How to Manage Real Estate Leads:

How to Manage Real Estate Leads: An In-Depth Guide

The real estate industry is as bustling as ever, with potential clients constantly looking for their dream homes or selling properties. Manage challenges that occur while generating leads and effectively converting those leads into sales. Here’s an in-depth guide to help you navigate this crucial aspect of the business:

1. Understand Your Lead Sources

Referrals: Referrals, whether they come from past clients or fellow professionals, are invaluable. They carry an inherent trust factor. To optimize these, consider a referral program or simply ensure regular check-ins with past clients to keep the relationship warm.

Digital Marketing:

Digital Marketing: Digital marketing strategies for real estate app development can be highly effective when utilizing various online platforms such as Google Ads, Facebook or Instagram Marketing, and your website. By leveraging analytics, you can determine which platforms yield the best results for generating leads and allocate resources accordingly. Used together with some of the best social media lead generation tactics by Attrock, you should be able to get and retain your prospects’ attention.

Take a look at this video from WsCube Tech. They provide a comprehensive guide on running a successful Real Estate Lead Generation Ad on Facebook, complete with strategies. You’ll be grateful you did!

Local Advertising: Physical advertisements, like billboards and flyers, still hold relevance. If you’re interested in creating effective advertising flyers, check out some advertising flyer templates. Tailor your message to the local audience and regularly review and update your messaging.

Open Houses: This traditional method still works wonders. Capture visitor details, and ensure you follow up.

Networking: Join local business chambers, and real estate associations, and attend events. Every interaction has potential lead value.

2. Invest in a Lead Management System

Why a CRM?: A Customer Relationship Management system allows you to keep all lead information centralized. You can categorize leads, set follow-up reminders, and even automate certain communications.

Customize to Fit Your Needs: Many sales CRMs offer customization. This way, you can mold it to fit your exact requirements and business style.

3. Qualify Your Leads

Ask the Right Questions: When you first interact with a lead, gather as much information as possible. Understand their motivations, budget, and timeline. 

Time Allocation: Spend the majority of your time on hot leads without neglecting the warm and cold ones. An organized approach ensures no lead falls through the cracks.

P.S. Check out this video where Brandon Mulrenin makes live cold calls in the video and successfully generates potential leads!

4. Implement a Follow-up Strategy

The Power of Promptness: A lead contacted within 24 hours is significantly more likely to convert. 

Stay Top of Mind: Regular, non-intrusive check-ins keep you in your lead’s mind. This could be in the form of a monthly newsletter, market updates, or simply a friendly check-in call.

5. Offer Value in Every Interaction

Become a Resource: Your leads should view you as a knowledge bank. Offer insights on market trends, property valuations, neighborhood reviews, and even home improvement tips. For those considering renting out their properties, understanding the intricacies of property management is crucial. Offering insights into effective property management can further establish you as a comprehensive resource for your clients

Personal Touch: Tailor your communications. If a lead previously mentioned schools, update them on local school events or rankings.

6. Keep Detailed Notes

Record Keeping: After every interaction, jot down notes. It could be personal tidbits like the lead’s child’s name or professional notes like their mortgage approval status.

7. Segment Your Leads

Targeted Communication: Sending a condo market report to someone looking for farmland is ineffective. Segmenting ensures your communications hit the mark.

Continued Learning: Attend workshops, and webinars, and keep up with real estate literature. Being armed with the latest information can set you apart.

9. Set Clear Goals and Review Them Regularly

Measurable Targets: Whether it’s a conversion rate goal or a specific revenue target, having tangible goals can be motivating. Review them periodically and adjust strategies as needed.

10. Don’t Forget Past Clients

Relationships Matter: Real estate is as much about building relationships as it is about properties. Past clients can provide referrals, testimonials, and repeat business. Nurture these relationships.

Bonus: Watch this video by Loida Velasquez as she offers valuable insights on the fundamentals of following up with your leads.

How Refrens LMS Can Revolutionize Your Real Estate Business

In the bustling world of real estate, managing leads efficiently can be the difference between closing a deal or missing out on a potential client. This is where Refrens Lead Management System (LMS) steps in as a game-changer for real estate agents.

Offered as a free lead management software, Refrens LMS is an all-encompassing tool tailored to capture, organize, and prioritize leads. Its design ensures you never miss out on potential clients by the sales pipeline system, from initial capture to the final deal closure. So, how can Refrens benefit a real estate agent like you?

Refrens Real estate lead management system
  1. Efficient Lead Capture: With Refrens, capturing leads and lead forms becomes a breeze. Whether it’s through your business profile on Refrens or a customizable form embedded on your website, you have the liberty to gather leads from various channels effortlessly.
  2. Nurturing Made Easy: Refrens facilitates seamless communication with leads via platforms like WhatsApp and Email. With features like auto payment reminders, you can keep your prospects engaged and ensure timely follow-ups.
  3. Maximize Conversions: The platform offers an integrated system to create quotations with just a click. This not only expedites deal closures but also propels revenue growth.
  4. Optimal Organization: With Refrens, you can manage multiple sales pipelines, customize lead stages, and even tag each lead based on various metrics. This organized approach ensures you never lose track of a lead or an opportunity.
  5. Unified Communication: Gone are the days of shuffling between apps to communicate. Refrens centralizes all your lead-related communications, making the process hassle-free.
  6. Insights & Reports: Refrens provides actionable insights and reports, aiding you in understanding sales probabilities and making informed decisions.
  7. Collaborative Environment: Real estate often involves teamwork. Refrens allows you to add multiple team members, assign leads, and set access levels, ensuring everyone is on the same page.
  8. Automated Follow-ups: With personalized messaging and automated follow-ups, leads move faster down the pipeline, increasing the chances of conversion.
  9. Comprehensive Suite: Beyond lead management, Refrens offers the best accounting software and a robust inventory suite. This integration ensures you can send quotations, and invoices, and even manage payments, all from a single platform.

