Apto Integration
CRM & Lead ManagementWhat It Does
Apto is a commercial real estate CRM purpose-built for brokers, and the detail that makes it a strong integration target is its foundation: Apto is a managed application built natively on the Salesforce platform. Contacts, companies, properties, spaces, listings, deals, and commissions are modeled as Salesforce objects (standard and custom), which means Apto inherits the entire Salesforce developer surface — the REST API, the Bulk API, SOQL queries, the Streaming/Change Data Capture event bus, Platform Events, and Apex.
Why Real Estate Professionals Use It
A commercial broker's edge is relationship velocity: how fast a new owner, tenant rep, or buyer relationship gets enriched, prioritized, and worked before a competitor reaches them. The problem in most Apto orgs is not data — it is the manual gap between a record being created and the broker actually acting on it. Leads sit unrouted, call lists go stale, deal-stage changes don't trigger the follow-up they should, and pipeline reporting still gets rebuilt by hand for the Monday sales meeting. Because Apto lives on Salesforce, every one of those gaps can be closed with an automation layer talking to the Salesforce platform API — no waiting on a partner connector that may not exist.
AI Solutions for CRM
Ebook
CTO's Guide to AI Implementation
Technical framework for CTOs evaluating AI solutions with Build vs Buy analysis
Solution
Property Data Enrichment
Auto-enrich contacts with property ownership, tax records, and market data
Solution
Universal CRM Sync Hub
Keep HubSpot, Follow Up Boss, Salesforce, and spreadsheets in perfect sync
Key Features for Real Estate
Discover how Apto powers real estate automation workflows
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Feature
Salesforce-Native Data Model
Contacts, companies, properties, spaces, listings, deals (pipeline), and commissions are modeled as Salesforce objects within the Apto managed package, accessible through standard Salesforce REST/Bulk/SOQL.
Real Estate Impact
Because brokerage records are Salesforce objects, you can read and write them with first-class, documented API patterns — query every owner contact tied to a property, or push an enrichment result back onto a lead, without a fragile custom scraper. The CRE schema is already there; the automation just speaks Salesforce to it.
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Automation Workflows
Ready-to-deploy workflows powered by Apto + NextAutomation
Workflow 1 of 4
Intermediate
New Prospect Contact → Enrichment + Ranked Call List
When a new prospect contact is created in Apto, the automation enriches it with firmographic, ownership, and contact data, scores it, and places it on the right broker's call list with a priority — converting a raw record into a ranked, ready-to-work lead.
Trigger: New Contact (or Lead) record created in the Apto Salesforce org (Salesforce Change Data Capture event on the Contact object, or a Platform Event)
Workflow Steps
1Salesforce CDC fires: new prospect contact created in Apto with name, company, and any known property association
2n8n receives the event and queries the full record via SOQL (Salesforce REST API) for fields the automation needs
3Enrich the contact: append firmographics and property-ownership data from an enrichment source (e.g. an ATTOM property/ownership lookup) and verify contact details
4Score the lead: combine enrichment signals (portfolio size, asset type fit, recency of activity) into a 0-100 priority score
+3 more steps
Brokers open a call list that is already enriched and ranked — they dial the owner most likely to transact first, instead of triaging a flat alphabetical list. New prospects get worked the same day they land, not whenever someone gets around to them.
Triggers & Actions
Connect Apto to your workflows with powerful triggers and actions
Triggers
New Contact / Lead Created
Fires when a new contact or lead is created in the Apto Salesforce org, via Salesforce Change Data Capture or a Platform Event on the object.
Enrich the new prospect with ownership and firmographic data, score it, and add it to the correct broker's call list with a priority ranking.
Deal Stage Changed
Fires when a deal/opportunity's stage field is updated in Apto's brokerage pipeline (CDC on the deal object).
On a move to 'Under LOI', create the next-step task, log the activity, and refresh the live weighted-pipeline report.
Property / Space Updated
Fires when a property or space record's fields change — last sale price, occupancy, lease status, ownership (CDC on the property object).
Propagate the updated comp to every open deal and call-list item that references the property so no broker quotes stale data.
New Listing Activated
Fires when a listing is created or set to an active status in the Apto org.
Run an AI buyer-need match across contact requirement notes and draft personalized outreach to matching prospects for broker review.
Activity / Call Logged
Fires when a call, email, meeting, or note is logged as a Salesforce activity against a contact, property, or deal.
After an outbound call is logged, advance the prospect's cadence to the next touch and (via AI) draft a recap email in the broker's voice.
Actions
Create or Update Contact
Create a new contact or write enrichment, scoring, and status fields back to an existing Apto contact via the Salesforce REST or Bulk API.
Write an enrichment result and a priority score onto a freshly created prospect so the broker's list is ranked before the first dial.
Create or Update Deal
Create a new pipeline deal or update an existing one's stage, expected commission, close date, or linked records via the Salesforce API.
