A private internal tool that automates the manual lead-processing workflow, without changing anything about your existing customer-facing flow.
Every new lead currently takes Sarah 15-20 minutes of manual work — opening Cotality, looking up property details, hunting through nearby sales for agents, cross-checking your database, drafting emails one-by-one. This limits how many leads she can process, and it's error-prone.
A private web portal that automates the boring parts and gives Sarah a clean workspace to review, choose agents, and send everything with one click. The existing website form, ActiveCampaign campaign, and vendor emails all continue to work exactly as they do today.
End-to-end flow from vendor form submission to closed lead. Blue tags mark automated steps. Amber tags mark what Sarah does.
Open mta-workflow-mockup.html in your browser for an interactive step-by-step demo of what Sarah will see.
The map below shows every tool, every connection, and every data flow. Grey zone = your existing systems (unchanged). Blue zone = new portal. Green zone = automated outputs. Arrows show data flow direction.
Top strip (grey) is your existing customer flow — unchanged. Middle (blue) is the new portal — receives a copy of every lead via webhook, enriches it with Cotality data, presents it to Sarah. Bottom (green) is the automated outputs when Sarah clicks Send — agent emails, SMS, and ActiveCampaign updates. The amber dashed loop is the reject/swap flow.
Sarah's day, side by side.
The single most important architectural decision: the portal is additional, not replacing. Your existing customer flow keeps working, whether or not the portal is up.
The website form, GTM tracking, ActiveCampaign campaign, and vendor emails all continue to run exactly as they do today. The portal receives a copy of each lead via a new webhook — it doesn't sit in the critical path.
One toggle disables the new webhook. Existing lead flow continues. Vendors still receive emails. ActiveCampaign still creates deals. Sarah temporarily reverts to the manual workflow while we fix the issue. Zero customer-facing impact.
The first 2-3 days is "Phase 0" — we test Cotality, ActiveCampaign webhook, email, and SMS providers with real data to prove everything works end-to-end. If something needs adjusting, we adjust the plan before committing to build. No expensive surprises later.
Each phase ends with a manual test gate. You see working software after every phase. Realistic total for MVP: ~4-6 weeks. Full polish adds another 2 weeks.
Prove Cotality + AC webhook + email + SMS all work with real data.
Portal shell, Google login, environment separation.
Leads land in the portal, Sarah gets email.
Sarah can find and open a lead on mobile and desktop.
Property + nearby-sales data auto-populated.
MTA agents cross-matched against Cotality-extracted agents.
Sarah picks 2-3 agents, writes reasons.
One-click send. Full status visibility. Retry on failure.
Swap agents without re-notifying existing ones.
Everything from Phase 0 through Phase 8 in production.
Accessibility, error states, admin dashboard, runbook.
Fast, clean, and works on both desktop and mobile.
Every new lead auto-appears, pre-enriched with property data and agent suggestions.
Property, nearby sales, agent shortlist, notes, calling instructions — all on one screen.
Vendor email, agent emails, agent SMS — all fire together and update status live.
Agent says no? Untick, pick another, resend to only the new agent. History preserved.
Works on iPhone. Sarah can process leads from anywhere, not tied to her desk.
Google login with domain whitelist. Only approved MTA staff can access.
Every other credential and access is already in hand. Only Cotality API access stands between us and the start line.
MTA already has a Property Guru subscription. To use it programmatically we need the API credentials, documentation, and a confirmation of subscribed endpoints.
ActiveCampaign access, Postmark, SMS provider, Google Workspace, Cloudflare, subdomain — all confirmed and in hand. Once we get the Cotality API credentials, Phase 0 verification starts within 24 hours.
These are the specific outcomes the first release must deliver.
Website form, GTM, AC campaign, vendor emails all continue to work identically.
New lead lands in the portal within 90 seconds of AC receiving it. Duplicates prevented.
Full workflow works on both. No developer help needed for daily operations.
Email + SMS each fires exactly once per approved selection. No duplicates.
Every failure is captured, shown, and can be replayed. Nothing fails silently.
If anything ever goes wrong, one toggle disables the webhook. Existing flow keeps running.
Send me the 5 items above. I'll run Phase 0 (verification) and confirm the plan holds before committing to the full build.
Any questions or concerns before I start? Reply and I'll adjust.