The moment a vendor first enquires is the most information-rich moment in the entire conversion journey. A structured Tally form captures six critical data points on the valuation landing page: motivation, timeline, price expectation, comparison behaviour, anxiety level, and decision stage. For phone enquiries, the call transcript AI summary populates available fields automatically. This psychology profile updates throughout the journey whenever significant behavioural signals occur — the profile at the point of the appointment reflects current psychology, not initial intent from weeks earlier. Every subsequent implementation in the engine draws from this live profile.

Generated automatically 24 hours before every appointment: the vendor's full current psychology profile, their engagement behaviour since enquiring, a comparable market analysis, their predicted objection type, a psychology-calibrated suggested opening line, and a psychology-calibrated suggested closing line. For expectation-gap valuations — where the vendor's stated price is more than 10% above what comparable evidence supports — the brief also includes an auto-generated comparable evidence pack with three specific recent comparable sales formatted for easy reference during the appointment. No manual preparation required.

The 24 to 48 hours after a valuation is the highest-probability conversion window. Within two hours of the appointment ending, a 90-minute personalisation window opens — the negotiator can add a specific note before the first email sends. At 24 hours, a personalised email sends with a one-click instruction link. Day 2: buyer demand message referencing specific registered buyers matching the vendor's property profile from Reapit. Day 4: market context email with a specific local comparable. Day 7: a direct, low-pressure close. Each message sends from the negotiator's address as if written manually. The sequence stops immediately when the vendor responds or instructs.

When a valuation does not immediately result in an instruction, a structured 90-day follow-up sequence begins. Nine touchpoints over 90 days — days 2, 5, 9, 14, 21, 30, 45, 60, and 90. Four behavioural signals determine what to send: vendor opened but did not reply (value-first content), replied once then went quiet (single direct question), opened nothing (professional close at day 14), visited the agency website (immediate accelerated call prompt to negotiator). At day 9 a vendor preference capture fires — space to think or a quick call? Responses adjust the subsequent cadence. After 90 days with no instruction the vendor transfers to the Revive Engine automatically with their full psychology profile attached.

Your exact conversion rate updated weekly — trend line against the 38% benchmark, breakdown by source. Mid-month alert fires when any funnel stage drops more than 20% below its current month baseline with the specific contact list attached. Additionally: every previous valuation in your Reapit account that never instructed is imported into a one-time reactivation campaign. Sent from your address, sequenced over 30 days. Agencies at your stage typically recover 3-8% of dormant contacts within 30 days of the reactivation campaign. At your average fee, each recovered instruction represents £4,800.

Every portal enquiry — Rightmove, Zoopla, OnTheMarket, and direct — receives an automated acknowledgement within 5 minutes regardless of time of day. Leads contacted within five minutes are 100 times more likely to connect than those contacted after 30 minutes. Most agencies respond same-day. The acknowledgement is personalised to the property enquired about, confirms a response time, and captures the lead's viewing availability. The out-of-hours protocol triggers a specific response between 6pm and 8am that sets expectations, asks one qualifying question, and flags the lead as priority for the morning briefing. Average first meaningful contact time drops from 14 hours to under 30 minutes.

Every morning your team receives a structured briefing for each new enquiry that arrived overnight or at the weekend. The briefing includes the enquiry text, the property, the lead's contact history if they have enquired before, and a suggested opening message calibrated to the enquiry content. When a portal lead arrives, Make.com also searches Reapit for any previous contact from the same person — if found, the negotiator's task includes their prior history and a suggested opening referencing it. Your negotiator starts from context, not from scratch.

Every lead not immediately hot is enrolled in a structured sequence automatically. The sequence does not send generic content — it sends content specifically relevant to what the contact said they were looking for, based on property interest, area, and motivation captured at entry. A warm lead enquiring about a family home in a specific area receives content about family property in that area — relevant recent sales, school catchment context, market conditions for that type. The warm sequence runs four weeks with touchpoints at weeks 1, 2, 3, and 4. Engagement signals adapt the sequence throughout. Reply at any point: sequence exits immediately and a high-priority task fires to the negotiator.

Temperature classification at entry reflects what a contact said. This builds a dynamic scoring model that updates every contact's priority score daily based on actual behaviour — and adjusts scores downward over time when engagement is not sustained. Six signals tracked: email opens (low weight), email clicks (moderate), website visits (moderate-high), SMS replies (high), booking attempts (very high), and time-based engagement patterns. All signals decay: engagement loses half its weight after 7 days and becomes negligible after 21 days. Recent engagement always outweighs historical. When a contact crosses the hot threshold from behavioural signals, the negotiator receives an immediate alert: specifically what the contact has done this week and the recommended action — call today.

Every lead source tracked through the entire pipeline — not just at arrival but through every stage from first contact to valuation booked, valuation to instruction, instruction to completion. The result is a live conversion funnel by source, updated weekly. The agency sees which sources produce leads and which produce instructions — these are frequently different things and the gap between them is where marketing budgets are wasted. When a source consistently converts below 50% of the average conversion rate, the system automatically increases touchpoint frequency and routes those leads into the more intensive nurture sequence. A monthly source performance report generates automatically on the first working day of each month.