How we would run the advertising, and what we each need to do.

How the properties are grouped, what happens to every renter who enquires, and what we need from you before anything goes live.

1 · Where things stand

Every property has its own lead agent, which is a lot of people to keep in step.

If we deal with each of them separately, nobody ends up with a clear view of whether the advertising is working.

55
Properties, each with its own agent
Each one has renters arriving, a calendar to keep current, and pricing that has to stay accurate in the adverts.
needs
1
Point of contact on your side
One person we speak to about performance and information. Renters still go straight to their agent, so nothing is slowed down.
Without one point of contact we end up chasing individual agents for property information and tour outcomes, and the reporting you receive becomes an estimate rather than something you can rely on.
2 · How the properties are grouped

One funnel for each area, starting with two.

Meta needs enough activity behind a campaign before it finds the right people, and splitting the budget 55 ways gives each property far too little to work with.

Indianapolis · live first
Phoenix · live first
The rest of the portfolio, added as further groups

Indianapolis

Beginning with The Legend at Speedway, with nearby properties joining the same group.

Phoenix

Beginning with Residence at Tolleson, run the same way so the two areas can be compared.

Two areas give us something to compare rather than a single result on its own, and the remaining properties come in as further groups once these two produce renters at a cost we are happy with.
3 · What we suggest starting with

Begin at $150 a day, then let the numbers decide when to scale.

Enough to produce real data across both areas, without committing to a large budget before anybody knows what a tour actually costs.

$150
a day, across both areas
Around 300 renters enquiring each month, which is enough to read cost per lead and cost per tour with confidence.

We can start higher if you would rather fill units faster, and it is worth knowing that the cost per unit improves as the budget grows, because the campaigns have more to learn from.

Once we know what a tour costs, we can work backwards from the number of units you want filled and set the budget to match, rather than guessing at it now.

Days 1 to 10
We build everything
Week 2
Adverts go live in both areas
Weeks 2 to 5
Costs run high while campaigns settle
Week 5 onward
Real numbers, and we scale from there
Meta needs a few weeks before it reliably finds the right people, so the first three or four weeks will look more expensive than the campaign really is. The numbers worth acting on start around week 4, and that is the point where we decide how far to scale.
4 · What happens when somebody enquires

From advert to booked tour, without waiting for a call back.

The biggest reason renters go elsewhere is that nobody gets back to them quickly enough.

Renter sees the advert
Leadfins
Fills in the short form
Leadfins
Books a tour on the property page
Leadfins
Agent gets the renter and the booking
Karya
Tour runs, outcome recorded
Karya
5 · The renters who do not book

Everyone who enquires and does not book gets messaged on WhatsApp.

Most people who fill in a form never reach the booking page, so this is where most of your tours are won or lost.

K
Karya · Vista Verde
typically replies in minutes
2 minutes after the form
Hola María, preguntó por el apartamento de 2 recámaras en Vista Verde. ¿Busca mudarse antes de octubre?Approved message
¡Sí! A finales de septiembre si es posible 🏠
She replied, so we can talk freely
Perfecto. Está desde $1,095 con el primer mes gratis. Tengo visitas el jueves a las 5pm o el sábado a las 11am.
El sábado a las 11 me funciona
Reservado. Le escribo el viernes para confirmar, y Ana del equipo la recibirá.Handed to the agent
1

Which number renters message

We would use one number for the portfolio, with every conversation tagged by property and assigned to that property's agent.

2

Who can see that inbox

Whether your agents can reply in the same conversation themselves, or whether we should pass each one into something they already use.

3

When we hand the conversation over

Either once the tour is booked, or as soon as the renter asks something only your agent can answer.

4

Consent on the form

The form needs a line where the renter agrees to be contacted by text and WhatsApp, because WhatsApp requires it before we can message anybody.

2 minutes
A text message and a WhatsApp message go out, asking one question they can answer in three words
Automatic
1 hour
If there has been no reply and no booking, a second message goes out with two tour times
Automatic
Next day
A final message, after which they move to a slower sequence rather than being chased
Automatic
On reply
Everything stops, and the conversation is assigned to the agent for that property
Handed over
The first message asks a question rather than pushing a link, because once the renter replies we can message freely for 24 hours, and before that we can only send messages WhatsApp has approved in advance.
6 · Who does what, and what changes

Three roles, and everything recorded in accounts you own.

Advertising spend, renters, conversations and tours all sit in your own accounts, so any figure we report can be opened and checked.

Us

Leadfins

We produce the adverts and property pages, run the campaigns, send every message and reminder, deliver each renter to the right agent, and report weekly.

Renters reaching the correct agent immediately
The link between us

Your point of contact

The person we speak to about performance, who makes sure property information reaches us and that agents are recording tour outcomes.

Tour outcomes being recorded
On the ground

Each property's agent

They keep availability and pricing current, receive the renters and booked tours, run the tour, and record what happened afterwards.

Recording who attended and who signed

What this changes for your agents

1
They receive renters and booked tours the way they already receive walk-insThere is nothing new to log into, and everything the renter told us arrives with them.
2
They keep availability and pricing current for their propertyWeekly at the least, and the same day a unit is leased, so nobody tours something that has gone.
3
They record whether the renter attended and whether they signedWithin a couple of days of the tour, because every number we report is built from this.
7 · Getting started

We can begin our part immediately.

Nothing below needs another meeting before it starts, and we only need the first area's information to get adverts running.