📋 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

💼 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

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 called) or Inbound (they called 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

🔄 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