A private internal tool that automates the manual lead-processing workflow,
without changing anything about your existing customer-facing flow.
Prepared for
Sean McArthur
Prepared by
Imran Hossain
Date
10 August 2026
01The problem, in one sentence
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.
02The solution
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.
15-20 min
Current time per lead
~5-7 min
After MVP
3-4×
Sarah's capacity gain
0
Changes to your existing site
03How it will work
End-to-end flow from vendor form submission to closed lead. Blue tags mark automated steps.
Amber tags mark what Sarah does.
ActiveCampaign sends a copy of the lead to the new portal Automatic
New webhook. The portal receives its own copy — the existing CRM flow is unaffected.
4
Portal pulls property + nearby-sales data from Cotality Automatic
Auto-fills the CV, land value, improvements. Runs a radius search and extracts nearby agents.
5
Sarah gets a notification email — new lead ready Automatic
Everything is pre-filled by the time Sarah opens the portal.
6
Sarah reviews, picks 2-3 agents, writes short recommendation notes Sarah
All in one clean screen. If an agent isn't in your database yet, Sarah adds them inline.
7
Sarah clicks "Notify" — system sends everything Automatic
Email + SMS to each selected agent within 90 seconds. Full delivery status visible.
8
If an agent declines, swap them out Sarah
Portal only notifies the replacement — no re-sends to agents who already got the lead.
▶
Want to click through the actual workflow?
Open mta-workflow-mockup.html in your browser for an interactive step-by-step demo of what Sarah will see.
04How everything connects
Click ▶ Play to watch the full flow, or use Next / Prev to step through it manually.
Each step highlights the systems involved so you can follow the journey.
Grey zone = your existing systems. Blue zone = new portal. Green zone = automated outputs.
OVERVIEW
Full system — click ▶ Play to walk through the journey
Existing systems (unchanged)
New portal
Automated outputs
People (Sarah, vendors, agents)
Database (source of truth)
Feedback loop
✓
The most important thing to see here
Your existing customer flow (top strip) never changes. The new portal (blue) receives a copy of every lead via a webhook and handles everything internal.
If the new portal ever fails, you disable one webhook and the existing flow keeps running exactly as today.
05Before vs after
Sarah's day, side by side.
Today
Manual workflow — 15-20 min per lead
Open Cotality, log in, search address
Note CV, land, improvements by hand
Open radius search, scan nearby sales
Extract each agent name individually
Cross-check against MTA agent database
Draft vendor email in Gmail from scratch
Copy email into ActiveCampaign deal
Separately email each selected agent
Manually SMS each agent from phone
After MVP
Automated workflow — 5-7 min per lead
Notification email tells Sarah it's ready
Property data pre-filled from Cotality
Nearby-sales agents pre-loaded in shortlist
MTA database matches shown with badges
Sarah ticks 3 agents, writes short notes
One click sends everything in ~90 seconds
Every message status visible in one place
Failed sends are flagged and retryable
Reject / swap flow is one-click
06Why this is safe to build
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.
✓
Nothing about your existing site changes
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.
✓
If the portal ever breaks, business keeps running
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.
✓
We verify the risky integrations before writing any UI code
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.
07The build — 9 phases, tested one at a time
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.
0
Integration verification
Prove Cotality + AC webhook + email + SMS all work with real data.
2-3 days
1
Foundation
Portal shell, Google login, environment separation.
2-3 days
2
Lead ingestion + notification
Leads land in the portal, Sarah gets email.
2-3 days
3
Inbox + lead workspace
Sarah can find and open a lead on mobile and desktop.
2-3 days
4
Cotality enrichment
Property + nearby-sales data auto-populated.
2-3 days
5
Agent database + matching
MTA agents cross-matched against Cotality-extracted agents.
2 days
6
Selection + recommendation workflow
Sarah picks 2-3 agents, writes reasons.
1-2 days
7
Agent email + SMS delivery
One-click send. Full status visibility. Retry on failure.
2-3 days
8
Decline + replacement flow
Swap agents without re-notifying existing ones.
1-2 days
✓
MVP live — Sarah uses the portal daily
Everything from Phase 0 through Phase 8 in production.
Fast, clean, and works on both desktop and mobile.
📥
Smart inbox
Every new lead auto-appears, pre-enriched with property data and agent suggestions.
🎯
One workspace
Property, nearby sales, agent shortlist, notes, calling instructions — all on one screen.
📤
One-click send
Vendor email, agent emails, agent SMS — all fire together and update status live.
🔄
Reject-and-swap
Agent says no? Untick, pick another, resend to only the new agent. History preserved.
📱
Mobile friendly
Works on iPhone. Sarah can process leads from anywhere, not tied to her desk.
🔒
Private + secure
Google login with domain whitelist. Only approved MTA staff can access.
09All we need from you: one thing
Every other credential and access is already in hand. Only Cotality API access
stands between us and the start line.
COTALITY
Cotality Property Guru — API access
MTA already has a Property Guru subscription. To use it programmatically we need
the API credentials, documentation, and a confirmation of subscribed endpoints.
"We have an active Property Guru subscription and would like to use it programmatically
via API. Please advise on our API entitlement, credentials, documentation, and any
rate limits or usage terms."
✓
Everything else is ready
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.
10How we'll know it worked
These are the specific outcomes the first release must deliver.
✓
Existing flow unchanged
Website form, GTM, AC campaign, vendor emails all continue to work identically.
✓
Every lead safely captured
New lead lands in the portal within 90 seconds of AC receiving it. Duplicates prevented.
✓
Sarah can process on mobile + desktop
Full workflow works on both. No developer help needed for daily operations.
✓
Selected agents notified once
Email + SMS each fires exactly once per approved selection. No duplicates.
✓
Failed sends visible + retryable
Every failure is captured, shown, and can be replayed. Nothing fails silently.
✓
Portal can be disabled instantly
If anything ever goes wrong, one toggle disables the webhook. Existing flow keeps running.
11Next step
Send me the 5 items above. I'll run Phase 0 (verification) and confirm the plan holds
before committing to the full build.