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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. In NAR's 2025 Profile of Home Buyers and Sellers, 80% of sellers contacted only one agent and 67% of first-time buyers hired the first agent they spoke to. Everborn builds the response system, the contract-to-close deadline board and the database program for real estate teams.
Who it is for
Built for the team lead 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.
Broker-owner running an office of agents? See the Residential Brokerage system.
What a team's day actually looks like
Your agents are in cars and in houses. The portal lead that arrives during a 2pm showing waits until 4. The TC starts the morning with a list of deadlines (inspection response, appraisal, loan commitment, HOA documents) and spends it calling the lender, title and the co-op agent to find out what the system could have told her. The listing agent rebuilds the seller update by hand every Friday. Since NAR's Multiple Listing Options for Sellers policy took effect in 2025, a delayed-marketing listing also needs a signed seller disclosure in the file.
And the database, which NAR says produced half of the typical member's business in 2025 (28% from repeat clients, 22% from past-client referrals), gets touched from memory. Sellers now stay a median of 11 years, so the client you closed a decade ago is deciding this year.
How a deal moves, and where we sit
Lead → consultation → written buyer agreement → showings → offer → executed contract → earnest money → inspection, appraisal and loan contingencies → title and HOA → final walkthrough → closing → past client. Financed deals averaged about 37 days from application to close in early 2026 (ICE).
Your transaction software and your broker keep the contract. We run the reply, the deadlines, the reminders and the years after closing.
The Contract-to-Close Engine and what comes off your plate
Launch: every lead answered, every call returned. Text and email in under 60 seconds on every portal, web and sign-call lead, routed to the on-duty agent with a claim window; missed-call text-back while showing; showing and listing-appointment calendars; a 5-day drip; source tags; a review request on the close date; and a compliance shell with your licensed brokerage name in every message, an internal DNC list and a fair-housing blocklist.
Growth: Launch plus The Contract-to-Close Engine
The named block of ten deliverables in the Growth package, built for Real Estate.
- Buyer agreement gate
The agreement goes out with the showing confirmation and the tour isn't confirmed until it's signed, set to your state's rule.
- Contract-to-close timeline
Enter the executed date once and every deadline back-solves, with alerts to the agent, TC and client and escalation if a date passes unchecked.
- Document and signature chase
One board: every open file, what's 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, 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 land in the seller report.
- Sphere touch program
Monthly market touch, quarterly equity update, home anniversary and birthday for everyone, with reply detection that flags a live seller conversation.
- Past-client re-activation sweep
Your database segmented by years owned, equity and leads that never closed, with a distinct message per segment.
- Review and referral ladder
Review 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 the co-op agent
Standing updates at each contract-to-close milestone; exceptions go to a person.
- Not-Yet buyer lane
A buyer who isn't ready meets your lender and credit repair partners and stays in a 24-month nurture, with no credit language in any automated message.
Full Engine: Growth plus the partner program and the operating system
Two partner lanes that never cross, a recruiting funnel for agents joining the team, Monday meeting prep, daily accountability numbers, deadline-at-risk alerts and the monthly automation think-tank.
The money desk: sign-up, billing and commissions
The package each item starts in is shown under its name.
| What it is | What it does |
|---|---|
| Owner-routed onboarding Growth | Every new client gets the welcome from their own agent: the agent's name, email and own link, so the file lands in that agent's queue. One message per client, never a duplicate. |
| Commission ledger Full Engine | Team splits calculated from money actually received at closing, not pending deals, under your own plan rules (splits, caps, payout timing), with a monthly statement per agent and a needs-attention list. |
Referrals, the right way
Agent-to-agent referrals are paid broker to broker under a written agreement, and Lane A tracks them with monthly statements. Lenders, title, escrow, attorneys, CPAs, contractors and past clients sit in Lane B: its own workbook and sign-up form with no payout column anywhere, recognition only, because RESPA Section 8 and state license law forbid paying them for referrals. Co-marketing with a lender or title company is logged with each side's share of the cost.
Follow-up length and the never-list
How long it runs. Indefinite for closed clients and at least 24 months for a cold lead. In NAR's 2026 Member Profile the typical member earned 28% of their business from repeat clients and 22% from past-client referrals in 2025, and sellers had owned their home a median of 11 years: 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. Never "pocket listing": office exclusive or delayed marketing.
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 two partner lanes that never cross: broker-to-broker referral statements for licensees, recognition only for lenders, title and everyone else. Plus alerts, procedures, a recruiting funnel and the think-tank.
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 license (take it off if you already pay for the platform we build on). Free week-one compliance review for regulated industries. Your accounts and data are yours and export any time. The system we build runs in your accounts, and you keep the right to use it even if you cancel.
Websites and search add-ons
Starting points, confirmed in your written quote. Sites are built and hosted on the platform your monthly already covers. We never guarantee rankings or traffic.
| Add-on | What it is |
|---|---|
| Bundle: Online Presence Starter $1,800 | Core site, Local SEO foundation and social profile set-up ($2,200 separately) |
| Bundle: Online Presence Complete $3,200 | Full site, Local SEO foundation, brand kit and social profile set-up ($4,000 separately), first month of Local SEO growth free |
| Website build: core site $1,200 | Up to 6 pages, lead capture and booking wired to the CRM, compliance and disclosure pages, mobile, basic on-page SEO |
| Website build: full site $2,400 | Up to 15 pages: services, locations, team or rep pages, recruiting, blog set-up |
| Website redesign or migration $900 | Existing site rebuilt or moved, with redirects kept |
| Local SEO foundation $750 | Google Business Profile optimization, citations, on-page SEO and schema, Search Console and analytics |
| Google Business Profile set-up $250 | Set-up and optimization, standalone |
| Local SEO growth $350/mo | Two articles a month, weekly Business Profile posts, citation and review monitoring, a rank and traffic report |
| Website care plan $49/mo | Hosting, updates, backups, uptime, compliance-page upkeep, small edits |
Also available: additional pages ($350 per 5), brand kit ($600), social profile set-up ($250), accessibility review and fixes ($450), Google Ads account build ($600). Other one-time add-ons bought with the build are 15% less; monthly add-ons and bundles don't get that discount.
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 tightened, which is the argument for a built system: internal DNC scrubbing, opt-outs by any reasonable means honored within the FCC's 10 business days, a consent record per contact and proper 10DLC registration. 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's 2026 Member Profile puts repeat and past-client referrals at about half of the typical member's business, 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 with a TC or ISA on payroll, compare $697 to $1,697 a month with that salary line. If you can't name the payroll line this displaces or the leads you are losing, don't buy it.
Does the system handle delayed-marketing and office-exclusive listings?
The document chase tracks the signed seller disclosure those listings need under NAR's 2025 policy, and nothing in any template says "pocket listing". What your MLS allows, and for how long, is set by your MLS.
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