Past Client Follow-Up That Starts the Day You Close
Move a deal to Closed in Deal Sherpa Agent and the follow-up plan for that client is booked on the spot: check-ins, a referral ask, a yearly rhythm of touches and the Past Client email drip. $49/month. 7-day free trial, no card required.
What is booked when a deal moves to Closed
| To-do or step | When |
|---|---|
| Past-client check-in | 90 days after closing, with a call script in its notes. Finish one and the next is booked 90 days out |
| Ask for a referral | 30 days after closing, with a short script in its notes |
| Home anniversary | Every year on the close date, with a short greeting in its notes |
| Birthday | Every year on the birthday, once you fill it in on the client's page |
| Send updated market analysis | Every year around February 15 |
| Ask for referrals | Every year around April 1 |
| Send summer home care list | Every year around June 15 |
| Send a gift card | Every year on the home anniversary |
| Ask for referrals | Every year around September 15 |
| Send Thanksgiving card | Every year around November 10 |
| Send Christmas card | Every year around December 5 |
| Past Client email drip | Starts when the deal closes, if the client has an email address |
Every to-do can be moved or checked off like any other.
Move the deal to Closed
On the Sellers or the Buyers board. The move is written to the client's activity log.
The plan is booked
The check-in, the referral ask, the home anniversary and the yearly to-dos land on the client and on your calendar.
Check them off as you go
Each finished check-in books the next one 90 days out, and each yearly to-do books next year's.
The CRM that follows up for you
Sellers and buyers, each on their own board
Sellers move through New lead, Appointment set, Listing signed, Active, Under contract, Closed. Buyers move through New buyer, Showing, Offer out, Under contract, Closed. Drag a card when a deal moves and the board stays current.
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Every follow-up scheduled for you
Move a card and its next to-do is booked. Actions shows what is overdue, due today and scheduled, split into calls, texts and emails, so you know who to reach first.
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Everything about a client on one page
The stage, the next follow-up, phone numbers, notes and the activity history sit together, so you are never digging for the last conversation.
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Bring your contacts with you
Export a CSV from your old CRM and upload it. Columns are matched by their names, tags, notes and to-do dates come along, and anything else is kept in a note.
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Why past clients need a system
Repeat and referral business comes from people who already trust you, but closing day is also when most agents stop calling. Without a plan, the next touch depends on remembering. Deal Sherpa Agent puts the plan in place the moment the deal closes, so it does not depend on memory.
The check-ins
The first past-client check-in is due 90 days after closing, with a short call script in its notes. When you finish it, the next one is booked 90 days out, and so on.
The referral ask
Thirty days after closing, an "Ask for a referral" to-do comes up with a script in its notes. It is a one-off ask; the spring and fall referral asks in the yearly plan follow after that.
Home anniversaries and birthdays
When a deal moves to Closed, the closing day is saved as the close date unless you already typed one on the client's page. From it, a "Home anniversary" to-do comes up every year with a short greeting in its notes, and the yearly plan adds a gift card reminder on the same day. Add the client's birthday on their page (the year is optional) and a "Birthday" to-do books itself every year too.
The yearly plan
On top of the check-ins, each past client gets a yearly rhythm: an updated market analysis, a referral ask in spring and in fall, the gift card on the home anniversary, and a Thanksgiving and a Christmas card reminder. Each one comes with a suggested message or note, and finishing it books next year's.
When a client sends you someone
On a new lead's page, fill in "Referred by": search your contacts or type a name. If the referrer is one of your contacts, the referral is noted on both records and a "Thank <name> for the referral" to-do is added to the referrer, due today, with a short thank-you script.
The email drip
The Past Client drip starts when the deal moves to Closed, even if you have not set it to start on its own (if you chose a different plan to start on Closed, that one runs instead). It needs an email address on the contact. If the deal moves back out of Closed, the drip pauses, and it picks up where it left off if the deal closes again. Rewrite its emails in your own words on the Drip Plans page.
Your Sphere page
Past clients also appear on the Sphere page, with their last touch and their next to-do, so you can see at a glance who you have not talked to in a while.
See how the rest of the pipeline books its follow-ups on the real estate follow-up system page.
Questions
What happens when I mark a deal Closed?
A past-client check-in is booked 90 days out, an "Ask for a referral" to-do 30 days out, the home anniversary and yearly to-dos are added, and the Past Client email drip starts.
Does it remind me of home anniversaries and birthdays?
Yes. The home anniversary comes from the close date, which is filled in when the deal closes. Add a birthday on the client's page and it comes up every year too.
What happens when a past client refers someone?
Set "Referred by" on the new lead. If the referrer is one of your contacts, a thank-you to-do for them is added, due today.
How often are past clients checked in on?
Every 90 days. Each check-in you finish books the next one.
Do the drip emails go out automatically?
Yes, once the deal closes, as long as the contact has an email address. The emails are yours to edit.
Can I change the dates?
Yes. Every to-do can be moved or checked off like any other.
How much does it cost?
$49/month or $470/year (save 20%). 7-day free trial, no card required.
Every closing starts the next conversation
Check-ins, referral asks and a Past Client drip, booked when you close. $49/month.
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