TABLE OF CONTENTS

• Step 1: Automate Appointment Booking for Buyers & Sellers
  • Why It Matters
    • 1.1 Set Up Automated Booking Links
    • 1.2 Send Automatic Reminders
    • 1.3 Smartly Route Appointments
• Step 2: Automate Lead Follow-Ups
  • Why It Matters
    • 2.1 Set Up Automated Nurture Sequences
    • 2.2 Use AI for Instant Lead Engagement
    • 2.3 Build Smart Lists for Follow-Up
• Step 3: Streamline Your Pipeline, Listings & Deals
  • Why It Matters
    • 3.1 Use a Real Estate Sales Pipeline
    • 3.2 Automate Document Workflows
    • 3.3 Automate Feedback Collection
• Step 4: Automate Invoicing & Retainer Collection (Optional)
  • Why It Matters
    • 4.1 Send One-Time Invoices
    • 4.2 Offer Subscription Services (Optional)
    • 4.3 Track Revenue by Service Type
• Step 5: Track Performance & Optimize
  • Why It Matters
    • 5.1 Use Dashboards to Track Progress
    • 5.2 Get Smarter with Every Campaign

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:

• Buyer Consultations

• Listing Walkthroughs

• Property Valuations

• Virtual Calls

✅ Embed your booking links:

• On your website

• In Google Business Profile

• In Instagram link-in-bio

• 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:

• New lead inquiries

• Valuation requests

• Buyer consultation forms

• 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:

• Budget

• Intent (looking to buy/sell soon)

• Location

• 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:

• New Inquiry

• Consult Booked

• Pre-Approved

• Showings Booked

• Offer Sent

• 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:

• Consultation fees

• Market analysis reports

• 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:

• Which services generate the most revenue

• Which clients are repeat buyers/sellers

• Total value of closed deals

• 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? 

Sign up with HighLevel today.