About This Automation
After each home sale closes, agents must request reviews and referrals from clients, but the manual process is fragmented across email drafting, contact lookups, and follow-ups. Many requests are forgotten or delayed, and responses go untracked, leaving money on the table.
Automation sends personalized review and referral requests immediately after closing, automatically follows up with non-responders, logs all responses in the CRM, and creates new contact records for referrals. the team focuses on relationships while the system handles the administrative work.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A new closed transaction is detected or via a webhook from the MLS. The automation captures the client name, email, phone, property address, and name.
The automation retrieves the full client record, including preferred contact method and any previous interactions.
The automation generates a personalized review request email or SMS based on the property address, client name, and name. The message is tailored to the client's preferred channel.
The review request is sent or (SMS) to the client. A timestamp and message ID are logged.
The automation generates a personalized referral request message, including a link to a referral form or a call-to-action to reply with names.
The referral request is sent via the client's preferred channel. The send is logged with a timestamp.
An automated reminder is scheduled to be sent 7 days after the initial request if no response has been received. The reminder is sent via the same channel.
When a client responds, the automation captures the review or referral information, posts it, and creates a new contact record for any referral leads. A thank you message is automatically sent.
Most popular tool stack used
— the complete tool combinations companies use
HubSpot
Gmail
Google Sheets
Twilio
SlackWhat you get when you map this process
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ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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