Sample Blueprint — the brokerage below is fictional
Blueprint — Harbor & Main Realty, September 6, 2026
This is the whole document a real brokerage receives, written here for an invented 14-agent office so you can read it before deciding on yours. Every figure on this page is an estimate and the arithmetic behind the first one is shown in full.
- Agents
- 14
- Automations, ranked
- 9
- Total setup time
- 28 hours
- Recovery estimate, all nine
- $5,400-$9,800 / mo
Your stack, as we read it: Follow Up Boss, Zapier, Zillow Premier Agent, IDX site (Placester), Google Workspace, Dotloop, Slack. Nothing below asks you to buy another tool.
The nine Automations, ranked
The rank is recovery estimate divided by setup hours, so the first row is the most money recovered per hour of work, not the most impressive one.
Drag the table sideways for setup time, per hour and the tools each one uses.
| # | Automation | Recovery estimate | Setup time | Per hour | Uses |
|---|---|---|---|---|---|
| 1 | After-hours lead replyEvery inquiry that lands between 6pm and 8am gets a written reply in under two minutes and a tagged task for the morning. | $1,200-$2,000 / mo | 2 hours | $800 | Zillow, Follow Up Boss, Zapier |
| 2 | Zillow lead claim timerA portal lead is offered to one agent for five minutes, then passed to the next, and the broker sees who let it lapse. | $900-$1,500 / mo | 3 hours | $400 | Zillow, Follow Up Boss, Slack |
| 3 | IDX form owner assignmentSite form submissions stop landing in a shared inbox and get an owner, a due time and a visible first response. | $500-$900 / mo | 2 hours | $350 | Placester, Zapier, Follow Up Boss |
| 4 | Open house sign-in to CRMSign-in sheets become CRM records the same afternoon, with a neighbourhood tag and a three-message sequence. | $400-$800 / mo | 2 hours | $300 | Google Workspace, Zapier, Follow Up Boss |
| 5 | Past-client anniversary and referral touchClosing anniversaries and yearly value updates go out on their own, signed by the agent who did the deal. | $600-$1,100 / mo | 3 hours | $283 | Follow Up Boss, Google Workspace |
| 6 | Follow-up that does not stop on day twoA 30-day sequence of 11 touches across text and email, written per lead source, that keeps running when the agent forgets. | $800-$1,400 / mo | 4 hours | $275 | Follow Up Boss action plans |
| 7 | Under-contract checklistNineteen dated milestones per deal, assigned on the day the contract is signed, with the two that slip flagged early. | $500-$900 / mo | 4 hours | $175 | Dotloop, Google Workspace, Slack |
| 8 | Weekly response-time reportOne Monday message: median first-response time per agent, per lead source, and the inquiries nobody answered. | $200-$500 / mo | 3 hours | $117 | Follow Up Boss, Google Sheets, Slack |
| 9 | New agent onboardingDay one to day 30 as dated tasks with the accounts, the templates and the training links attached. | $300-$700 / mo | 5 hours | $100 | Google Workspace, Follow Up Boss, Dotloop |
Automation 1 — after-hours lead reply
The best single item in the Blueprint, written out completely. In a real Blueprint the other eight look exactly like this.
Trigger and owner
- Trigger: a new Zillow or IDX inquiry created between 6pm and 8am, office timezone.
- Owner: the office manager builds it; the on-call agent answers the 8:15am task.
- Setup time: 2 hours, including the three test inquiries.
- Recovery estimate: $1,200-$2,000 per month. An estimate, arithmetic below.
Where the estimate comes from
- 41 inquiries last month across the portal and the site.
- 15 of them arrived between 6pm and 8am, which is 37%.
- Answered next morning, about 25% reach a conversation. Answered in minutes, about 45%. Both figures come from published response-time studies, not from your data.
- 15 × 20 points = 3 extra conversations a month.
- At 10-16% of conversations reaching a closed side and $4,000 to the brokerage per side, that is $1,200-$1,920 per month. We round it to $1,200-$2,000.
Build steps
- 1In Follow Up Boss, create the tag `after-hours` and a smart list filtered to it.
- 2In Zapier, trigger on a new Follow Up Boss lead. Filter: created between 18:00 and 08:00 in your office timezone.
- 3Add a formatter step that pulls the first name and the address or MLS number from the inquiry text.
- 4Add the model step with the prompt below. Temperature low. Cap the output at 60 words.
- 5Send the output as a text from the brokerage number, then log it as a note on the lead.
- 6Apply the `after-hours` tag and create a task for the on-call agent, due 8:15am.
- 7Test with three inquiries of your own at 11pm, 2am and 6am before you turn it on.
The model prompt, to copy
You reply to a real estate inquiry that arrived after hours for {{brokerage}}.
Write one text message under 60 words to {{first_name}} about {{property}}.
Rules: no greeting like "hey there", no exclamation marks, no promises about price.
Confirm the property is available or say you will check first thing.
Offer two specific showing windows tomorrow. Sign it {{agent_first_name}}, {{brokerage}}.
Never claim to be available now. Never mention that this message was automated.What it sends at 11pm
Hi Sarah — thanks for asking about 412 Foster Ave. It's still available. I'll confirm the showing details first thing in the morning. I could do 10:30am or 5:15pm tomorrow, whichever suits you. — Dana, Harbor & Main Realty
Check after a week: median first-response time on after-hours inquiries, and whether the 8:15am task is being closed.
What the paid Blueprint adds
The same nine to twelve Automations for your brokerage, not this fictional one: your agent count, your CRM, your lead sources, your after-hours gap, and build steps written against the tools you already pay for. Automations 2 to 9 arrive as complete as Automation 1 above. $497, paid once, refundable for 7 days, no questions asked. Any single Automation can be built for you as a Build Pack for $197.
Start with the free Leak Report
Give us your brokerage website and we read your public site and listings, then name the three places your inquiries most likely die, with an estimate and the hours on each. It costs nothing and there is no call.
That opens an email to us with three lines to fill in: your brokerage website, your agent count and your CRM. A real inbox, read by us, answered within a day. Free, no card, no call, and one word back gets you off the list permanently.
McDade Industry. We are not brokers or agents and do not claim to be. Every recovery figure on this page is an estimate. Questions or opt out: hello@mcdade-industry.nanocorp.app.