion
5 min
Setup time
98%
Success rate
104
Trending score
Most used integrations
HubSpotGmailaircall

HubSpot deal stage changes, Gmail email threads with clients, and call logs from Aircall sync bidirectionally—every property viewed logged activity, offer submitted updates deal amount from Sheets offer tab, closed won triggers Google Drive transaction folder creation with checklist Asana tasks for coordinator.

Some steps run in preview until their integrations go live.

Required apps
HubSpotPreviewGmailLiveAircallPreviewGoogle SheetsLive
Optional apps
Google DriveTest-onlyAsanaPreview
All integrations
HubSpotGmailAircallGoogle SheetsGoogle DriveAsana
Workflow preview

How CRM runs

1
Trigger
Log property interactions
2
Process
Rule engine
3
Action
hubspot
4
Notify
Alert & log
HubspotGmailAircallGoogle SheetsGoogle DriveAsana
Setup steps

Get started in 5 steps

  1. 1
    Connect CRM and comms

    HubSpot, Gmail sync, Aircall, Sheets offers, Drive, Asana.

  2. 2
    Log property interactions

    Each listing sent or viewed creates timeline activity with MLS ID.

  3. 3
    Sync offer details

    Sheets offer row updates deal amount and close date fields.

  4. 4
    Closed won checklist

    Asana template—inspection, appraisal, closing docs—for coordinator.

  5. 5
    Audit sync accuracy

    Weekly sample 20 contacts match email and call log completeness.

Variables

Configurable settings

VariableTypeDefaultRequired
Business NametextYour BusinessYes
Notification Emailemail—Yes
Timezoneselect—Yes
Google Sheet IDtextNo
Sheet RangetextSheet1!A:ZNo
Gmail Search Querytextis:unreadNo
FAQ

Frequently asked questions

Salesforce instead?

Same activity sync pattern on Salesforce opportunity object.

Team pipelines?

Buyer vs listing side separate pipelines same contact record.

Referral tracking?

Referrer contact field triggers referral fee task on close.

Compliance logs?

All communications retained 7 years per brokerage policy config.

Get started

Customize CRM for your business

Our team can adapt this template to your exact workflow, apps, and brand requirements.

Request custom automation →Talk to an expert