As I mentioned last week in Solving One Problem at a Time, I am in the process of creating a program that will help me track my probate leads, mailings and contacts. It’s going to be an interesting project to say the least. A ton of ideas are popping into my head all the time and my biggest challenge is going to be keeping it simple.
So far here are the items that I will be including in the first version in some way shape or form.
Probate File Information
This section will be where i store general information about the probate file/lead. I’ve only have seen probate files from my county so if anyone can suggest any other general information to include leave a comment.
- Date Filed
- Where Gotten
- Case Number
Pretty self explanatory. This area will include the deceased’s information. The address will be the one listed in the case file, which is not always your target property.
- Last Name
- First Name
- Date Deceased
This is the area where you will store the executor information. The executor is where you will most likely be mailing your letters/postcards to so the address is important. There is also other fields to fill in later when you get any phone numbers or email addresses.
- Contact Numbers (Main, Cell, Work)
The attorney information is not required, but could be a nice source of future leads if you can keep track of all the attorneys. I figure you will eventually notice names appearing multiple times which will give you a good idea who are the big probate attorneys in your area.
- Contact Number
You’ll be able to enter in multiple properties per lead if you want. Each property will have the following fields to fill in (if anyone has any other suggestions let me know). I tried to give only the basic information their own fields, but supplied a notes section for any other information you want to keep track of.
- After Repair Value (ARV)
- Max Allowable Offer (MAO)
- Asking Price
- Number of Bedrooms
- Number of Bathrooms
- Number of Rooms
- Estimated Repair Costs
- Year Roof Was Last Replaced
- Type of Heating
- Type of Cooling
- Year Built/Remodeled
- Square Footage
- Lot Size
- Street Type (Busy, Dead End, etc..)
- Water Source
- Overall Condition
- Notes about the Kitchen
- Notes about the Bathrooms
- General Notes
This is the area that you can schedule when you want to send out mailers to this property. The way I envision this feature is that when you upload/import a lead list into the system it will give you the ability to set your mailing schedule at that point. For example, On May 1st I upload a 80 leads. I set the schedule to send 1 mailing every month for the next 6 months. The system will then keep track of that schedule so when you log in, say on June 1st, that you have to send out the second mailing to the May 1st list. Make sense?
- Mailing Type (Letter, Postcard, etc.)
- Mailing Number (2nd mailing, 5th mailing, etc.)
- Mailing Date (date mail was sent or will be sent)
- Mailing Sent (Flag set if mailing has been sent)
- Recipient Responded
This will be a great section that will help you keep a log of your contacts with a seller. If they call in response to your letter, enter it into the system. If you meet up at their house, log it into the system. This way you can easily look back and recall each contact and what was discussed.
- Date of Contact
- Contact Method (called, sent letter)
- Motivation Level
- Offer Amount if made
- How did caller hear about you
- Schedule Next Contact
- Meeting Setup
I’ve just started putting this together this past weekend and have made some decent progress. At some point in the next couple weeks I’m going to need about 10 people who would like to be beta testers. When the time gets closer I will put up a form to fill out for people who want to beta test.
At this point the software will only be for people using Windows XP, Windows 2000, Windows Vista and Windows 7.
Before I sign off I want to leave you with a screen shot or two of what I’ve come up with so far…
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