15 time-saving CRM automations that help agents close more deals

In the modern game of real estate, the difference between a good business and a great one comes down to one thing: intelligent automation.

Top-performing teams are using smart automation to handle everything from lead nurturing to transaction management. And the benefits don’t stop at time savings. The right set of automated workflows can lead to greater consistency and deeper client relationships.

But with the avalanche of AI tools, the noise is louder than ever. In this article, we’ll explore practical automation strategies that are helping real teams grow.

Why automated systems still fall short

Save time. Close more deals. Never let a lead slip through the cracks. The promise of automation is compelling. But for many real estate teams, the reality falls short.

Here's what typically happens:

• Multiple tools create multiple headaches - Jumping between different systems for email marketing, SMS, and lead management wastes time and creates confusion.
• Data gets scattered and siloed - When your automation tools don't talk to each other, you lose the full picture of your lead engagement resulting in awkward follow ups that don’t hit the right note.
• Complex setups lead to poor adoption - If your team needs an engineering degree to use the system, they simply won't.

The teams making real progress with emerging technology are running and tracking their automations from the same place where they do their daily work.

The result is more time on the phone and in the field, and less time on routine marketing and admin tasks. Here’s how that actually looks in the day-to-day.

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15 powerful automations top teams run from their CRM

When we ask top-performing team leaders how they’re approaching automation, we almost always hear the same thing:

The key to success in modern real estate isn't automating relationships; it's automating the routine tasks that keep you from building them.

When your business runs like a well-oiled machine in the background, you and your agents can focus on being in the field with clients, leading meaningful conversations, and delivering the kind of human-to-human value that no automation can replace.

Here are some of the most powerful automations used by real agents and teams.

Lead engagement automations

Today's top teams use Follow Up Boss's behavior-based automations to create experiences that feel personal at any scale.

1. First response for new leads

Every lead deserves instant attention, but you can't be available 24/7. This automation ensures no inquiry goes unanswered:

• Send personalized welcome messages within seconds using Smart Messages
• Route leads to agents based on custom criteria (price point, location, etc.)
• Start action plans that combine email, SMS, and task reminders
• Pause sequences automatically when leads respond

Agent insight: Don’t let automated texts shoot you in the foot. Always be available to have a conversation, or use AI texting to keep the convo going for you.

"Nothing beats the conversation between you and the consumer. That's what people value the most throughout a transaction when they're buying and selling. For us, email, text messaging, drip campaigns, and automations are key to giving agents more time on the phone." — Camila Rivera, Laurie Finkelstein Reader Real Estate Team

2. Database-wide email marketing

Not every lead is ready to transact immediately. Automation keeps you top-of-mind until they're ready to move:

• Combine email drips with scheduled SMS check-ins
• Include task reminders for agents to make personal calls
• Track engagement to identify when leads are ready to convert

Power strategy: Trigger content based on lead source and search criteria to keep each touchpoint relevant.

3. Re-engage stale leads

Here’s one that bears repeating: there is no such thing as a bad lead. Yesterday's cold lead could be tomorrow's hot prospect. The right automation can help you reconnect with past or “lost” opportunities:

• Automatically tag leads with no activity in the last 30/60/90 days
• Launch targeted re-engagement campaigns
• Alert agents when past leads show renewed interest
• Track success rates to optimize timing and messaging

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4. New inquiry follow-up

When someone shows interest in a property, timing is everything. This automation helps you respond while their curiosity is piqued:

• Send instant responses when leads save or view listings
• Create customized follow-up sequences based on price point
• Set task reminders for agent phone calls
• Track response rates to optimize templates

Smart play: Let FUB Phone's AI summaries guide your follow-up calls by showing you exactly what properties caught their attention.

5. Follow up with long-term buyers 

Not everyone is ready to buy today, but that doesn't mean they won't be valuable clients tomorrow. This automation helps you stay meaningfully connected to leads with a purchase timeframe of over three months out:

• Trigger personalized check-ins every 30 days when leads are marked as "nurture"
• Progress from helpful market updates to actionable buying tips
• Mix automated touches with agent task reminders for personal follow-up
• Include valuable content like neighborhood insights and home-buying guides

Top team tactic: Keep your automated emails conversational and focused on gathering information about their timeline and preferences. This helps you personalize future communications and know exactly when to step in with direct outreach.

