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PropTech startups · Follow up systems

Call back the broker who stopped, and the buyer who did not turn up.

A follow-up system for a PropTech startup is the set of messages and calls that goes out after a sign-up, an enquiry or a missed site visit. GullySales works on who is contacted, in what order, with which words and where the outcome is written.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of saas and software companies at work in the United States

What follow up systems means

A follow-up system is the set routine for calling, messaging or emailing an enquiry more than once, since most buyers do not decide on the first conversation. GullySales sets the number and timing of follow-ups so an undecided buyer keeps hearing from you until they decide either way.

Also for PropTech startups

Sales and marketing for PropTech startups, the overview.

Last updated 18 Oct 2026.

For PropTech startups

Where it usually goes wrong, and what we would do.

  • “The first listing is where brokers fall away”

    A broker adds one flat and stops. Nobody calls, because the dashboard shows a sign-up and a listing, which looks like success. A follow-up rule that triggers on one listing and no second one catches the broker while the habit is forming.

  • “A site visit needs a message before and after”

    A home seeker says yes on a call and forgets. A confirmation, a reminder with the address and a landmark, and a rebooking message after a miss give the visit a chance. Without them, the missed visit is simply lost.

  • “A developer lead goes cold between demo and pilot”

    After the demonstration the sales head returns to a full desk. The follow-up carries something new each time, such as the integration note or a reference call, rather than a repeated request for an update.

  • “Landlords ask the same three questions”

    Who screens the tenant, what is the fee and what if the flat is not let. A prepared answer for each, sent in the first reply, saves the call and shows that the product has thought it through.

What we do

What we deliver for PropTech startups.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A broker re-engagement routine

    A trigger, a message and a call script for brokers who signed up and stopped listing.

    Result: A register of brokers contacted and what each said.

  2. Site visit message set

    Confirmation, reminder and rebooking messages with address and landmark, plus a call script for no-shows.

    Result: Templates in use, with a reason logged for each missed visit.

  3. A developer nurture sequence

    A planned run of useful sends after a demonstration, each carrying one new piece of information.

    Result: A sequence where every message adds something the last did not.

  4. Landlord first-reply answers

    Written replies to the usual questions on screening, fees and vacancy.

    Result: A reply library the team copies from.

  5. An owner for every lead

    A rule that each lead has a named person and a next action recorded in the CRM.

    Result: No lead in the record without a name and a next step.

How the result is measured

  • Follow-up completion rate
  • Average number of follow-ups before close
  • Enquiries closed after repeat follow-up

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full lead response and follow-up page

What to capture or send

The moments in a PropTech journey that need a message, and what each one records.

Broker signed up, no listing yet
A short message offering to add the first listing with them on a call. Record whether they listed, since a listed broker needs different follow-up from a silent one.
Site visit booked
A confirmation with the address, a landmark and the name of the person meeting the visitor. Record the reply, so an unconfirmed visit gets a call before the slot.
Site visit missed
A courteous message offering a new slot the same day the visit was missed, with no blame. Record the reason given, because it shows which source brings visitors who do not turn up.
Developer demo done, pilot not agreed
A note to the sales head recalling their project and their main question from the demo, with one new thing to look at. Record what the sales head asked for.
Landlord asked about vacancy
Answer the three questions landlords repeat: the fee, the tenant check, who handles the keys. Record which answer prompted a reply.
Lead gone cold after attempts
Mark the lead as paused with a note of the last contact and move on. A not-now list can be revisited when the product adds a feature the lead had asked for.

Who it is for

This is written for these PropTech startups.

  • Property listing and discovery platform startups
  • Rental and co-living platform startups
  • Property management software startups for landlords and housing societies
  • Developer CRM and sales automation startups
  • Construction-tech and project management startups for builders
  • Home loan and property documentation startups
  • Virtual tour, 3D and drone survey startups
  • Fractional and co-investment property platform startups under a regulated structure

Not for

It is not the right fit if.

  • Brokers never reach a first listing because the sign-up itself is broken, and messages would chase people the product has failed.
  • Nobody is named to call a developer back after a demo.
  • You plan to send reminders to home seekers who never asked for any message.

How it works

How the follow up systems work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Measure today's reply time

    From your recent enquiries, we set the time each arrived against its first reply, using the call log, chats, form entries and portal panel. We also count the follow-ups each one got.

  2. 2

    Agree targets and the sequence

    We set reply targets and the follow-up sequence with your team, based on its real hours and workload.

  3. 3

    Write the templates and first-call questions

    The first reply, the quote follow-up and the last attempt are written in your voice and loaded as quick replies. The first-call questions are agreed with your best salesperson.

  4. 4

    Set ownership, tasks and alerts

    Named owners, cover for leave and CRM or sheet tasks go live. App alerts, such as IndiaMART's, are switched on for the right phones.

  5. 5

    Track and adjust

    Reply time and follow-up completion are reported against the baseline, and the routine is changed where it is not kept. How often you are reported to is agreed in writing.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales process design, at stage 2, qualification. The audit comes before it, and sales management keeps it running.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2 · you are here

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
What number of follow-ups is right?
There is no fixed number. Continue while the person is still a fit and the message adds something. Stop when they decline, and record the reason so the next campaign learns from it.
Is WhatsApp acceptable for follow-up?
Yes, for people who have asked to be contacted. Use approved templates for first messages and check the platform's current rules. Give an easy way to opt out.
What about leads who never reply?
Mark them and move on after a set number of attempts your team agrees. Revisit them when something changes, such as a new locality opening, rather than repeating the same message.
How do we follow up a developer who wants a custom feature?
Say clearly whether the feature exists, is planned or is not planned, and record the request on the lead. A vague promise damages trust once the developer discovers the gap. Because developers compare tools in committee, send a short written summary the sales head can forward.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for PropTech startups

Everything else we would do for you.

Closest to this: leads and follow-up

Also for PropTech startups

Or start from the overview: sales and marketing for PropTech startups.

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