Morning Check (5 minutes)
Step 1: Check for New Agent Replies
- Open Conversations in the left sidebar
- Look for unread conversations (bolded or with a notification dot)
- Open each new reply and read what the agent said
- If the AI is handling it well → move on
- If an agent mentions a property or asks to talk → step in
Step 2: Check for New Property Submissions
- Open Opportunities → Agent Inventory pipeline
- Look at the Property Submitted stage
- If there are new properties:
- Click on the opportunity to see details
- Note the property address and any info the agent provided
- Add this to your comps research list for midday
Step 3: Quick Pipeline Glance
- Open Opportunities → Agent Outreach pipeline
- Check: Are follow-ups going out? Any new replies?
- Look at the “Follow Up Replied” stage — these agents are re-engaging
Midday Check (10 minutes)
Step 4: Research Submitted Properties
For any new properties that came in:- Look up the property address online (Zillow, county records)
- Run comparable sales (comps) for the area
- Estimate the ARV (After Repair Value)
- Estimate repair costs
- Calculate your offer price
- If the numbers work → prepare to make an offer
- If the numbers don’t work → let the agent know and thank them
Step 5: Check on Active Deals
Look at your Agent Inventory pipeline:- Offer Sent — Has the seller responded? Follow up through the agent.
- Under Contract — Anything needed for closing?
End of Day (5 minutes)
Step 6: Review the Day
- Open the Dashboard
- Check today’s numbers:
- New outreach sent?
- New replies?
- Any new properties submitted?
- Update any pipeline stages that need moving
Step 7: Import New Agents (if needed)
If you’re running low on agents in the queue:- Prepare your next CSV file with agent contacts
- Import it following the steps in the Contacts section
- The AI will start reaching out automatically
Weekly Review (30 minutes — do this every Monday)
Step 8: Review Your Agent Network
- Open the Agent Outreach pipeline
- Count your agents by grade:
- How many Grade A agents do you have?
- How many Grade B?
- How many Grade C?
- Are your Grade A agents being followed up with on time? (Every 2 weeks)
Step 9: Review Deals in Progress
- Open the Agent Inventory pipeline
- Check on every active deal:
- Properties in comping stage — have you evaluated them?
- Offers out — any responses?
- Under contract — on track for closing?
Step 10: Train Your AI
- Review AI conversations from the past week
- Did the AI say anything wrong to an agent?
- Click thumbs down on bad responses
- Write what the AI should have said
- Are agents asking questions the AI struggles with?
- Add new FAQ entries (Settings → Conversation AI → Knowledge Base)
Step 11: Plan Next Week
- Do you have enough agents in the queue?
- Do you need to import more agent contacts?
- Any Grade A agents you should reach out to personally?
The Daily Routine at a Glance
| Time | Task | How Long |
|---|---|---|
| Morning | Check new replies, review property submissions, pipeline glance | 5 min |
| Midday | Research submitted properties, check active deals | 10 min |
| End of Day | Review numbers, update pipeline, import agents if needed | 5 min |
| Weekly (Monday) | Review agent network, review deals, train AI, plan ahead | 30 min |
The Key Difference from the Seller System
In the Seller System, your handoff point is when a seller books a call. In the Agent System, your handoff point is when an agent submits a property. Everything before that — contacting agents, qualifying them, grading them, following up — is handled by the AI. Your focus is on:- Evaluating properties that come in
- Making offers that make sense
- Closing deals
- Maintaining relationships with your best (Grade A) agents
The bottom line: The AI builds your agent network and keeps it warm. You evaluate the deals they bring and close them. 20 minutes a day plus deal work is all it takes.