Lead Conversion

Lead Conversion Checklist – Owner/Landlord Leads

Platform: Follow Up Boss

Purpose: Convert owner leads quickly and efficiently by staying organized, acting with urgency, and tracking key milestones

Note! Successful lead conversion requires immediate follow up. If the lead is waiting 1+ hours, it is not being handled properly. Leads are a priority, followed closely by owners and agents. 

Step 1: Add or Confirm the Lead in Follow Up Boss

• Check if the lead is already in Follow Up Boss. If not, create a new contact immediately.

  
  

• Enter all contact information: name, email, phone number, and lead source (e.g., website, agent referral).

  
  

• Apply the correct Stage:

  
  

  • Lead (or the appropriate ) > SOURCE: Referral (or other) > Custom Field: Referring agent’s name (if applicable)

    
    

• If not Lead Stage, assign the appropriate Stage (choose one):

  
  

  • LEAD – New property owner inquiry (likely this one!)

    
    

  • Video Intro Call – Video call scheduled or completed

    
    

  • Onsite Visit – In-person or virtual property walkthrough completed

    
    

  • PMA / Out for Signatures – Property Management Agreement has been sent

    
    

  • Current Owner – PMA signed, client onboarded

    
    

  • Dead (Still Gets Newsletter) – Not moving forward but should receive updates

    
    

  • RE Agents/Lenders/Colleagues – Referring contacts, not owner leads

    
    

Step 2: Immediate Response (Within 15 Minutes)

• Call or text the lead as soon as possible.
• If there's no answer, leave a voicemail and follow up with a brief text message in FUB.
• If you get the owner on the phone OR if this is an online / email / website leads, send a personalized email introducing yourself and templated owner intro.
• For referrals, thank the agent immediately and then contact the referred owner. BCC or CC the referring agent in the communication to the owner lead so that they are aware you have connected with their client.

• Be sure to also add the referring agent to FUB and categorize as RE/Agents/Colleague

  
  
  

Sample Voicemail Script:

"Hi [Name], this is [Your Name] with Treaty Oak Property Management. Thanks for reaching out. I’d love to learn more about your property and how we can help. Feel free to call or text me back when you’re available."

Step 3: Send Intro Email and Add to Newsletter

• If you get the owner on the phone follow up by sending a personalized email introducing yourself and templated owner intro.
• Request to schedule the Video Intro call IF everything you’ve shared with them sounds great AND you’ve confirmed the property is one we want to manage (area, property type, rental rate, owner type are all factors)
• Create Follow Up Action Plan or Task in FUB at team member’s discretion - MUST have one or the other. Ping 2Xs before moving to Dead / Still gets newsletter  

• Schedule Video Intro Call. Do not schedule a site visit without a video intro call.

  
  
  

Step 4: Complete the Video Intro Call

• Discuss the owner’s property, investment goals, marketing strategy/pricing, rental market and any pain points.
• Share a clear overview of Treaty Oak's services and process.
• Update the Stage to Video Intro Call.

• Create a follow-up task in Follow Up Boss (for PMA or walkthrough scheduling).

  
  
  

Step 5: Onsite Visit (with or without owner) + Handyman

• Walk property in its entirety 
• Summarize and compile Next Steps for make-ready with owner, including rekey, cleaning, lawn care and any other necessary vendors within 1 business day of owner onsite visit.
• Continue follow up with owner until Send PMA or Dead / Still gets Newsletter

Step 6: Send PMA and Track Progress

• Send the Property Management Agreement via DocuSign
• Send NEXT STEPS email
• Change the Stage to PMA / Out for Signatures.
• Set a follow-up task to check in within 1–2 days.
• Note the send date and method in the lead timeline.

• Continue follow up with owner until Confirm Signatures / Current Owner or Dead / Still gets Newsletter

  
  
  

Step 7: Confirm Signature and Onboard

• Once the PMA is signed, change the Stage to Current Owner.
• Alert the onboarding team to begin next steps.
• Tag appropriately, such as "Signed PMA" and "New Client – [Month]".

• Set a follow-up task for document collection, marketing photos, etc.

  
  

Step 8: If Lead Doesn’t Convert

• If the owner decides not to move forward:
  • Change the Stage to Dead (Still Gets Newsletter).
  • Record the reason in the notes (e.g., self-managing, renting later, property sold).
  • Keep the lead on the newsletter list for future nurturing.

Step 9: Agent Referrals and Non-Owner Contacts

• If the contact is a referral source, not an owner lead:
  • Add the agent to FUB and Assign the Stage RE Agents/Lenders/Colleagues.
  • Add a note describing the relationship (e.g., “Referred by John Smith at Keller Williams”).
  • Tag as “Referral Source”.

  • Add them to the TOPM Newsletter list in Follow Up Boss / subscribe them

    
    

Best Practices for the Team

• Always respond to new leads within 15 minutes.
• Keep the lead Stage updated as the prospect moves through the funnel.
• Use clear tags and timeline notes for visibility across the team.
• Make sure all owner leads and referral agents are subscribed to the appropriate newsletter list.
• Never leave a lead without a follow-up task scheduled, and ensure all leads are attended to ASAP daily.