Systems Diagnostic
Every inquiry source feeds one place. No more checking multiple inboxes. Agent assignment is clear and fast. Source tracking shows which channels bring deals.
For Realtors & Brokerages
Real Estate Systems That Keep Every Inquiry Moving
How many inquiries came in this week that never got a fast reply because they landed in the wrong place?
No tech prep needed. We'll guide you.
Agents notified quickly
New inquiry comes in and the right agent gets a text alert fast. Nothing sits unassigned.
All sources feed one place
Listing sites, website, social, and referrals all land in one place with source tagged. No more checking multiple inboxes.
Stalled deals get flagged
A clear view shows which deals have not moved recently, so you can act before escrow falls apart.
A day in the life
Before and after working with Systemly
See how Real Estate Systems That Keep Every Inquiry Moving teams go from chaos to clarity
Before
7:00am
Check three different inboxes for new inquiries from listing sites, website, and referrals
9:00am
Manually enter yesterday's inquiries and realize one agent never got assigned a hot prospect
11:00am
Agent texts asking "Where are we on the Smith closing?" Dig through emails to find status
2:00pm
Realize a listing appointment from last week never got a follow-up. Client already called a competitor
4:30pm
Spend 45 minutes building a performance report for your broker meeting tomorrow
6:00pm
Agent reports they accidentally double-booked two showings. Scramble to fix it
After
7:00am
All overnight inquiries are already assigned to agents with text alerts sent
9:00am
Review the deal board: three escrows on track, one flagged as stalled
11:00am
Agent checks the deal board for Smith closing: sees inspection scheduled, appraisal ordered, clear next steps
2:00pm
Automatic follow-up already sent to last week's listing appointment with calendar link
4:30pm
Open pre-built broker dashboard: team performance, deal progress, conversion rates at a glance
6:00pm
All showings synced with agent calendars, nearly eliminating double-booking
Real scenarios from Real Estate Systems That Keep Every Inquiry Moving teams we’ve worked with
Solutions
How we help real estate systems that keep every inquiry moving teams
We match your specific challenges with the right solution package. Each one is designed to fit where you are now and where you want to go.
Complete Setup Package
New inquiries route to the right agent with a text alert within minutes. Follow-ups stay on schedule. Stalled deals get flagged when inspection or appraisal steps lag.
Monthly Maintenance
Transaction checklists keep inspection, appraisal, title, and closing steps on track. Brokers see exactly where each deal stands without chasing agents.
Common challenges
What we hear from real estate systems that keep every inquiry moving teams
01
A buyer fills out your website form at 9pm asking about a listing. It hits a general inbox. You see it the next morning. They already scheduled showings with two other agents who replied the same night.
Impact: Real estate moves fast. The agent who responds in minutes gets the showing. The agent who responds in hours gets nothing.
02
An agent has a deal in escrow. Inspection was supposed to happen Tuesday. It is now Thursday and no one knows the status. The buyer is anxious because nobody told them what is happening.
Impact: Deals die in escrow when steps get skipped or delayed. When transaction steps live in agents' heads, closings take longer and buyers lose trust.
03
You closed a deal with a family eight months ago. They have friends looking to buy, but they forgot your name because no one stayed in touch.
Impact: Referrals and repeat clients keep agents busy. When follow-up is inconsistent, you start from zero every time.
04
Monday morning: six new inquiries came in over the weekend from listing sites, your website, and social. You spend an hour figuring out which agent should take which inquiry. One already called a competitor because nobody replied yet.
Impact: Manual routing means inquiries sit unassigned while you make decisions. The longer they wait, the colder they get. Speed matters more than perfect assignment.
What we build
What we build for real estate systems that keep every inquiry moving teams
WordPress website + inquiry capture
We build or refresh WordPress sites that route listing inquiries to the right place with clear next steps.
Fast inquiry response and follow-up
We set up quick reply texts and email follow-ups using your existing tools (including kvCORE or Mailchimp when needed).
Custom intake forms for buyers and sellers
We create custom intake forms that collect the details agents need, embedded on your site or inside your tools.
Reporting and broker dashboards
We build dashboards that show inquiry response times, active deals, and stalled escrows.
We work with what you already use
Don't see your exact setup? We work with most systems you already have and tie them together so you get time back for the work that actually makes you money.
Results
What you can expect
Real outcomes we deliver for Real Estate teams every week.
Leads get claimed quickly
Agent assignment and alerts happen within minutes so leads never sit cold
Brokers see deal status instantly
Dashboard shows which deals are moving, which are stalled, and where agents need help
Works across multiple offices
Standardized setup makes it easy to onboard new agents and scale to new locations
Integration
Tools we work with
We integrate with the tools Real Estate teams already use. No forced migrations, no platform lock-in.
Follow Up Boss
kvCORE
Zillow
Gmail
Twilio
DocuSign
Google Calendar
Dropbox
Don't see your tool? We work with most platforms and can build custom integrations.
Templates
Templates built for Real Estate teams
Start with the DIY templates that match how Real Estate teams handle pricing, intake, and follow-up. Use them now, then upgrade to a full system when you are ready.
Template
Real Estate Follow-Up System Scripts
Email and SMS scripts for new inquiries, showing requests, and stalled leads so nothing slips through the cracks.
View template →Estimate missed-call revenue leak
Before you implement, estimate how much revenue and profit is at risk from missed calls and slow follow-up in your current workflow.
Open Missed-Call CalculatorFrequently asked questions
Do you work with our existing CRM?+
Yes. We work with most real estate platforms. We build on what you already have instead of forcing you to switch.
Can you pull leads from our MLS?+
Most MLSs have ways to connect to your system. We coordinate with your MLS provider so listing data flows where it needs to go.
Will this work for both buyer and listing agents?+
Yes. Buyer leads and listing leads track differently. We set up separate pipelines with the right stages and reminders for each type.
What if our CRM is already set up but messy?+
We clean it up first: archive old records, fix broken fields, standardize tags. Then we layer in the improvements. No migration, no starting over.
Do agents have to change how they work?+
No. We build around your process. If your top agent prefers text updates, that is what they get. If another wants email, we do that. The system adapts to your team, not the other way around.
Can we see deals without logging into the CRM?+
Yes. Brokers get a view showing active deals, what is stalled, and who is performing. Email updates work too if that is easier.
Contact
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