TABLE OF CONTENTS
- Step 1: Automate Appointment Booking for Buyers & Sellers
- Step 2: Automate Lead Follow-Ups
- Step 3: Streamline Your Pipeline, Listings & Deals
- Step 4: Automate Invoicing & Retainer Collection (Optional)
- Step 5: Track Performance & Optimize
Are You Struggling to Juggle Showings, Clients & Follow-Ups?
You’re great at helping clients buy and sell homes—but you didn’t sign up to manage endless admin work.
Do any of these sound familiar?
❌ You’re double-booked between a buyer consult and a seller walkthrough
❌ You lose hot leads because you didn’t follow up fast enough
❌ Managing documents, showings, and reminders is all over the place
❌ Clients ghost you after valuation requests
❌ You can’t tell which leads are serious and which are wasting your time
You’re not alone. Most real estate consultants are overwhelmed by the day-to-day—because they’re doing everything manually.
What If Your Real Estate Consultancy Ran Itself?
With HighLevel, you can:
✅ Let clients book consultations, showings & valuations on autopilot
✅ Send instant follow-ups so no lead slips through the cracks
✅ Automate document requests, listing updates, and reminders
✅ Track every buyer, seller, and deal from first touch to close
✅ Get real-time insights on what’s working—and what’s not
Effortlessly manage your Business with All in One Solution - Sign Up For HighLevel Today
What You’ll Learn in This Playbook
✅ How to automate scheduling & confirmations for buyer/seller meetings
✅ How to follow up instantly with prospects and inquiries
✅ How to manage your pipeline, clients, and deals efficiently
✅ How to automate payment collection (if you charge retainers or consult fees)
✅ How to track your revenue and lead sources in one dashboard
Step 1: Automate Appointment Booking for Buyers & Sellers
Why It Matters
72% of real estate clients choose the first consultant who responds.
Online scheduling boosts appointment conversion rates by 25–30%.
1.1 Set Up Automated Booking Links
✅ Create separate booking links for:
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Buyer Consultations
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Listing Walkthroughs
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Property Valuations
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Virtual Calls
✅ Embed your booking links:
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On your website
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In Google Business Profile
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In Instagram link-in-bio
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Inside email/text campaigns
Use Case: A first-time buyer clicks your listing ad, lands on your funnel, and books a call instantly without speaking to you—saving time and reducing drop-off.
How to Set Up Booking Links
1.2 Send Automatic Reminders
✅ SMS, email, and WhatsApp reminders for scheduled calls
✅ Reduce ghosting or late reschedules
✅ Include calendar links & directions to the meeting/showing
How to Automate Appointment Reminders
1.3 Smartly Route Appointments
✅ Assign time blocks for different services (e.g., “Virtual tours” or “Walkthroughs”)
✅ Sync your calendar so no overlap with personal events
How to Set Up Permission for Assignment
Step 2: Automate Lead Follow-Ups
Why It Matters
Leads go cold fast—responding in under 5 minutes boosts conversion by 9X.
60% of consultants don’t follow up more than once.
2.1 Set Up Automated Nurture Sequences
✅ Follow up with:
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New lead inquiries
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Valuation requests
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Buyer consultation forms
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Facebook/Google ad leads
✅ Mix of email + SMS = best response rates
Example SMS:
“Hi Julie, thanks for reaching out about selling your home. Want to book a quick walkthrough this week? Here’s my calendar: [Link]”
How to Automate Quote Follow-Ups
2.2 Use AI for Instant Lead Engagement
✅ Let ConversationAI answer FAQs and qualify prospects (e.g., price range, location, urgency)
✅ Handle after-hours inquiries with automated replies
How to Set Up AI-Powered Customer Support
2.3 Build Smart Lists for Follow-Up
✅ Segment by:
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Budget
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Intent (looking to buy/sell soon)
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Location
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Property type
✅ Run targeted drip campaigns for each list
How to Set Up Smart Lists
Step 3: Streamline Your Pipeline, Listings & Deals
Why It Matters
Most real estate consultants lose deals because they don’t track where people are in the process.
3.1 Use a Real Estate Sales Pipeline
✅ Build stages like:
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New Inquiry
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Consult Booked
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Pre-Approved
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Showings Booked
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Offer Sent
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Deal Closed
✅ Track deals & client status at a glance
How to Send and Create Invoice
3.2 Automate Document Workflows
✅ Send disclosure forms, pre-approval docs, and listing checklists automatically
✅ Trigger reminders if clients haven’t submitted docs
✅ Use integrations with tools like DocuSign for e-signature
How to Set Up Payment Received
3.3 Automate Feedback Collection
✅ After showings, send automated SMS/email asking for buyer feedback
✅ Share insights with sellers to improve the listing appeal
How to Automate Recurring Payment
Step 4: Automate Invoicing & Retainer Collection (Optional)
Why It Matters
Some real estate consultants charge upfront fees, retainers, or consultation charges—this step helps automate it all.
4.1 Send One-Time Invoices
✅ Use branded invoice templates for:
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Consultation fees
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Market analysis reports
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Listing prep services
✅ Collect payments via Stripe, PayPal, Apple Pay, or Google Pay
How to Set Up Opportunity Creation
4.2 Offer Subscription Services (Optional)
✅ If you run monthly coaching for investors or retainers for sellers, set up subscription billing
4.3 Track Revenue by Service Type
✅ Use HighLevel’s built-in reporting to track:
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Which services generate the most revenue
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Which clients are repeat buyers/sellers
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Total value of closed deals
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How to Monitor Recurring Appointments
Step 5: Track Performance & Optimize
Why It Matters
Knowing what works = more profit and less wasted time.
5.1 Use Dashboards to Track Progress
✅ View leads by source: Facebook, Google, referrals, website
✅ Measure conversion rates at each funnel stage
✅ Track showings, offers, and closed deals per week/month
How to track Leads and manage
5.2 Get Smarter with Every Campaign
✅ Test which lead magnet pages or follow-up sequences convert best
✅ Double down on ads or funnels that drive qualified clients
How to Create and Monitor Dashboard
Final Thoughts: Operations Drive Closings
You don’t need more hours in the day—you need better systems.
With HighLevel, your entire real estate consultant workflow becomes:
✅ Automated
✅ Client-friendly
✅ Scalable
✅ Insightful
Your Next Steps
✅ Set up automated consultation & showing booking
✅ Launch lead nurture workflows (SMS + email)
✅ Track all deals in one CRM pipeline
✅ Monitor lead sources & double down on what works
✅ Focus on deals, not admin
Ready to streamline your consultancy and close more deals?