Deal Pipeline Tracker & LOI Follow-Up System
A done-for-you commercial real estate automation built for the CRE Broker, connecting Twilio, DocuSign, and HubSpot so the work below happens on its own.
What this automation does, step by step
Every active deal in the broker's pipeline (from prospecting through letter of intent, due diligence, and close) lives in a CRM that updates automatically as the deal progresses, and the broker receives a weekly pipeline summary showing deal count by stage, estimated commission value, and any deal that hasn't moved in 14 days.
When an LOI is sent, the system starts a response-clock and sends the broker a prompt to follow up if no response has been received in five business days.
Principals in a deal who go quiet during due diligence receive a structured check-in sequence from the broker, keeping communication open during the period when deals are most likely to quietly die without an obvious reason.
- CRM (e.g., Buildout, ClientLook, or HubSpot)
- Zapier or Make.com
- DocuSign (LOI delivery and tracking)
- Email or Twilio (follow-up sequences)
- Google Sheets (commission pipeline dashboard)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual version of this puts the entire workload on a cre broker, who has to juggle phone calls, emails, and spreadsheets just to keep things moving.
With this automation
- Instant first response by text and email on every new inquiry
- Follow-up cadences that stop the moment a lead replies
- Stalled-deal alerts before a pipeline quietly goes cold
- Clean CRM records without manual data entry
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