Capturing leads automatically

Leads reach your pipeline four ways — three of them without you typing anything. Every captured lead starts in the first stage of its pipeline, so the left column of your board is the only inbox you need to check.

Portal inquiry emails

Done-Deal watches the same email connection you already use for contracts. When an inquiry notification from Zillow, Realtor.com, or Homes.com arrives, it's recognized automatically:

1. A lead is created with the prospect's name, contact details, and the property they asked about.
2. The original email is saved on the lead's timeline, so you can see exactly what they wrote.
3. A repeat inquiry from the same person lands on their existing lead instead of creating a duplicate.

Note: Automatic capture never interferes with contract processing. An email that contains a contract is always processed as a contract first.

Calls Remy answers

If you have the AI receptionist, callers who aren't an existing client become leads automatically, with the call summary on the lead's timeline. Open Receptionist in the CRM menu for the full call log.

CSV import

Moving from another CRM? Click Import CSV on the Pipeline page. Done-Deal recognizes Follow Up Boss and Lofty export formats out of the box, and maps other spreadsheets with a generic importer. You see a preview of what will be created — and what will be skipped — before anything is saved.

Adding a lead by hand

The Add Lead button on the Pipeline is for the open-house conversation, the referral, the sign call. A name and one way to reach them is enough to start.

FAQ

Do I need to forward my portal emails somewhere?

If portal notifications already arrive at the email address you connected to Done-Deal, there's nothing to set up. If they go to a different address, add a forwarding rule in that inbox pointing at your connected address.

What if the same person inquires about three different properties?

They stay one lead. Each inquiry is added to their timeline, so you see the full history in one place instead of three duplicate records.