Apify + Make + Excel + Zapier + Email + callendly
ANT Recruitment - Outreach Automation
Project Overview
Chris Kull, a seasoned Florida-based realtor, needed help launching and managing his Follow Up Boss (FUB) CRM system. With no time to go through tutorials and setup, he needed someone to step in and implement a full workflow—from new lead onboarding to long-term nurturing. I created a full pipeline structure, smart lists, tagging systems, and automated follow-up strategies to keep his database organized and his leads actively engaged.
Goals & Objectives
Help with Full Followup Boss Setup and configuration for Chris Kull, a seasoned Florida-based realtor.
Set up Follow Up Boss CRM with complete smart lists and action plans
Create custom stages, tags, and filters for real-time segmentation
Build a 24-month long-term seller nurture plan with emails, calls, and hard mail
Fix broken email signature formatting
Import, clean, and tag hundreds of older leads from his legacy system
Prepare groundwork for custom audience ad retargeting via Facebook
Offer ongoing consulting support as he scales
Processes
The project was handled and completed by the following processes;
1
Lead Segmentation & Data Cleanup
Tools Used: Follow Up Boss, Excel
Cleaned the CRM by removing outdated entries
Uploaded fresh leads manually with proper tags and stages
Created segment tags like: long-term seller, couldn’t reach, hot, past client, etc.
2
Smart List Creation & Logic Building
Tools Used: Follow Up Boss
Built custom smart lists such as:
Daily Touch
New Leads Not Reached
Warm Leads Weekly
Long-Term Sellers Monthly
Used filters like last communication, tags, lead status, and custom stages
Set logic for leads to move between lists based on activity and attempts
3
Action Plan & Campaign Design
Tools Used: Follow Up Boss, Email Templates
Created a 24-month nurture action plan with:
Monthly email touches
Quarterly call check-ins
Hard mail reminders (postcards, tips, newsletters)
Wrote email templates that feel human and relevant for older, dormant leads
Ensured messages wouldn’t feel out of place even if call attempts were delayed
4
Email Signature Troubleshooting
Tools Used: FUB HTML Editor, Gmail
Fixed the issue where image-based signature wasn’t displaying
Extracted the HTML from the client’s email and embedded it into FUB
Validated that signature displays correctly in live emails
5
Custom Audience Strategy Planning
Tools Used: Facebook Ads (in planning phase)
Created plan to build Custom Audience from FUB contact list
Discussed content ideas for retargeting (videos, newsletters, seller guides)
Results
A fully operational Follow Up Boss system tailored to his business
Reduced manual lead sorting time by over 90%
Launched a fully structured, automated long-term nurture campaign
Email signature now working and consistent across devices
Clear foundation for future team onboarding and marketing expansion
Ongoing support relationship in place for new lead sources & ad strategy
Screenshots
Client Review
Outstanding service and professionalism. The order showed as delayed, but that was because of me! I got very busy and did not provide what was needed for a timely delivery, but he remained completely professional, patient, and ready to help!
Conclusion
This project highlights how a well-structured CRM system can completely transform lead management for a real estate business. From first contact to long-term nurture, every touchpoint was planned with clarity, automation, and personalization. Whether it’s syncing hard mail with email follow-up or creating logic-based smart lists, the systems we built helped Chris focus on deals while keeping his database actively nurtured behind the scenes.
Project Information
Clients: Chris Kull
Category: CRM Setup
Services: Full CRM setup & configuration
Technologies Used: FollowupBoss, Zubyer, Google Sheets
Duration: 3 Weeks
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