"All the agent needs to do is update the status or the stage of the lead to say they're not ready now, but they may be ready in a year or two. The system then triggers an automation to drip the lead. It's not meant to replace an agent—a drip campaign never will—but it helps supplement." — Elena Kee, Kee Technology Solutions

Lead generation automations

Converting event attendees and referrals into clients requires both speed and consistency. The following automations help you capture and nurture these opportunities.

6. Turn open house attendees into clients

Turn every open house into a lead-gen machine. With a well-structured open house automation, you can easily capture sign-ins and convert attendees into clients:

• Automatically import attendee information from Spacio or manual entry
• Send personalized thank-you messages within hours of the event
• Create targeted follow-up sequences based on buying timeline
• Assign agents to high-priority prospects for immediate outreach

Pro tip: Use FUB's tagging system to track which open houses generate the most engaged leads over time.

7. Past client property alerts

Notice a past client checking out properties? Use that as your cue to reach out with a casual hello:

• Trigger personalized check-ins when past clients view listings
• Send market updates for their neighborhood
• Create task reminders for periodic value check-ins
• Track engagement to identify potential repeat business

Quick win: The key to making these automations work is timing. Past clients who are actively viewing properties are often ready to make a move or know someone who is.

"Automations are kind of the workhorse or the machine. We're looking down and observing, saying, ‘How can we get better results for our customers? How can we create more sticky engagement with the consumer?’ That's where all the AI and all the magic is happening on the back end." — Ryan Young, Fello

Lead flow automations

Even the best lead generation strategy falls flat without proper distribution. These automations helps ensure leads get to the right agent at the right time.

8. Smart lead reassignment

Don't let good leads go cold. This automation creates accountability and helps make sure every lead gets immediate attention:

• Monitor lead response times across your team
• Automatically reassign leads after 12 hours of inactivity
• Route untouched leads to a First To Claim pool
• Track response patterns to optimize lead distribution

Power move: Use the New Lead Communication tag to track which leads have received personal outreach versus automated responses.

9. Hot lead round robin

When previously quiet leads suddenly show new activity, you need your best agents ready to engage. This automation helps you get the right hands on deck:

• Identify leads with renewed property interest
• Automatically move them to a priority response queue
• Alert your team to high-potential opportunities
• Track which agents convert reactivated leads most successfully

Already a Follow Up Boss user? Combine this with FUB's AI to automatically prioritize qualified sellers and high intent buyers.

Task automations

The best real estate teams run like clockwork, while never forgetting the small stuff. These automations handle routine tasks and reminders so you can keep everyone focused and accountable (without the micromanagement).

10. Meeting reminders and follow-up

First impressions matter, but it’s consistency that closes deals. This automation helps you maintain your momentum after every client interaction:

• Get instant meeting recaps so you know exactly where you left off
• Schedule personalized follow-up sequences before or after an in-person meeting
• Create task reminders for promised materials or information
• Track appointment-to-client conversion rates by agent

Smart play: Got multiple parties to reply to? In Follow Up Boss, it’s easy to schedule emails to go out just to your primary contact, or the group.

11. Deal stage workflow automation

Keep transactions moving smoothly with automated handoffs between clients, lenders, and transaction coordinators:

• Trigger role-specific task lists when deals change stages
• Automatically notify lenders and transaction coordinators
• Track deal velocity to identify bottlenecks

Pro tip: Use FUB's tagging system to track common bottlenecks (like delayed responses from third parties) and provide extra support where needed.

12. Lender collaboration automation

Keep deals moving with seamless lender coordination:

• Automatically notify lenders when leads show buying intent
• Share relevant lead details and communication history
• Monitor conversion rates by lender

Top team tactic: Add your preferred lenders as FUB users to maintain a complete communication record in one place.

13. Post-closing relationship nurture

Turn today's clients into tomorrow's referral sources:

• Launch personalized "congratulations" sequences at closing
• Schedule periodic check-ins at key milestones
• Share relevant market updates and homeowner tips
• Track client engagement to identify referral opportunities

Keep it human: Include a mix of both automated and personal touchpoints. For example, schedule manual phone calls at the 3-month mark when clients are most likely to have referrals from friends who've visited their new home.

