Real estate CRM automation for a database your agents actually trust
Three portals, an IDX site and open house sign-ins all feed the same CRM, and it shows. We build automation that merges duplicates, moves stages from real activity, fills missing fields from conversations and writes closings back from your transaction platform.
- Duplicate contacts merged with history and consent kept
- Stages updated from activity, not memory
- Closed deals written back from Dotloop, SkySlope or Brokermint
Signs your CRM has stopped working
One buyer, four records
The same person registered on Zillow, your IDX site and an open house sheet, with two different emails. Three agents are now texting her.
Stages that never move
Half the database still says New. Smart lists and action plans key off stages, so the wrong people get the wrong drip.
Closings live somewhere else
The deal closed in SkySlope, but the CRM still shows an active buyer. Past-client campaigns skip them, and the agent's sphere shrinks on paper.
What CRM automation fixes and keeps fixed
Changes use your stage names, tags and ownership rules. Anything ambiguous waits for a person.
Duplicate detection and merge
Matches on phone, email and name variants, proposes merges with history combined and leaves ambiguous pairs for a person to decide.
Stages from activity
Moves contacts between stages based on showings booked, offers written or long silence, using the stages your team already uses.
Fields filled from conversations
Reads texts, emails and notes agents log and fills price range, areas, timeframe, pre-approval and whether they have a home to sell.
Ownership and reassignment
Flags leads with no contact in your window, reassigns per team rules and keeps ownership disputes visible to the team lead.
Closing write-back
When a file closes in Dotloop, SkySlope or Brokermint, marks the contact as a past client, records address and close date and starts the past-client plan.
Team lead reports
A weekly view of untouched leads, stage aging, source to closing and follow-up rates by agent, straight from CRM data.
The CRMs and platforms we work in
Follow Up Boss
People, deals, stages, tags and smart lists through the Follow Up Boss open API.
BoldTrail (formerly kvCORE)
Contacts and activity through BoldTrail's API, with tasks where a field is not writable.
Lofty and Sierra Interactive
Lead records and stages through each platform's API access.
Instant replies to new leads
Clean routing starts with a fast first reply.
Closings written back
Contract-to-close data flows into the CRM at closing.
Workflow automation for any business
The same approach outside real estate.
CRM rules that protect your license and your list
Merges never lose consent history
When two records combine, the consent source and any opt-out carry forward. A merged contact who asked you to stop stays stopped.
CAN-SPAM on every email list
Nurture and market update emails need a working unsubscribe and your physical address under CAN-SPAM. Unsubscribes sync across every list.
Protected classes stay out of tags
The automation never tags or segments by race, religion, national origin, familial status, disability or any other protected class, so smart lists cannot become steering tools.
Every change is reversible
Each merge, stage move or field update is written as a note with the reason, so a team lead can see what changed and roll it back.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is real estate CRM automation?
Automation that keeps a real estate CRM accurate: merging duplicates, updating stages from activity, filling fields from conversations, enforcing ownership rules and writing closings back.
Will a cleanup break our Follow Up Boss action plans?
We test merges and stage changes against your action plans and smart lists first, and pause plans on records being changed so nobody gets a double drip.
We are moving from kvCORE to Follow Up Boss. Can you help with the data?
Yes. We clean and dedupe the export before import, map stages and tags, and carry consent and opt-out flags across.
Can it fill fields from notes agents already write?
Yes. Free-text notes like 'wants 3 bed near the lake, preapproved with credit union, needs to sell first' become structured fields the team can filter on.
Does it handle open house sign-in sheets?
Yes. Digital sign-ins or photographed paper sheets are read, matched to existing contacts and tagged with the property and date.
Who decides when two contacts are the same person?
Exact matches on phone or email merge on rules you approve. Anything less certain, like a shared family email, goes to a person.
Get your CRM working for you again
Take the 2-minute AI audit to see what your CRM should be doing on its own.
- Export and score the database
We export contacts, stages, sources and activity and score how many are duplicates, stale or missing key fields.
- Agree merge and stage rules
Your team lead approves what counts as a duplicate, which stage a contact belongs in and who owns a lead after reassignment.
- Batch cleanup with review
The historical cleanup goes in batches, with a person approving merges before any record is removed.
- Nightly hygiene, monthly review
New records are checked every night. Each month we review false merges, new lead sources and CRM updates.