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Inbound Email Leads

Receive leads automatically by forwarding the notification emails that portals like Idealista, Fotocasa, Habitaclia, pisos.com, Kyero, Rightmove, Zoopla and ThinkSpain send you when a buyer or renter contacts one of your listings. PropPilot reads each email, extracts the lead's details, and stores them in your workspace.

How it works​

When you activate the integration, your workspace gets a unique email address — for example your-workspace@import.proppilot.ai. Any portal email forwarded to this address is parsed into a lead automatically. You keep receiving the original emails in your inbox as usual; PropPilot simply gets a copy.

Activating the integration​

Open Integrations → Leads and turn on the Inbound Email toggle. A dialog appears asking you to choose which of your agents will handle the leads that arrive by email.

Fallback agent (required)​

Pick a fallback agent. This is the agent that will handle any lead PropPilot can't classify — for example, leads from a portal we don't recognise yet, or emails where the property type isn't clear. You can't activate the integration without picking one.

Routing by lead type (optional)​

If you sell both new developments and resale properties, you can route each type to a different agent:

  • Off-plan leads — new developments and pre-construction projects.
  • Listing leads — resale and rental properties.

A row only appears for a lead type if you have at least one agent capable of handling it (off-plan agents for off-plan, listing agents for listings). Rows you leave on Use fallback defer to your fallback agent.

If you haven't created any agents yet, the dialog points you to Create your first agent before you can continue.

After activation​

The card expands to show:

  • Your unique inbound email address, with a copy button.
  • The routing you configured, editable inline — change the fallback or any per-type override at any time and it saves immediately.
  • A counter of how many emails have been received.

What the lead receives​

When a forwarded portal email becomes a lead, PropPilot sends the lead a short welcome email on your behalf. The email is signed with your workspace name and includes one button per contact channel — WhatsApp, Telegram, or your web chat widget — based on which of your agents handled the lead and which inboxes that agent is connected to.

This means the same email can look different depending on the routing:

  • A lead routed to an agent with WhatsApp + the web widget sees two buttons.
  • A lead routed to an agent with only Telegram sees one Telegram button.
  • An agent with no connected inboxes sends an email with no buttons — so make sure every agent you route leads to has at least one active inbox.

No message is sent through WhatsApp, Telegram, or the widget itself: the lead has to click a button to start the conversation. This keeps your Inbound Email flow fully compliant with each platform's opt-in rules.

Forwarding portal emails​

Set up an automatic forward in your email provider (Gmail, Outlook, your domain email) from the address your portals write to toward your @import.proppilot.ai address. Most portals send one notification per lead, so every forward becomes one lead in PropPilot.

Turning it off​

Flip the toggle off at any time. New emails sent to the address are ignored until you reactivate it. Your routing choices are kept so you don't have to reconfigure them when you turn it back on.