The Subject
Seraphim Equities, a Real Estate Investment Firm specializing in wholesale property buying, managing rental units, and flipping distressed properties required a system to manage operations. Despite their extensive expertise in real estate, and sizable staff, they faced significant challenges in generating leads and effectively reaching potential sellers. An acquisition staff without a centralized location on lead data and status, no web presence, and or call queues for efficiency. The job would require an extensive system, tailored for homeowner outreach, internal notifications for staff, and a system to keep the acquisition process moving at all times.
Implementations for a CRM (Hubspot in this case), with lead status management, call queues, and internal notifications for staff members to keep them updated at every step of the acquisition process, from scouting to closure. Websites for Seraphim, inlcuding their flagship site, and event sites were also created.
The Challenge
Leads were scattered across spreadsheets and email systems, leading to inefficiencies. Difficulty in tracking interactions with potential sellers and clients resulted in lost opportunities. Team members struggled to communicate effectively regarding lead status and follow-ups. Lack of centralized information made collaboration challenging. Inability to generate insightful reports on sales performance and lead conversion rates hindered strategic decision-making. The absence of analytics made it difficult to identify trends or areas for improvement. As the business grew, manual processes became increasingly unsustainable. The need for a scalable solution that could adapt to expanding operations was critical.
Our Solution
Implement a robust CRM system tailored to real estate investment needs. Streamline the lead management processes for better organization and efficiency (including intake forms, proposals, and letters of intent). Enhance communication among team members regarding lead progress. Enable data-driven decision-making through comprehensive reporting tools. Customized the CRM to include fields relevant to real estate transactions such as property details, seller motivation levels, and follow-up reminders. Conducted a thorough data migration process from existing spreadsheets into the new CRM system, ensuring no leads were lost during the transition. Integrated other tools used by Seraphim Equities (such as email marketing platforms) with the CRM for seamless workflow automation. Provided comprehensive training sessions for all team members on using the new CRM effectively. Developed user-friendly guides and resources to facilitate ongoing learning.
Seraphim Equities Today
As of January 5th, 2025, Seraphim Equities owns nearly 300 rental units in the City of Newburgh, representing about 5% of the city’s total rental units, according to A Little Beacon Blog. This amount is based on public property records and a previous report by sociologist Richard E. Ocejo. The city has fewer than 7,400 rental units, says A Little Beacon Blog.