Endorsed by many and boasting a stellar rating of 4.3/5, Refrens has already made its mark in the industry. For a real estate agent, it’s not just a tool; it’s a comprehensive solution ensuring you stay ahead in the competitive market.

Real estate lms

Other Top Real Estate Lead Management Software

1. Follow Up Boss

Follow Up Boss is the best lead management software for real estate professionals. A standout feature is the Action Plans module, which ensures every lead receives an immediate, personalized response through auto texts and drip emails. This systematic approach ensures consistency, enabling agents to reach out promptly and effectively. Additionally, the platform’s Smart Lists empower agents to prioritize and manage leads efficiently, eliminating guesswork and enhancing agent performance.

The software also excels in communication with its comprehensive suite of communication tools. The Dialer & Calling system streamlines call processes, while the Texting and Emailing functionalities ensure seamless, multi-channel interactions with leads. Agents can send automated messages, video texts, and even group updates, maintaining consistency without compromising on personalization.

Furthermore, the platform’s Automations segment ensures that existing leads are nurtured at the right time, from sending birthday wishes to soliciting reviews post-deal closure. With features like Team Inboxes and a dedicated Mobile App, agents can stay connected, responsive, and efficient, no matter where they are.

Follow Up Boss

2. Sell Do

Specifically designed for today’s competitive market, Sell.Do guarantees your brand remains in your prospects’ thoughts, bolstering brand recall and influencing purchase decisions.

Central to Sell.Do’s success is its Drip Marketing with Email & SMS feature. Recognizing the protracted nature of real estate buying cycles, this tool ensures that your project remains at the forefront of your leads’ minds. By deploying a series of strategically timed emails and SMSes, based on pivotal sales events, you can cultivate and nurture leads seamlessly.

But what truly sets Sell.Do apart is its analytics prowess. Funnel Analytics on Drips provides real-time insight into lead progression through the sales funnel, empowering you to refine and enhance your strategies. Furthermore, with Lead Scoring based on Engagement in Drips, Sell.Do gauges lead quality based on their interaction with your drip campaigns, offering a comprehensive view of a lead’s potential.

Sell.Do also incorporates Time-Based Automation and Website Interaction Based Automation, ensuring timely, pertinent communication, and leveraging website interactions to refine lead scores respectively.

Sell Do

3. Wise Agent

At the heart of Wise Agent is its robust Contact Management feature. The Contact Summary pages enable agents to maintain intricate records for every client, integrating seamlessly with other CRM tools like marketing campaigns, transaction management, and more. Recognizing that real estate thrives on relationships, Wise Agent ensures that every interaction, note, and crucial date related to a client is easily accessible.

The software’s advanced Contact List & Search Filters make segmenting your database for targeted marketing a cinch. Coupled with the Recent Leads feature, which offers real-time insights into new leads and their origins, agents are always a step ahead in their engagement strategy.

But what truly sets Wise Agent apart is its automation capabilities. Lead Rules facilitate the automatic classification and response to leads, with AI Bots engaging potential clients instantaneously. Moreover, the Sharing & Distributing Leads feature allows seamless collaboration between team members, enhancing lead tracking and distribution.

With added utilities like Referral Tree, tracking and nurturing referrals becomes a breeze. In essence, for small businesses looking to revolutionize their lead management, Wise Agent presents a compelling, user-friendly solution.

Wise Agent


Sharing some podcasters that we think may benefit your career as a realtor!

  1. The BiggerPockets Real Estate Podcast is the #1 real estate investing podcast, hosted by David Greene and Rob Abasolo. The show features in-depth interviews with successful real estate investors and entrepreneurs, covering a wide range of topics such as investing strategies, deal analysis, financing, market analysis, building a tea,, overcoming challenges, and more.
biggerpockets real estate podcast
  1. Real Estate Marketing Dude is a podcast and website founded by Mike Cuevas, a real estate agent and marketing expert. The show focuses on providing real estate agents with actionable advice and strategies for generating leads and growing their businesses. He covers topics like lead generation, content marketing, social media marketing, email marketing, video marketing, personal branding, and more.
real estate marketing dude podcast
  1. The Real Estate Rockstars podcast is hosted by Aaron Amuchastegui, a top-producing real estate agent and coach. The show features interviews with successful real estate professionals from all walks of the industry, including agents, investors, brokers, and entrepreneurs. They talk about sales and marketing, more lead generation, negotiation, customer service, building a team, investing, etc.
real estate rockstars podcast


Effective lead management in real estate isn’t just about organization; it’s about building and nurturing relationships. In a competitive landscape, a personal touch and a systematic approach can elevate your business to new heights. Focus on understanding, segmenting, and nurturing your leads, and watch your business grow.