So, you’ve already dipped your toes into the world of real estate marketing automation tools.
Congrats, you’re one of the smart ones. But here’s the thing—just using automation doesn’t mean you’re winning the game.
You might be playing with all the right toys, but are you really using them to their full potential?
Because there’s a fine line between “cool, I automated an email” and “holy crap, I’m getting results!”
It’s time to take those automation tools from “meh, it’s running” to “damn, my phone won’t stop ringing with leads.”
Ready? Let’s upgrade your automation game and actually start getting the most out of the tech you’ve already got.
A Quick Reality Check on Your Real Estate Marketing Automation Setup
If you’re here, you probably already know the basics—automating emails, scheduling social posts, and making sure no lead slips through the cracks using a CRM.
But let’s be honest, you’re likely not squeezing every drop of potential from your tools.
For instance, when Hermela Balcha adopted an end-to-end Real Estate growth automation system, she transformed her online presence and lead management into a 235% growth story despite being in a down market.
How’d she do it?
By creating content targeted specifically at her 5-star prospects and using predictable lead generation from Facebook groups, Harmela was able to completely transform her business in less than 6 months.
Here’s the deal: half-baked automation efforts = half-baked results.
You could be crushing it, saving time, and raking in more leads—if only you used these tools like a pro.
So, let’s fix that.
Here are all the top automation strategies used by the pros, and how you can get started on any one of these today.
Table of Contents
The “Why” Behind the Hacks: Automate Like You Mean It
Automation isn’t just about sending random emails and hoping for the best. It’s about:
- Maximizing Every Lead: No one falls off your radar—ever.
- Smarter Personalization: Your leads should think you’re sending every message personally just to them.
- Multi-Channel Domination: Automation needs to hit your leads from every angle: email, social, SMS, maybe even a freakin’ carrier pigeon if it works.
So, let’s get into the 30 hacks that will take your automation from “meh” to “HELL YES.”
27 Real Estate Marketing Automation Hacks to Supercharge Your System Before 2025
2025 will be the year of automation. Leverage any of these strategies to be on the cutting edge of real estate automation.
01. Personalize Your Drip Campaigns
You’re already using drip campaigns, sure—but are they tailored to lead behavior?
Adjust your sequences based on what leads do on your site (and how often).
Treat a Zillow window shopper differently than a seller ready to list yesterday.
Here’s how to segment your leads by behavior using a centralized CRM tool.
02. Add AI to the Sales Team (No, Seriously)
If you’re only using AI to write meaningless emails, you’re missing out.
Use AI-powered lead scoring to predict exactly when a lead is ready to convert and hit them with the right message at the right time.
03. Schedule Social Posts Smarter, Not Harder
Yes, you’re already scheduling your posts—great.
But have you analyzed which times get the best engagement?
Your automation tools probably have insights. Use them.
04. Automate Open House Follow-Ups ASAP
Instant SMS follow-ups after open houses are an absolute must.
Set it up so the moment someone walks out your door, they get a text with a property recap.
Jay Caputo leveraged this strategy to take his production from $12M to $42M in just three years.
By automating targeted messaging for his 5-star prospects, Jay built a custom audience of over 6 million and saw remarkable growth in his business YoY.
Remember, as they engage the text, drip follow-up conversations and guide them methodically to the cookie.
05. Dial in Property Search Alerts for Buyers
You’re sending out property alerts, but are you hitting the exact criteria your leads want?
Fine-tune your alerts by syncing them with your CRM to trigger personalized, super-specific listings.
The goal is to keep them excited about the options in the market, but at the same time nudge them to a decision.
Remind them that they don’t need to see one-hundred houses. They just need to know exactly what they can’t live without and make an offer.
06. Stop Being Slow with Inquiry Responses
You’ve got automated responses set up, but are they fast enough?
The faster you respond, the better you look.
Make sure your automated replies hit inboxes the second a lead reaches out.
We’re cooking up something cool for this. Remember to subscribe to our newsletter to be the first to hear about it when it goes LIVE.
07. Retarget Like You Mean It
You’re running retargeting ads, but are you splitting them by engagement?
Customize your ads so they align with the specific actions taken by your leads.
- Did they watch your last video?
- For how long?
- Did they watch the next video? Did they finish it?
- Ok, how far are they into your content plan? What would be the next best thing to send them to help them in their journey?
You want to stay top-of-mind, not annoy them with irrelevant listings.
08. Automate the Right Referral Asks
You’ve automated referral requests after closing—cool. But are you waiting for the right moment?
Candyce Astroth, after implementing TPOS, honed her strategy to time referral asks perfectly, particularly when working with military service families and relocation clients.
As a result, she built a predictable lead system that continues to feed her business with high-value prospects, including a list of 180+ builder prospects.
Time it ideally by sending those requests when the post-deal honeymoon phase is at its peak.
You’ll need to have a deep understanding of your market, but don’t be afraid to use that glowing personality and emotional intelligence to gauge this right.
09. Refresh Those Birthday and Anniversary Emails
You’ve automated the “Happy Birthday” and “Congrats on 1 Year in Your Home” messages, but are they just boring template emails?
Spice them up with personalized offers or reminders that make clients actually care.
