The Challenge

Before working with Zenatta, Jess relied on proprietary systems from previous companies. These tools lived in separate ecosystems and did not communicate well. Data moved between platforms by hand, which slowed work and created room for error.

At the same time, Jess was launching One Place Agents with just two agents but a clear goal to scale quickly. The business needed a system that could automate core processes, support future headcount growth, and avoid the rigid limitations of previous software.

“The software I’ve used at previous companies were all proprietary systems. They were separate ecosystems. They did not work well together. I needed something that could automate my processes and that could grow with my company.” – Jess Rodriguez, Owner / Broker

Why It Mattered

Apartment locating moves fast. Leads go cold if they are not claimed. Clients need clear communication, scheduled tours, and accurate paperwork. Without automation, every step depends on a person remembering to click the next button or send the next email.

As One Place Agents added more agents, this manual approach would only become harder to manage. Response times could slip, follow-up tasks might fall through the cracks, and onboarding new agents would take longer. Therefore, Jess needed a single system that could route leads, guide agents through a repeatable process, and keep billing in sync with actual move-in dates.

The Zenatta Solution

Zenatta designed a Zoho CRM–centered solution that automates the full journey from lead to move-out. The team focused first on repeatable workflows and then on the integrations that support them.

• Automated Lead Assignment (CRM + Forms): Zenatta helped One Place Agents move away from generic, static lead capture. They created Zoho Forms with unique links that include the agent’s email. When a form is submitted, CRM checks this value and automatically assigns the new lead to that agent. This routing removes manual triage and speeds up first response.
• Client-Engagement Automation After Deal Conversion (CRM): When an agent converts a deal, the system no longer stops at a status update. Instead, CRM creates a scheduled meeting, sends reminder emails to all participants, and links apartment details through a subform. The subform pulls in the default leasing email and still allows agents to adjust it, which keeps the process both structured and flexible.
• Guest-Card Style Documentation & Mail-Merge (CRM + Writer): To standardize communication with properties, Zenatta built custom functions that generate guest-card style mail-merge documents. These documents are automatically attached to CRM email templates, so agents can send consistent, complete packages to target apartments in just a few clicks.
• Post–Move-In Automation & Invoicing (CRM + Books): Once a client’s move-in is confirmed, the workflows continue. CRM integrates with Zoho Books to generate an invoice on the move-in date and write key invoice details back to the deal. In addition, reminders are scheduled one month before move-out so the team can offer help finding the client’s next place.
• Scalable Lead Pool & Notification Logic (CRM + Cliq): Behind the scenes, Zenatta also configured lead pool notifications and custom Cliq message cards with “Claim Lead” buttons. As a result, new leads can be surfaced to the team, claimed in real time, and instantly reassigned in CRM without manual coordination.

Results

One Place Agents is still early in its journey, so formal metrics are not yet in place. However, the operational impact is already clear. Everyday tasks that used to require hands-on effort now run through automations in CRM, Forms, Books, and Cliq.

Agents can trust the system to handle lead assignment, meeting scheduling, document generation, and move-in invoicing. Because these steps are now standardized, the company is better positioned to bring on new agents and maintain a consistent client experience as it grows.

• Lead assignment flows from form to agent automatically.
• Deal conversion triggers meetings, reminders, and apartment details.
• Guest-card documents are generated and attached without manual prep.
• Invoices update deal stages when they are sent or paid in Zoho Books.

“Zenatta helped automate many of the processes that we were doing manually. It’s hard to let go of that control, but when you have a system you trust to complete the tasks, it makes it a lot easier.” – Jess Rodriguez, Owner / Broker

“Everything was fantastic. Ben has been very patient with us as we’ve caught up to the technology. He fielded a ton of questions from us. We’re not quite done, but we’re excited to use the system.”

– Jess Rodriguez, Owner / Broker, One Place Agents