Real Estate Flow Checkup

Section 1

Business Profile

Real Estate Business or Team Name

Type of Real Estate Business

Primary Area of Business

Primary Client Type

Number of Licensed Agents

Number of Administrative or Support Employees

Annual Real Estate Transaction Volume

Primary Geographic Market

Section 2

Attract

Do you have a documented marketing plan that your real estate business consistently follows?

Do you have a clearly defined ideal client or target market?

What are your top three sources of new real estate leads today?

Select up to 3.

Which lead source produces your highest-value clients?

Do you consistently track where each new lead first discovered your business?

Do you regularly measure the cost of generating leads from each marketing channel?

Do you have a formal process for marketing new listings, available properties, or real estate services?

Section 3

Qualify

Is there a consistent process for determining whether a prospective buyer, seller, renter, landlord, or investor is qualified to move forward?

Do agents or employees use specific qualification questions during the first conversation?

Which factors are normally reviewed before deciding whether to move forward with a new lead?

Select all that apply.

How many people are typically involved in approving pricing, offers, listings, leases, or transaction exceptions?

What would most likely prevent a prospective client from moving forward?

Select all that apply.

Do you collect complete contact information from leads who are not immediately ready to move forward?

Is there a formal process for following up with unqualified, inactive, or not-yet-ready leads?

Do you classify or score leads based on readiness, value, urgency, or likelihood of conversion?

Section 4

Convert

Do you track the percentage of leads that become signed clients, listings, leases, or completed transactions?

Who is primarily responsible for converting new leads into active clients?

How quickly are new real estate inquiries typically answered?

Do you have a consistent process for scheduling consultations, property showings, listing appointments, or property evaluations?

Do you track missed calls, unanswered inquiries, canceled appointments, or leads that stop responding?

Do you use a consistent presentation or consultation process for prospective buyers, sellers, landlords, renters, or investors?

What is the most common reason a qualified lead does not become an active client?

Do you track performance by agent, lead source, property type, market area, or transaction type?

Is there a formal process for following up after consultations, showings, listing presentations, or property tours?

Section 5

Client Onboarding & Transaction Delivery

Is there a documented process for client onboarding, representation agreements, property searches, listings, offers, contracts, inspections, appraisals, financing, and closing?

Do you use a dedicated customer relationship management, transaction-management, or property-management system?

Who is primarily responsible for overseeing the client experience and transaction process?

Is there a consistent process for collecting client documents, signatures, disclosures, identification, and financial information?

Is there a consistent process for sending clients appointment reminders, transaction updates, deadlines, and next steps?

How are most client and transaction updates communicated?

What is the most common cause of transaction or service delays?

Do you regularly measure response times, contract-to-close time, listing time on market, leasing time, or issue-resolution time?

Is there a formal escalation process for serious client complaints, contract problems, missed deadlines, or transaction risks?

Do clients receive a clear explanation of what to expect at each stage of the process?

Section 6

Operations & Compliance

Who is primarily responsible for daily operations, documentation, compliance, and transaction oversight?

Do you have documented procedures for lead assignment, client communication, showings, offers, listings, contracts, closings, and post-transaction follow-up?

Do you use standardized checklists for active listings, buyer transactions, leases, property-management accounts, or closings?

Do you regularly audit files for missing documents, signatures, disclosures, deadlines, and compliance requirements?

How frequently are active transactions, listings, leases, or property-management files formally reviewed?

Do you track expired listings, withdrawn listings, canceled agreements, failed transactions, and lost clients?

What is the most common cause of operational problems?

Do you have backup coverage when an agent, coordinator, property manager, or administrative employee is unavailable?

How often do operational problems negatively affect clients or transactions?

Do you have a documented process for handling earnest money, deposits, rental payments, commissions, referral fees, or client funds?

Do you regularly review fair-housing, advertising, licensing, disclosure, privacy, and recordkeeping requirements?

Section 7

Revenue & Business Channels

Who is primarily responsible for setting commissions, fees, referral agreements, agent splits, and service pricing?

Do you use a formal commission, fee, referral, or pricing strategy?

Do you regularly track gross commission income, net revenue, profit margin, average transaction value, and revenue by agent?

Do you regularly track expenses associated with lead generation, listings, transactions, vendors, and agent support?

Which revenue or business channels do you currently use?

Select all that apply.

What is the most common cause of lost revenue?

Do you track revenue from referrals, property management, leasing, consulting, ancillary services, or other non-commission income?

How often are commissions, fees, marketing expenses, profitability, and agent performance reviewed?

Do agents or teams have clearly defined sales goals, transaction goals, listing goals, or revenue targets?

Section 8

Retain

Are repeat clients and referrals a major part of your business?

Is there a formal client-retention or past-client follow-up process?

Is there a consistent process for requesting reviews, referrals, testimonials, or introductions?

How do you stay in contact with past clients and inactive leads?

Select all that apply.

Do you track repeat transactions, referrals, past-client activity, inactive leads, or client lifetime value?

Is there a formal process for reactivating past clients, expired listings, withdrawn listings, or inactive leads?

Which platforms do you use to collect client reviews?

Is there a consistent process for responding to online reviews?

Do you track whether client complaints, transaction problems, and service issues are successfully resolved?

Do you regularly review which past clients are most likely to move, sell, purchase, invest, or refer someone?

Section 9

Grow

What is currently preventing the real estate business from growing faster?

Select all that apply.

Where do you believe your real estate business outperforms competitors?

Select all that apply.

Do you regularly track client satisfaction?

If you could solve one major business challenge in the next 12 months, what would it be?

What would have the greatest impact on revenue growth today?

Do you have documented growth goals for the next 12 months?

Do you have a formal plan for expanding into new markets, recruiting agents, adding services, or increasing transaction volume?

Final Step

Final Question

If you could improve one area of your real estate business immediately, what would it be?

Your Name

Your Email

Your Phone Number

Account

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Real Estate Flow Checkup

Real Estate Flow Checkup

Business Profile

Attract

Qualify

Convert

Client Onboarding & Transaction Delivery

Operations & Compliance

Revenue & Business Channels

Retain

Grow

Final Question

Country/Region

Country/Region

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Real Estate Flow Checkup

Real Estate Flow Checkup

Business Profile

Attract

Qualify

Convert

Client Onboarding & Transaction Delivery

Operations & Compliance

Revenue & Business Channels

Retain

Grow

Final Question