14. Special occasion outreach

One of the most magical elements of using automations is they can help you remember the small stuff that has a big impact on relationships.

• Send automated birthday greetings to your sphere
• Create custom date fields for important milestones
• Track client life events for meaningful follow-up
• Monitor engagement rates to optimize timing

Mix it up: Combine automated greetings with scheduled gift sends for VIP clients. Even a small $5 coffee card can turn a simple birthday message into a memorable touchpoint that generates referrals.

15. Bad number recovery

Don't let wrong numbers derail your follow-up. This automation helps you reconnect with leads when phone contact fails:

• Automatically flag leads with disconnected or wrong numbers
• Trigger alternative contact methods like email and social
• Create tasks for agents to verify contact information
• Track success rates of different re-engagement methods

Pro tip: You can use FUB's email templates to create a sequence specifically designed to request updated contact information without making leads feel pressured.

"What should an agent be spending their time doing? You should answer the phone when it rings. You should be out in the field showing property with their clients. You should be calling and texting and checking in, and the business should be running like it's Amazon in the background." — Jason Pantana, Tom Ferry International

How to get started with FUB Automations 2.0

If you’re just getting started with real estate automations, the key is starting small and scaling up. Here's how:

1. Set up your foundation

Start with these essential automations:

• New lead response
• Basic follow-up sequences
• Meeting confirmation workflows
• Post-showing feedback requests

2. Organize your database

Focus your automations around:

• Recent leads (less than 7 days old)
• High-value prospects (searching above market average)
• Past clients due for check-ins
• Property-specific interest groups

3. Track and optimize

Use FUB's built-in analytics to:

• Monitor response times and engagement rates
• Track which sequences convert best
• Identify bottlenecks in your workflows
• Measure ROI on automated campaigns

With FUB Phone, every call, text, and email is tracked in one place. AI summaries break down key interactions at a glance, helping you identify peak response times, spot engagement trends, and optimize when your automated sequences should pause for personal outreach.

Stop juggling tools, start closing deals

Many automated systems create more problems than they solve. That's exactly what we've designed these 15 automations to prevent. With Follow Up Boss, you get:

• One central hub for all your lead engagement
• Simple triggers that anyone on your team can set up
• Consistent follow-up that feels personal
• AI-powered insights to optimize performance

Everything runs from one simple platform, so you can focus on building relationships and closing deals.

See how easy intelligent automation can be. Try Follow Up Boss free for 14 days.

Frequently asked questions

How does Follow Up Boss compare to other real estate CRMs?

Unlike lead management and marketing platforms that create data silos, Follow Up Boss is designed specifically for real estate professionals. With a single, powerful platform you can manage leads, automate repetitive tasks, and track your marketing efforts across email campaigns, social media marketing, and MLS listings.

Can I connect my existing real estate website and other marketing tools?

Yes! As an open platform, we integrate with:

• Your brokerage's existing systems
• Popular MLS platforms
• Landing pages and lead capture forms
• Social media posts and content marketing
• Digital marketing tools and chatbots
• 250+ lead sources and marketing automation tools

How do real estate agents use Follow Up Boss automations to streamline their business?

Top-performing real estate agents use our purpose-built features to:

• Automate sales processes and lead scoring
• Track notifications from new listings
• Monitor engagement across marketing strategies
• Build their real estate business

Will this help improve my marketing ROI?

If you ask our customers, the answer is yes. Our built-in analytics help you measure:

• Lead engagement across channels
• Top lead sources
• Email campaign open rates
• And more

What kind of support do you offer during setup?

Our team is with you every step of the way with:

• Free data migration from your existing real estate CRM
• Dedicated onboarding specialists
• Training on AI tools and automation features
• 24/7 technical support
• Regular strategy sessions to optimize your lead and marketing platforms

How secure is the platform?

We use enterprise-grade security to protect:

• Client contact information
• Transaction details
• Marketing automation workflows
• Team communication
• Integration connections

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