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Real Estate · The Contract-to-Close Engine
Real estate team CRM setup: speed-to-lead, contract-to-close and a sphere that never goes quiet
Be first to the lead, and be the one they remember years later. NAR's 2025 Profile of Home Buyers and Sellers found 80% of sellers contacted only one agent. Everborn builds the response system, the escrow deadline board and the database program for real estate teams.
Who it is for
Built for the team lead or broker-owner doing 50 or more sides a year, where the ISA or TC cost is real payroll. For a solo agent on a handful of sides this is the wrong purchase, and we will say so.
The Contract-to-Close Engine
The named block of ten deliverables in the Growth package, built for Real Estate.
- Buyer agreement gate
The buyer agreement goes out with the showing confirmation, e-sign is tracked, and the tour isn't confirmed until it is back, configured to your state's rule.
- Contract-to-close timeline
Enter the executed date once and every deadline back-solves, from inspection to closing. Alerts go to the agent, TC and client, with escalation if a date passes unchecked.
- Document and signature chase
One board of every open file, what is missing and who owes it, with reminders to the client, co-op agent, lender and title.
- Weekly seller report
Showings, feedback, portal views and days on market against the area median, per listing, with the agent's comment and a prompt for the price conversation.
- Showing feedback loop
A request goes to the buyer's agent within hours of each showing, and answers drop into the seller report.
- Sphere touch program
Monthly market touch, quarterly equity update, home anniversary and birthday for every past client, with reply detection that flags a live seller conversation.
- Past-client re-activation sweep
A one-time sweep of your database segmented by years owned, equity and past-lead-never-closed, with a distinct message per segment.
- Review and referral ladder
Review request at close, referral ask at 45 days, anniversary touch at 12 months, with a per-agent page and QR card.
- Milestone updates to lender, title and co-op
Standing updates at each escrow milestone, with exceptions escalated to a person.
- Not-Yet buyer lane
A buyer who can't get pre-approved yet meets your lender and credit repair partners and sits in a 24-month nurture, with no credit language in any automated message.
What comes off your plate
| Task | What changes |
|---|---|
| Portal and web leads | Text and email in under 60 seconds, routed to the on-duty agent. |
| Missed calls during showings | Immediate text-back with a booking link, so the caller doesn't dial the next sign. |
| Contract-to-close deadlines | Dates calculate off the executed contract. Someone still reads the documents. |
| Sphere touches | The whole past-client list, not the twenty people the agent remembers. |
Follow-up length and the never-list
How long it runs. Indefinite for closed clients and at least 24 months for a cold lead. NAR's 2026 Member Profile puts repeat business at 28% and past-client referrals at 22% of transactions for the median member: the payoff of a decade-long database, not a 90-day drip.
Blocked in every template. No reference to a protected class or a proxy for one, such as good schools or safe neighborhood. No statement that a commission rate is standard; commission is always negotiable. No referral fee to a lender, title, escrow or home warranty partner. No text to a number that opted out or was never scrubbed. No automated message without the licensed brokerage name.
Three fixed packages
Launch
$3,500 build + $697/mo
Every lead answered, every call returned
Tracked number, consent-capturing forms, a reply in under 60 seconds, missed-call text-back, booking, a 5-day drip, review requests and weekly reporting.
Growth
$6,500 build + $1,197/mo
Launch plus The Contract-to-Close Engine
Adds The Contract-to-Close Engine, onboarding, payment links, long-term nurture, list re-activation, retention, an after-hours assistant and the owner's report.
Full Engine
$9,500 build + $1,697/mo
Growth plus the partner program and the operating system
Adds partner materials and statements, internal alerts, written procedures, priority support and the monthly automation think-tank.
Full Engine runs two partner lanes that never cross: licensee partners with broker-to-broker referral statements, and everyone else (lenders, title, attorneys, CPAs, past clients) on recognition only, with no per-referral payment.
Same prices in every industry. Half the build fee at signature, half on delivery; month to month after 90 days. Each monthly includes a $197 platform licence (take it off if you own HighLevel). Free week-one compliance review for regulated industries. You own everything.
Snap Credit Fix, a California credit repair company, runs on a system I built for them.
Chris Magee, Everborn Productions
Real Estate questions
I already pay for Follow Up Boss, kvCORE, Lofty or Sierra.
Then we probably build inside it. Most teams have a CRM full of empty pipelines and unused smart plans. The product is the buildout and the operating rhythm. If you already answer every lead in a minute and run a live deadline board, you don't need this.
TCPA is a minefield. I'm not getting sued over a text.
It has tightened, which is the argument for a built system: internal DNC scrubbing, opt-outs honored by any reasonable means, a consent record per contact and proper 10DLC registration. An agent texting from a personal phone has none of that. We will not build cold texting to purchased lists; if that is the plan, we are the wrong vendor.
My business is all referral and repeat.
That is exactly why this matters. NAR puts repeat business plus past-client referrals at roughly half of the median member's transactions, and that database is usually touched from memory. For a referral team the point is retention and reactivation, not lead generation.
Commissions are compressed. Can I add another monthly bill?
For the median agent, no. For a team doing 50 to 100 sides, compare $697 to $1,697 a month with a salaried seat: ListedKit's 2026 guide puts an in-house TC at $40,000 to $60,000. If you can't name the payroll line this displaces or the leads you are losing, don't buy it.
Book a build call
Tell Chris what your team still does by hand. You will get a straight answer on which package fits, or whether none does.
Email [email protected]
Call (916) 541-3415
Chris Magee · Sacramento, CA · serving clients across the United States