How We have Automated A lot of the Observe-Up With Potential Tenants

How We have Automated A lot of the Observe-Up With Potential Tenants

That is the fourth a part of a sequence of automation initiatives we’ve executed in 2017 for our buy-and-hold actual property enterprise. This publish will present you the way we’ve automated a few of the tedious components of changing a possible tenant to a present tenant.

We take a look at the tenant gross sales cycle in a number of levels: preliminary inquiry/visitor card, rental software, permitted candidates, and present tenants.

Preliminary Inquiry/Visitor Card

A possible tenant on this stage has most likely come throughout considered one of our advertisements and reached out to us about an accessible dwelling. We reply any questions they could have and attempt to prepare a exhibiting of the house.

We have now two targets at this stage: One is that the potential tenant will full an software, and the opposite is that he’ll join considered one of our lists (e-mail, textual content, and/or Fb) to remain up to date with newly accessible houses.

When potential tenants submit a visitor card (easy inquiry via Zillow, for instance, that provides the title, telephone, and e-mail of the particular person and states that he/she is interested by our dwelling at 123 Principal St), they obtain an automatic e-mail and textual content message stating that we’ve obtained their visitor card and can attain out to them quickly, whereas additionally offering a hyperlink to our rental software.

At occasions, we’ve added the telephone numbers and e-mail addresses robotically from our visitor playing cards into our texting and e-mail lists, respectively, on a weekly foundation. I’ve had an moral dilemma about this. After we’ve executed it, we’ll let the potential tenant know what we’ve executed and make it straightforward for them to unsubscribe. Our lists develop noticeably after we do that, and complaints are uncommon. Different occasions, we flip off this automation and manually ask them via emails, texts, and calls to hitch our lists to remain up to date with our houses.

The perfect factor to do might be edit our automated e-mail and textual content message to incorporate info on becoming a member of our lists to remain up to date with accessible houses however not robotically add them to those lists.

When a brand new visitor card is submitted, a message is posted in Slack as an extra reminder to observe up with that particular person and their info is added to Hubspot CRM.

Rental Utility

Potential tenants have proven that they’re not less than considerably critical in the event that they attain this stage. Our typical payment is $20. We run background checks and speak with earlier landlords and employers.

When the potential tenant submits a rental software, they obtain an automatic textual content that we’ve obtained their software and can get again to them quickly with the outcomes. In addition they obtain a hyperlink to pay a maintain deposit to carry their desired dwelling that can be refunded if their software is rejected.

On the similar time, my crew receives a message in Kyber (challenge administration chatbot in Slack) that we have to display screen this new applicant.

Our major objective at this stage is to display screen the applicant and mark their software as permitted or rejected. A secondary objective is to get them on considered one of our lists to maintain them up to date with accessible houses in the event that they haven’t already executed so.

Authorised Candidates

For the rejected candidates, our gross sales cycle quickly ends. We ask them to remain in contact with us and tell us if their scenario improves. It might most likely be a good suggestion to ship one or a sequence of automated texts sooner or later that follows up with that particular person.

The permitted candidates who’re able to lease considered one of our houses must pay a $100 maintain deposit via our web site. At that time, considered one of our closers will schedule a closing with them to signal paperwork and acquire cash owed.



As soon as they’ve paid the maintain deposit, they’ll obtain an automatic e-mail a pair weeks later asking them to finish a survey in trade for a $5 credit score. This gives us invaluable suggestions on our tenant gross sales cycle.

We ship these permitted however not prepared to purchase some automated emails and texts between 30 to 120 days later reminding them to hitch our lists to remain up to date with accessible houses and negotiating with us about houses which were accessible for some time.

We additionally obtain a report in Slack on a month-to-month foundation of all not too long ago permitted candidates who haven’t but transformed to tenants. That is one other alternative for us to manually attain out to this invaluable group who’s near changing to present tenants.

Present Tenants

At this level, the gross sales cycle is finished for that particular person, however that is an ongoing relationship. We’ll nonetheless attain out to this group for testimonials, for referrals for lower-demand houses in trade for small lease credit, and to remind them to maintain us up to date in the event that they know of comparable houses on the market. Most of this ought to be automated.

A lot of that is attainable no matter your utilizing Appfolio, Slack, and/or Kyber. These are simply the programs we like for now and have automated round.  

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Realt Writer

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