📋 CRM System - User Guide

📋 Overview

The CRM system consists of four main components:

How They Work Together

📇 Leads Management

What is a Lead? A lead is typically the listing agent for a property you're interested in. It could also be a property owner if you're doing off-market deals.

Lead Information

Each lead record contains:

• Name: Agent or owner name
• Contact Info: Phone and email
• Property Address: Which property they're associated with
• Lead Source: How you found them (MLS monitoring, referral, etc.)
• Status: New, contacted, interested, not interested
• Notes: Your observations and conversation history

Lead Statuses

📱 Sending SMS & Email to Leads

Quick Communication: Send SMS and Email messages directly to listing agents or property owners from the CRM Leads page. Each lead row has quick-action buttons in the Actions column for instant messaging.

How to Send Messages

1. Go to CRM Leads Page

   Visit: CRM Leads

2. Find the Lead

   Use search or filters to locate the agent/owner you want to contact. You can search by name, email, or phone number.

3. Click Send Button in Actions Column

   In the rightmost "Actions" column of the leads table, you'll see these buttons:

   • Send SMS - Send text message (blue icon, requires phone number)
   • Send Email - Send email (green icon, requires email address)
   • Send Avatar - Send AI avatar invitation (purple icon, requires phone OR email)

   Note: Buttons are automatically disabled (grayed out) if the lead doesn't have the required contact information. Hover over a disabled button to see why it's unavailable.

4. Compose Your Message

   A modal window will open with:

   • Template Selector: Dropdown menu with pre-written message templates (Introduction, Follow-up, Cash Offer, etc.)
   • Message Editor: Text area to compose or edit your message
   • AI Generate Button: If the lead is linked to a property, you'll see an "AI Generate" button to create property-specific messages automatically
   • For Email: Subject line field is also available
5. Select Template or Write Custom

   You can either:

   • Select a template from the dropdown (it will auto-fill the message)
   • Write your own custom message
   • Click "AI Generate" to create a property-specific message (if lead has property link)
6. Send

   Click the "Send SMS" or "Send Email" button at the bottom of the modal. The message will be delivered immediately and:

   • Lead status automatically updates to "Contacted"
   • Communication is logged in the Communications page
   • Success notification appears

Message Templates

Pre-built templates save time and ensure professional communication:

Template Variables

Templates automatically fill in property and contact details:

• {name} - Lead's first name
• {address} - Property address
• {myName} - Your name from profile
• {price} - List price (if available)

SMS Provider Setup

To send SMS messages, you need to configure an SMS provider:

• TextMagic - Recommended, easy setup ($16/month)
• Salesmsg - Real estate focused ($49/month)
• SimpleTexting - Marketing campaigns ($25/month)
• Twilio - Pay per use (setup takes 3-7 days)

Ask your admin to configure SMS provider credentials in the system settings.

Avatar Invitation Feature

The Send Avatar button lets you send an AI-powered chat invitation to leads:

• What it does: Sends an SMS or email invitation with a link to chat with your AI avatar
• AI Qualification: The avatar can pre-qualify sellers, answer questions, and negotiate before you get involved
• Requirements: Lead must have either a phone number OR email address
• Best for: Property owners you haven't contacted yet, allowing AI to start the conversation

What Happens After Sending

• ✅ Message is sent via your configured SMS/Email provider
• ✅ Lead status automatically updates to "Contacted" (if not already contacted)
• ✅ Communication is logged in the Communications page with full message history
• ✅ Success notification appears confirming the message was sent
• ✅ If sending fails, you'll see an error message explaining the issue

Button States & Requirements

Buttons are automatically enabled or disabled based on available contact information:

💰 Buyers Management

What is Buyers Management? Track your wholesale buyer list - the investors who purchase your deals. Know who's actively buying, what they're looking for, and their purchase history.

Accessing Buyers

Go to: Buyers List

Adding a New Buyer

1. Click "Add Buyer"

   Button is in the top right of the Buyers page

2. Fill in Contact Info Tab
   • Full Name: Required - Buyer's name
   • Company Name: Their investment company (optional)
   • Email: Required - Primary contact email
   • Phone: Phone number for calls/texts
   • Preferred Contact: How they like to be reached
3. Fill in Buy-Box Criteria Tab

   What type of properties are they looking for?