When a buyer replies with interest to a matched listing, create the deal and link the contact and property automatically.
Create Task
Create a Salesforce task assigned to a broker, tied to a contact, property, or deal, with a due date and description.
On every deal-stage change, create the stage-specific next-step task so follow-up never depends on a broker remembering it.
Log Activity
Write a call, email, meeting, or note as a Salesforce activity record against the relevant contact, property, or deal.
Auto-log approved outreach against each matched contact so the relationship history and cadence stay accurate.
Query Records (SOQL)
Run a SOQL query through the Salesforce REST API to read any Apto object — contacts, properties, deals, listings — with filters and relationships.
Find every open deal that references a given property so a comp update can be propagated to all of them.
Add to Call List / Cadence
Add or update a contact's membership in a call list or prospecting cadence via the underlying Salesforce records.
Place a newly enriched, priority-scored prospect onto the correct broker's call list in the right rank order.
Setup Guide
Get started in approximately 1-2 hours for Connected App setup and a first SOQL read; half a day for a CDC-triggered enrichment + call-list workflow; 1-2 days for full pipeline-reporting and AI buyer-match automation
Prerequisites
- An Apto subscription running on a Salesforce org (Apto is a managed package installed in Salesforce — confirm with your Apto/Salesforce admin which org hosts your data)
- Salesforce admin access (System Administrator profile) to create a Connected App and grant API access
- Salesforce edition with API access enabled (Enterprise, Unlimited, or an edition with the API add-on; confirm 'API Enabled' is on the integration user's profile)
- n8n instance (cloud or self-hosted) with the Salesforce node or an HTTP Request node for REST/Bulk/SOQL calls
- A dedicated Salesforce integration user (not a named broker) with least-privilege access to the Apto objects your workflows touch
- A webhook endpoint reachable by your event subscriber if you use Change Data Capture / Platform Events for real-time triggers
1
Confirm Apto Runs on Salesforce and Identify the Objects
Apto is a Salesforce managed package, so your integration target is the Salesforce org, not a separate 'Apto API'. In Salesforce Setup → Object Manager, identify the objects your workflows need (Contact, Account/Company, the Apto property/space objects, the deal/opportunity object, listing object). Note their API names — managed-package custom objects carry the Apto namespace prefix.
Ask your Apto admin for the namespace prefix and a field map. Managed-package field API names differ from their labels, and getting them right up front saves hours of trial-and-error in your queries.
2
Create a Salesforce Connected App for API Access
In Salesforce Setup → App Manager → New Connected App, enable OAuth settings, set the callback URL, and select scopes (at minimum 'Access and manage your data (api)' and 'Perform requests at any time (refresh_token, offline_access)'). Save and record the Consumer Key and Consumer Secret. This is the standard, documented Salesforce OAuth path — no special Apto credentials required.
Use the OAuth 2.0 JWT bearer flow or client-credentials flow for unattended server-to-server automations so you are not dependent on an interactive login or a token that expires mid-workflow.
3
Provision a Least-Privilege Integration User
Create a dedicated Salesforce user for the automation with a profile/permission set granting API access and object/field permissions only on the Apto objects your workflows read or write. Never run automations as a named broker — if that broker leaves and is deactivated, every workflow breaks.
Scope field-level security tightly. The integration user should see exactly the fields your automations touch and nothing more — this is both a security and a debugging win.
4
Connect n8n and Test a SOQL Read
In n8n, add Salesforce credentials using the Connected App's Consumer Key/Secret and the integration user. Build a test workflow that runs a SOQL query via the REST API (e.g. SELECT Id, Name FROM Contact WHERE CreatedDate = TODAY) to confirm authentication and data access before writing anything.
Log the raw API responses to a sheet for your first week. Managed-package field names are easy to mistype; having real response samples on hand makes building the write-back steps far faster.
5
Subscribe to Change Data Capture for Real-Time Triggers
In Salesforce Setup → Change Data Capture, enable CDC for the objects you want real-time triggers on (Contact, deal, property, listing). Subscribe your event consumer (n8n via the Salesforce Trigger node, or a streaming client) to the change events so new contacts, stage changes, and property updates fire workflows the instant they happen.
Enable CDC only for the objects you actually act on. Salesforce events are high-volume on a busy brokerage org; subscribing to everything floods your automation with changes you ignore.
6
Wire Write-Back and Downstream Systems
Once reads and events work, connect the outputs: write enrichment and scores back to Apto contacts, create tasks and activities via the API, push pipeline figures to your reporting layer, and route notifications to Slack or email. Map your Apto/Salesforce record IDs to any external IDs you use so the loop stays consistent.
Use the Salesforce Bulk API for high-volume write-back (mass enrichment of a large contact set) and the REST API for single-record, real-time updates. Mixing them appropriately keeps you within API limits.
Frequently Asked Questions
Common questions about Apto integration
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