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📋 Real Estate VA — Lead Follow-Up SOP (Follow Up Boss)
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Standard Operating Procedure | CRM: Follow Up Boss | Version: 1.0 | Prepared: June 2026
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PURPOSE & SCOPE
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This SOP defines the step-by-step process for following up with new and existing real estate leads in Follow Up Boss (FUB). It ensures consistent communication, timely touchpoints, and accurate CRM documentation across all lead sources including Zillow, Realtor.com, Facebook Ads, open house sign-ins, and referrals.
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LEAD STAGE PIPELINE
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Stage #Stage NameFUB TagGoalTime IntervalOwnerExit Condition
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1New Leadnew-leadFirst contact within 5 minsImmediatelyVA / AgentLead responds → move to Stage 2
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2Attempted Contactattempted-contactEstablish 2-way conversationDay 1, 3, 5, 7VALead responds → move to Stage 3
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3Active Nurtureactive-nurtureQualify needs & timelineWeekly for 30 daysVAAppointment set → move to Stage 4
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4Appointment Setappt-setConfirm & prepare for meeting24hr + 2hr beforeVA + AgentMeeting completed → move to Stage 5
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5Met / QualifiedqualifiedMatch with listingsEvery 3–5 daysAgentOffer submitted → Pending
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6Long-Term Nurturenurture-6moStay top of mindMonthly check-inVARe-engages → move to Stage 2
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7Closed / Wonclosed-wonRequest referral & review7 days post-closeVAReferral received or archived
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8Dead / Unresponsivedead-leadFinal re-engagement attempt30-day last attemptVANo response → Archive in FUB
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