   • Property Types: Single-family, multi-family, land, etc.
   • ZIP Codes/Cities: Target areas
   • Price Range: Min and max purchase price
   • Bedrooms/Bathrooms: Minimum requirements
   • Square Footage: Size preferences
   • Rehab Tolerance: Light, moderate, or heavy renovation OK?
4. Fill in Investment Preferences Tab
   • Proof of Funds: Have they verified funds?
   • Investment Strategy: Fix-flip, rental, wholesale
   • Timeline: How quickly can they close?
   • ROI Requirements: Minimum return on investment
5. Save Buyer

   Click "Save Buyer" - they're now in your database

Buyer Statuses

Hot Buyer Status 🔥

Mark buyers as "Hot" if they:

• ✅ Have closed 3+ deals with you
• ✅ Close quickly (under 14 days)
• ✅ Rarely back out of deals
• ✅ Have large proof of funds
• ✅ Buy frequently (monthly or more)

Hot buyers get priority when you have new deals.

Buyer Matching

When you have a new deal under contract:

1. Go to the deal in CRM Deals
2. Click "Find Matching Buyers"
3. System shows buyers whose criteria match the property
4. Buyers are ranked by match score (percentage)
5. Contact top matches first

Tracking Buyer Performance

The system automatically tracks for each buyer:

• Deals Closed: Number of properties purchased from you
• Total Assignment Fees: How much you've earned from them
• Average Days to Close: How fast they close
• Reliability Score: Based on following through on commitments
• Last Purchase Date: When they last bought

💼 Deals Pipeline

What is a Deal? A deal is a property you're actively working to get under contract and wholesale to an investor.

Accessing Deals

Go to: CRM Deals Page

Deals Board (Kanban View)

Deals are displayed in a visual board with columns for each stage. You can:

• Drag and drop deals between stages as they progress
• Click a deal to view details and edit information
• Filter deals by stage, type, or assigned user
• Sort deals by priority, value, or date

Deal Information

Each deal record includes:

• Property Details: Address, photos, specs
• Financial Data: List price, your offers, ARV, renovation cost, expected profit
• Deal Stage: Where it is in the pipeline
• Probability: Likelihood of closing (10-100%)
• Timeline: Contract date, estimated closing date
• Notes: Detailed notes about negotiations, seller situation, etc.

Deal Workflow Types

Deals can be categorized by workflow:

• Wholesaling: Assignment to investor (most common for you)
• Fix & Flip: Buy, renovate, sell retail (if you're doing your own flips)

📈 Deal Stages Explained

Deals progress through stages as you work them. Here's the wholesaling workflow:

Other Possible Stages

• Closed Lost: Deal fell through (financing failed, inspection issues, seller backed out)
• Cancelled: You decided to cancel (couldn't find buyer, numbers didn't work out)

✅ Tasks & Reminders

What are Tasks? Tasks are action items with due dates that remind you what to do next.

Accessing Tasks

Go to: CRM Tasks Page

Types of Tasks

Auto-Generated Tasks

When you click "Start Deal", the system automatically creates a task:

Managing Tasks

• Complete a task: Check it off when done
• Edit a task: Update due date, notes, or priority
• Create a task: Add follow-ups or new action items
• Filter tasks: View by due date, priority, or status

💬 Communications Log

What is Communications? A log of every interaction with leads and agents. Track calls, emails, texts, and meetings.

Accessing Communications

Go to: CRM Communications Page

Automatic Reply Checking ⚡

Incoming messages are checked automatically! The Communications page automatically checks for incoming SMS and Email replies:

• ✅ Automatic Polling: Checks for new replies every 60 seconds while the page is open
• ✅ Real-time Updates: New replies appear in the timeline automatically without refreshing
• ✅ SMS Replies: Incoming SMS messages from TextMagic are detected and logged
• ✅ Email Replies: Incoming emails from Gmail are detected and logged
• ✅ Visual Indicators: Inbound messages are marked with a green "inbound" label and downward arrow
• ✅ Reply Button: Inbound SMS/Email messages show a "Reply" button for quick responses

Why Track Communications?

• ✅ Remember conversations: What was said, what was promised
• ✅ Follow up effectively: "Last time we talked, you mentioned..."
• ✅ Avoid duplicate calls: See when you last contacted someone
• ✅ Analyze what works: Which approach gets best results
• ✅ Legal protection: Written record of agreements

Logging a Communication

1. Click "Log Communication" Button

   Available on Communications page or within a deal/lead record

2. Fill in Details
   • Type: Call, Email, SMS, Meeting, Note
   • Direction: Outbound (you initiated) or Inbound (they replied/contacted you)
   • Subject: Brief description (e.g., "Initial contact about 725 Main St")
   • Content: What was discussed, key points, next steps
   • Outcome: Connected, voicemail, no answer, interested, not interested, etc.
3. Save Communication

   It's now logged and visible in the timeline

Communication Outcomes

Understanding Inbound vs Outbound

📞 Property Communication Tab

Advanced Communication Center: The Communication tab on property pages provides the most advanced messaging tools with AI assistance, templates, and tracking.

