Process Guide

Hot Lead Process

Our process for handing off hot qualified leads to you to help streamline your operations & close more leads

The hot lead process starts with us calling, texting, & emailing leads for you — talking like an in-house team member of yours. We handle ALL lead contact & nurture until qualifying your leads. Once we connect with a lead, we ask qualifying questions. If they're qualified & want to buy/sell within the next ~6 months, we hand them off to you as a hot lead & coordinate an intro phone call.

Part 1 — The Hot Lead Handoff

Agent's only actions in Part 1: send a text & read our notes on the new hot lead. You won't be on the phone with the new hot lead until Part 2.

BM team connects with lead, asks qualifying questions
If qualified: "I'd love to connect you with [AGENT], the #1 agent on our team..."
Books intro call for next day via Calendly
Creates group text with agent's personal phone + lead
Sends text: "Hi [NAME], great talking about your home search! The other number in this group chat is [AGENT]. [AGENT] will call you on [DATE & TIME] from [PHONE #]."
Sends agent a hot lead notification email with details & intro call time
Agent replies to group chat ASAP: "Hi [NAME], super excited to talk on [DATE & TIME] about your [type] home search. Talk soon! – [AGENT]"
Detailed notes + call recordings in lead's Follow Up Boss CRM contact
Automated Calendly reminders sent to lead before intro call

Part 2 — Intro Call (lead picks up)

Before calling: Read notes in Follow Up Boss CRM contact.

Agent calls lead at scheduled date & time. If lead picks up:

Build rapport using BM's notes on their situation
Talk through search criteria, go deeper on what they're looking for
Explain your value as their buyer's agent

If NOT pre-approved for financing:

Explain pre-approval process & importance of reputable lender
While still on call: send email with contact info for 2 recommended lenders
Confirm they have the email & lender info
Wrap up: discuss next steps after financing approval + general date/time for next call

If paying cash OR already pre-approved:

While still on call: send email with custom home search link OR list of homes matching criteria
Confirm they received it
Aim to get them touring homes ASAP — get dates/times
Plan for at least weekly check-ins

After call: text lead thanking them for their time. Note everything in Follow Up Boss CRM.

Part 2.5 — Intro Call (lead no shows)

Call again immediately (double dial — 2 total calls at scheduled time)
Leave voicemail after second call
Text in group chat: "Hi [NAME] – Just tried calling. What time works best later today or tomorrow to connect? – [AGENT]"
Call again a few hours later same day
Day 2: 1 more call. By day 7: 1 final call.

Total: 3 calls day 1, 1 call day 2, 1 final call by day 7. If still no response → add "REVIVE" tag in CRM. BM takes over follow ups.

Part 3 — Turning Hot Leads Into Closed Deals (cash / pre-approved)

Goal in first week: stay in close contact & get them touring homes in-person.

Immediately after intro call: text thanking them for their time
Aim to reconnect within first week — ideally discussing homes they've seen
If ~1 week with no contact: bump up the email + call & text
Call once/week until reconnected
If 2 months since last contact: add "REVIVE" tag — BM takes over

Part 3.5 — Turning Hot Leads Into Closed Deals (financing, not pre-approved)

Goal: connect them with a lender to go through pre-approval process.

Immediately after intro call: text thanking them for their time
Aim to reconnect within first week until they connect with a lender
If ~1 week with no response: call once/week, add texts/emails after calls
Every email: bump up lender contact info email
If 2 months since last contact: add "REVIVE" tag — BM takes over
Once connected with lender & pre-approved: follow Part 3 flow