Lead follow-up & inside sales

Have Claude sort every CRM contact you have not spoken to in 90 days by why the contact went quiet, then draft one re-open text per group

Austin agent William Zhang of Real Estate AI Society calls database reactivation the highest-return job on his list of seven Claude CRM workflows, because every lead already cost money to acquire. With Claude connected to his CRM (Follow Up Boss, through a custom connector he built against the Follow Up Boss API), he asks Claude to pull everyone he has not spoken to in 90 days or more and, before writing anything, group those contacts by why each one went quiet based on the notes and history on the record: never qualified, stopped looking for an unknown reason, lost out on a property, bought with another agent, or past clients he simply has not called. Claude shows the groups with counts, says which group to work first and why, and then drafts one re-open message per group: under 60 words, referencing a specific detail on the record, no 'just checking in' and no apology for the gap, one short question, and no price or market claim that is not on the record. Nothing sends without his approval. He pairs the run with a read-only hygiene list: tasks more than 30 days overdue, contacts with no phone and no email, likely duplicates, contacts with no source, and past clients with no closing date on file.

To write a separate follow-up sequence for each new lead source, see the ad-matched follow-up sequence card from the same Claude CRM setup.

At a glance

Tools used
ClaudeFollow Up Boss →
Category
Lead follow-up & inside sales
Audience
agent, team lead
Difficulty
Builder
Source
AI CRM for Real Estate Agents: The 7 Workflows I Run on Claude
William Zhang, Real Estate AI Society · Blog · Aug 22, 2026
First step
In the Claude desktop app, open Customize, then Connectors, and check whether your CRM is listed; if your CRM is not listed, export contacts with their last-contact date and notes to a spreadsheet and give Claude that file instead. If your contacts live in more than one CRM or spreadsheet, export each one and have Claude merge them and flag duplicates before grouping.

Compliance note: Set Claude's CRM write and send permissions to needs approval, and read every draft before a message goes out. Texting or calling old leads is subject to TCPA consent and Do Not Call rules, so confirm consent on each contact before you text, and honor any opt-out already on the record.

Suggested prompt

Written by this directory, inspired by the source. Replace the [bracketed] parts.

Pull everyone in my CRM I have not spoken to in 90 days or more.

Do not write anything yet. First, group them by WHY they went quiet, based on the notes and history on each record. Expect groups like:
- never qualified, we never actually talked
- were looking, then stopped, and I do not know why
- lost out on a property and went dark
- bought with someone else
- past clients I simply have not called

Show me the groups and the counts. Tell me which group is worth my time first, and why.

Then write ONE re-open message for each group:
- under 60 words
- reference something specific that is actually on their record
- no "just checking in", no "circling back", no apology for the gap
- one question, answerable in under ten words
- no market claim or price unless it is on the record
- for past clients, you may mention a recent sale on their street only if I paste the address and sold price

Show me the drafts. Nothing sends without my approval.

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