Harborline Realty Listing

The challenge

Before

Harborline Realty runs sales and rental listings across the Sydney harbour and inner-west submarkets — 2,700 active properties at any given time across realestate.com.au, Domain, agency website, and a growing set of niche premium portals. Listing administrators were spending most of their time on copy-paste work — formatting photos to portal specs, copying descriptions, syncing price changes, handling open-home updates. Inquiries arrived across portals and the agency website with inconsistent routing, and quality leads were occasionally going cold because the right agent was not surfaced fast enough.

• 2,700 active listings distributed across four major and several niche portals
• Listing administrators spending most of their time on copy-paste formatting
• Photo formatting done per portal because resolution and ratio specs differed
• Price changes synced manually with frequent stale prices on niche portals
• Open-home updates sent by agent text to admin, re-keyed across portals
• Inquiry routing inconsistent — quality leads occasionally going cold
• Agent performance comparisons compiled monthly by hand
• Vendor-facing reporting (where their listing appeared, how it performed) absent

The solution

What we built

We built a listing automation layer that owns the distribution pipeline end to end. A listing is entered once with full detail; the system generates portal-specific variants automatically — re-encoding photos per portal spec, adjusting copy length, formatting per portal's requirements. Price and open-home updates push to every portal within minutes. Inquiry routing uses agent expertise tags, current load, and response-time history to surface the right agent and notify them through their preferred channel — with a fall-through to another agent if the first does not respond inside a defined window. Vendor-facing dashboards show where their listing is live, view counts per portal, inquiry counts, and open-home attendance. The team retains all judgment on listing strategy and agent assignment overrides; the automation removes the repetitive work.

How the system flows

1. Listing Entry→Master Detail→Portal Variants Generated
2. Photo Encoding→Per-Portal Spec→Quality Check
3. Price Update→Master Change→All Portals Synced
4. Open Home Update→Agent Mobile→All Portals Push
5. Inquiry Intake→Expertise Tag + Load + Response Time→Agent Routing
6. No Response Window→Fall-through to Backup Agent
7. Vendor Dashboard→Portal Presence + Views + Inquiries + Open-Home Attendance
8. Performance Comparison→Real-time→Manager Review

• Listing strategy and agent overrides retained by humans
• Portal-specific variant generation per format and spec