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Intake Details - Start Here
Log where the lead came from first. Property details are optional if the lead did not ask about a specific home.
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Pick the main reason they reached out. The next field will adjust based on the source so agents only see the details they need.
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Use one short note that explains the source: marketplace post, social ad, website page, referral name, call topic, or open house.
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Client Information
Capture who they are, how to reach them, and any concern they mention in the moment.
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Select all that apply. Use Custom / Other when the options do not fit, then add notes.
Select all that apply. No Ctrl key needed. |
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Pick the closest time window. Choose Custom / Other if the exact instruction does not fit.
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Use the client's words. Example: after 5 PM, lunch break, text first, weekends only.
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Choose Custom / Other if they gave a specific day instruction that is not listed.
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Use when the dropdown does not capture the real instruction. Example: every other Friday, only after work on weekdays, Sunday morning only.
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Use this for concerns or context the next person needs: credit worry, Spanish preferred, ITIN, timeline issue, or anything the client stressed.
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Financing & Lender Handoff - Can They Buy Now?
Financing comes before home search. Select the lender here, then capture the best time for that lender to call.
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Use gross monthly income before taxes. If they give an exact number or explanation, choose Custom / Exact amount.
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Use this when Gross Monthly Income is Custom / Exact amount, or when the lender needs income context such as two jobs, overtime, or self-employed income.
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Pick the closest option. If the job story needs explanation, choose Custom / Other and the note box opens right next to it.
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Use this for job changes, self-employment, same line of work, overtime, or tax concerns.
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Use the range they give. If they have an exact score or extra credit concern, choose Custom / Other.
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Example: 640 Credit Karma, mortgage score unknown, recent late payment, collections, rebuilding credit.
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Choose the closest range. If funds are gifted, tied up, or need explanation, choose Custom / Other.
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Use this for gift funds, DPA needs, cash seasoning, or money that is coming soon.
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Use their comfort number. If they compare it to rent or need a custom amount, choose Custom / Other.
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Example: current rent $2,100, lives with family, no payment, wants to stay under $2,500.
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Select Esther or the lender being used. Choose Other / Manual Lender only when the lender is not listed.
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Use only if the lender is not in the dropdown.
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Use the closest option so the handoff is fast. Choose Custom / Other when the client gave a specific instruction.
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Use only if the dropdown does not capture the instruction. Example: tomorrow 9-10 AM, text first, only after 5 PM.
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Home Search Info - What They Want
Ask what they want after financing is moving, so the search matches their wants and their budget.
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Use only when Property Type is Other / Custom. Example: duplex, mobile home on leased land, high-rise, casita needed.
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Choose the closest timeframe. If it does not fit, choose Custom / Other and explain in Home Search Notes.
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Use this for anything that helps the search: schools, commute, no HOA, garage, casita, flexible areas, deal breakers.
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Auto-copies from Client Notes / Concerns above. Add anything new they share as they warm up during the home search conversation.
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Lead Status & Follow-Up Journal
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Additional Conversation / Search Notes
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Lender Snapshot - Copy / Send to Lender
Lender Snapshot Preview
This is the clean summary used by the Copy Lender button.
| Client Name________________ |
Phone________________ |
| Email________________ |
Best Time to Contact________________ |
| Best Day to Contact________________ |
Lender Call Time________________ |
| Gross Monthly Income________________ |
Time at Current Job________________ |
| Citizen Status________________ |
Filed Taxes Last 2 Years________________ |
| Credit Score________________ |
Down Payment Saved________________ |
| Desired Monthly Payment________________ |
Lender Notes________________ |
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Lender Follow-Up Journal
Track lender-specific updates separately from the main client follow-up journal.
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CRM / Admin Handoff
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| Please be assured that your e-mail address will never be sold, shared or used for any other purpose without your permission. |
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