Accessing Property Communication

1. Go to any property page (from Flip Deals or search results)
2. Click the "Communication" tab
3. You'll see owner/agent contact info and messaging options

Communication Features

1. Contact Information Display

• Owner Info: Name, phone, email (if available from county records)
• Listing Agent Info: Agent name, phone, email, office, MLS listing details
• Quick Action Buttons: Call, SMS, Email, Avatar Chat for each contact

2. AI-Generated Messages ⭐

The system can automatically generate personalized messages:

• Property-Specific: Messages include actual property address, list price, and details
• Context-Aware: Different tone for owner vs listing agent
• SMS vs Email: SMS = concise (160 chars), Email = detailed with analysis

To Use AI Generation:

1. Click "SMS Owner" or "Email Agent" button
2. In the message composer, click "Generate with AI"
3. System creates a professional message based on property data
4. Review and edit as needed
5. Send or save as template

3. Message Templates

Choose from professionally written templates:

4. Communication History Timeline

See all past interactions with this property's contacts:

• Chronological View: All SMS, emails, calls, notes in order
• Message Content: What was said in each interaction
• Outcomes: Connected, voicemail, interested, not interested
• User-Filtered: Only shows YOUR communications (not other team members)

5. Avatar AI Chat Invitation

Send interactive AI avatar chat invitation:

• SMS Invitation: Owner/agent gets link to chat with AI avatar
• Email Invitation: Professional email with chat link and details
• AI Conversation: Avatar answers questions, negotiates, qualifies seller
• Session Tracking: View transcript and analysis of avatar conversations

When to Use Property Communication Tab vs CRM

Best Practices for Property Communication

• 📊 Review Analysis First

  Check Wholesaler Analysis tab before contacting. Know your max offer, ARV, repair costs.

• 🎯 Choose Right Contact

  On-market listings: Contact agent. Off-market: Contact owner directly (if legal in your area).

• 💬 Start with SMS for Agents

  Agents prefer SMS for initial contact. It's faster and less intrusive than calls.

• 📧 Use Email for Detailed Offers

  Email is better when including property analysis, comps, or formal offers.

• 🤖 Try Avatar for Qualification

  Send avatar invitation to property owners to let AI pre-qualify seller motivation before you call.

• 📝 Always Log After Sending

  Record the outcome in CRM Communications. Did they respond? Interested? Not interested?

🔄 Complete CRM Workflow

From Property to Paycheck

1. Find Property on Flip Deals Page

   Filter by Grade A/B, 🔥 HOT motivation

2. Click "Start Deal"

   Lead, deal, and task auto-created in CRM

3. Review Task: "Call Listing Agent"

   Open task, review script and agent contact info

4. Make the Call

   Ask qualification questions from script

5. Log Communication

   Record what was discussed, agent's response, seller motivation

6. Update Deal Stage
   • If qualified → Move to "Qualified" stage
   • If not interested → Move to "Closed Lost"
7. Make Offer (If Qualified)

   Use starting offer from Wholesaler Analysis tab

8. Log Offer in Deal Notes

   Record offer amount, agent's response, counter-offer if any

9. Create Follow-up Task

   If waiting for response, create task to follow up in 2-3 days

10. Negotiate to Agreement

    Continue back-and-forth until price is agreed. Update deal stage to "Verbal Agreement"

11. Send Contract

    Execute purchase contract with assignment clause. Update stage to "Contract Pending"

12. Get Fully Executed Contract

    Once signed by all parties, update stage to "Under Contract" ✅

13. Find Investor

    Contact your buyer list, present the deal. Update stage when investor commits

14. Execute Assignment

    Sign assignment docs with investor. Update stage to "Assignment Signed"

15. Coordinate Closing

    Submit docs to escrow. Update stage to "Closing Prep"

16. Close Deal

    Closing day! Update stage to "Closed Won", enter actual assignment fee received

🎯 CRM Best Practices

Daily Habits

• 📅 Start Day with Tasks

  Review tasks page. Prioritize by due date and high priority.

• 📞 Make Calls in Morning

  10 AM - 2 PM is best time to reach agents. Make 5-10 calls per day.

• 📝 Log Everything Immediately

  Don't wait. Log calls, emails, results right after they happen.

• 🎯 Update Deal Stages Daily

  Move deals forward or mark as lost. Keep pipeline current.

• ✅ Complete 3-5 Tasks Daily

  Minimum progress to keep deals moving forward.

• 📊 Review Pipeline Weekly

  Every Friday, review all active deals. Which need attention? Which are stalled?

Success Metrics to Track