10. Revive Cold Leads with Real Value
You’re tossing cold leads into a drip campaign, but is it working?
Give them value—send market updates or recent sales data in their area to reignite their interest, not just generic “Hey, still interested?” emails.
You never know. The ones that read them might be curious for more information about opportunities in their market or be willing to share that info with a referral.
11. Showcase Your Testimonials Better
You’re asking for reviews—but what are you doing with them?
Automate the process of pulling in testimonials from your CRM and displaying them everywhere—social, landing pages, the works.
Most of your new business will come from referrals, according to the latest NAR data, but referrals do their research too.
Help them find the social proof they need to take the next step.
12. Automate Follow-Ups Based on Interest.
A lead revisited the same property page multiple times?
That’s not random browsing—it’s interest.
Make sure your follow-ups are triggered by this behavior and not by just a time-based schedule.
13. Deliver Targeted Market Updates by Browsed Location
You’ve automated market update emails, but are they just one-size-fits-all?
Segment those updates by geographic area and make them specific to each lead’s location search interest.
Localized data builds trust.
14. Stop Leaving Testimonials on the Table
You’ve got good reviews sitting there. Use automation to pull those bad boys into your landing pages dynamically.
Every visitor should see why you’re the real deal—without you lifting a finger.
15. Cut No-Shows with Better Appointment Reminders
You’re sending out reminders, yet they’re still not showing? Automate a second nudge for clients who haven’t confirmed—SMS, email, whatever it takes to make sure no one ghosts you.
16. Upgrade Your Open House Invites
Are you just sending a generic “Come to my open house!” email? Automate customized invites that speak to the type of buyer you know is interested.
Tailor it down to their preferences.
- Mention key features
- Amenities
- Proximity
- Value
And anything else that could interest the prospect or their network!
17. Nail Content Delivery Based on Lead Type
Sending first-time homebuyer guides to all your leads? Yawn.
Use automation to sort and send the right type of content based on their activity—experienced leads get market insights, and first-timers get helpful tips to ease the worry.
18. Make Post-Close Emails More than a “Check-In”
Oh, you’re sending post-close follow-up emails? How revolutionary.
But are they adding value? Automate post-close emails with useful tips, like home maintenance or refinancing options.
Keep them coming back.
Your goal is to be their broker for life. Su casa is mi casa until you move out of state, fam!
19. Get Feedback Automatically (And Use It)
Good job asking for feedback. But let’s be honest: Does it happen every time?
Probably not. Time to automate those surveys and stop relying on memory or luck.
Collect that goldmine of feedback on autopilot and use it to fine-tune your process.
Bonus points: more glowing reviews to boost your street cred with Google, Meta, and prominent reputation management platforms.
20. Cross-Channel Mastery
Yeah, you’re posting on all the platforms, but are they actually working together or just doing their own thing?
It’s time to sync up your content strategy across the board.
Automate and integrate your posts so they land on Facebook, LinkedIn, and Instagram exactly when they’ll make the biggest splash. No more random posting; it’s all about precision timing.
21. Pre-Schedule Seasonal Campaigns Like a Pro
Holiday campaigns? Of course, you’re automating those. But are you scheduling them ahead of the rush? Make sure you’re never scrambling the week before a holiday with pre-programmed, personalized campaigns.
22. Client Gifting: Less Hassle, More Wow Factor
Clients love closing gifts, but not every picture frame is for every house.
Automate more thoughtful, customized gifts based on client preferences to turn a basic “thanks” into an unforgettable experience.
23. Expired Listings: Don’t Let ‘Em Slip Away
You’ve automated follow-ups for expired listings, but are you actually differentiating your message?
Show how your approach is different from the competition, and automate that message as soon as a listing expires.
24. Run Webinars and Virtual Tours Without Breaking a Sweat
Automating the basics like webinar sign-ups and virtual tours? Cool, but what about those crucial follow-ups?
If you’re not automating reminder emails and post-event nudges, you’re basically ghosting your leads.
Set up automatic follow-ups so every lead stays warm and no one falls through the floorboards.
25. Blogging on Autopilot, But Smarter
Pre-scheduling blog posts with that fancy SEO automation tool?
Nice. But are they pulling in leads or just floating out there?
Use your automation tools to work smarter—turn those posts into lead magnets by adding gated content or juicy downloads.
Remember, It’s not just about publishing; it’s about capturing interest while you’re at it.
26. Ads That Run Themselves (Literally)
Your Facebook and Google ads are running, but are they adapting?
Automate budget increases or bid adjustments based on performance metrics.
Let the system fine-tune your ads so you’re always maximizing ROI.
27. Ditch Manual CRM Data Entry
If you’re still manually entering lead info, even after automation, stop it. Integrate every lead source—websites, social, email—so data flows into your CRM without your input.
Here are some CRM tools that do this automatically.
Bottom Line: Stop Slacking on Automation
You’ve already got the tools—you just need to use them right. These 30 hacks will take your real estate automation from “cool, it works” to “wow, this is killing it.”
So, quit leaving potential on the table and let your automation work harder for you in 2025.Ready to make your tools do their job? Get TopShot Pro’s guide on advanced automation and start running your business like the well-oiled machine it was meant to be.
