Customer Engagement

Using Marketing Automation to Convert More Leads

5 mins read
September 18, 2017
By
Total Expert

Every salesperson wants to increase income. Mortgage loan officers (LOs) and Realtors are no different but those who have longevity in the business also have a sincere desire to help consumers build their dreams and financial futures through homeownership.

What Sets Elite Producers Apart?

In an industry where very few pull away from the pack and distinguish themselves as high earners, what’s the difference between low-to-average and elite producers in mortgage and real estate? Making quantum leaps in performance to dramatically increase income is easier than you think.

First, it’s important to understand the habits of those who succeed – and those who want to:

Low-to Average Producers

Distracted: Constantly looking for the magic bullet they think top producers are using.

Non-committal: Bounce from company to company, system to system – thinking the “grass is always greener.”

Disorganized: Always seeking and grabbing lead sources, they pursue the lowest-hanging fruit and hottest leads, and lose track of or discard other opportunities.

Undisciplined: Fail to execute on fundamentals due to lack of plan and centralized system.

Inconsistent: Lack of commitment and indecision on best systems and methods leave gaps in marketing efforts.

Elite Producers

Focused: Attention to small, key details in their daily efforts and business that generate massive, incremental results.

Committed: They make and commit to their core strategy and systems and stay the course.

Organized: Regardless of how many lead sources they have or how many leads they’re generating, they manage what they have at all times. Leads and opportunities are categorized by short and long terms.

Disciplined: Constantly monitor leads and opportunities and make adjustments as prospects shift from various stages like cold to warm or ready to convert.

Consistent: Deliver messaging in the form of emails, texts and phone calls specific to the path identified leads are determined to be on at any given time.

The chasm between producer survival and success is evident when habits of different performers are juxtaposed.

Marketing automation factors into the habits and activities of the low and high-performing groups – the difference is the extent to which they commit to and employ it. While average sales people are mired in trying to decide which systems to use, caught in perpetual states of transition from one system to another or working across multiple platforms, top producers have every contact and lead type in a centralized system, enrolled in various forms of marketing that reinforces their brand, keeps them in front of people, and dispenses marketing messages and calls to action. How can LOs and Realtors make the quantum leap into the high-earning zones?

The Path to Becoming an Elite Producer

  • Identify the holes in your business.

Where are you missing opportunities? Where do you lose track of people during the lifecycle of the lead? Do you fail to follow up – and how often?

It’s important to be honest and face the reality of how you really work and eliminate excuses. Failure to execute and follow-up properly can be traced back to indecision about best practices, lack of commitment to one system and the disorganization that results from either or both.

  • Choose a solution and commit to a process.  

One reason many salespeople have lead leakage and leave money on the table is because they don’t have a solid plan backed by the necessary tools to execute it.

A lead can’t make its way from the “top of the funnel” to becoming a closed transaction if it never makes it into the funnel in the first place. It’s also difficult to market to leads that are scattered across multiple platforms without connectivity. You should be working with a reliable customer relationship management (CRM) system that allows scheduling of follow-up tasks for all opportunities such as call-backs and email check-ins.

  • Automate and optimize.

Once your prospects are organized and your tasks are set, make sure your leads are on appropriate automated drip campaigns for the short- or long-term, depending on the type of opportunity and level of urgency. Even if every email doesn’t get read, it’s important for people to see your name pop up in their inbox frequently.

Establishing and maintaining basic lead management and follow-up is great, but expand your efforts into multiple channels via social media, texts and other ways that create awareness for the most reach.

The difference between low-to-average and elite producers has been a point to ponder since the dawn of sales management. The most obvious difference is that elite producers buckle down and do the work, while their less-productive counterparts seem to spend their time and energy looking for the proverbial magic bullet to avoid doing just that. Even small tweaks in your efforts and overall business management can add up to huge increases in income. While low-to-average performers create more work to do, elite producers get more work done.

The good news for LOs and Realtors seeking to increase their business – and the people who recruit and manage them – is that marketing automation really is a magic bullet. The catch is, this miracle solution to business growth must be used in conjunction with the tried and true fundamentals of planning, commitment and consistency.

To learn more, listen to a recent podcast, “Using Marketing Automation to Convert Leads” by Total Expert Founder and CEO, Joe Welu.

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The problem with doing the same thing “faster"

For years, lending organizations have measured technology's value by a simple test: did it get people to log in and complete a task? New dashboards, new buttons, and new workflows all designed to change human behavior just enough to extract a little more efficiency from the same process.

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What breaks when the old ceiling stays in place

Joe used an analogy at the 2026 HousingWire AI Summit to capture the stakes: a farmer who just got a bigger, faster horse looks to the neighbor’s field and watches them ride by on a tractor. Incremental improvements, like faster horses, were the best option for decades. That's not the case anymore.

The risk isn't hypothetical. We still see lenders asking AI to slightly improve an existing workflow, rather than asking what their workflow should look like with AI built in from the start. And the lenders who are still chasing incremental improvements will find themselves outpaced by competitors who were willing to embrace a new mindset, a new strategy, and new era.  

Joe also highlighted that speed and speed alone will not set you apart. Context will be the critical differentiator in an AI-enabled world. Being the first one to engage a borrower is great, but only if you actually have something to talk about. Historically, a legacy database only knew what a person remembered to type into it. If that information wasn't captured, the system, and the loan officer, wouldn't be able to use it for the next conversation.

Context is king, and the mindset shift that gets you there

This is where Joe took the conversation from diagnosis to direction. Total Expert's Customer IQ continuously aggregates zero-, first-, and third-party data to create a complete financial profile and interaction history for every customer. This provides lending teams with the context they need at the exact moment it matters, whether that's to a loan officer having a conversation or an AI agent handling a task automatically.  

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The takeaway

AI doesn't create value on its own. It creates value when it's grounded in real customer context, embedded in the actual workflow, and pointed at a bigger goal than getting a task done faster. For lenders willing to rethink the engine itself, Welu says the payoff isn't incremental. It's the same seismic shift that farmers experienced when they realized that even the slowest tractor was more efficient than the fastest horse.

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That's the insight USA Mortgage discovered when they partnered with Total Expert to transform how their originators identify, nurture, and convert past customers into new opportunities. The result? ~$60 million in funded loan volume in just six months, plus another $175 million in pipeline.

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The problem: leads disappearing in the middle

Walk into any mortgage lender, and you'll find the same story. Loan officers are smart, they work hard, and they have plenty of leads coming in from multiple sources: referral partners, purchased leads from Zillow and LendingTree, and their own past customers.

But somewhere between the lead arrival and the follow-up, opportunities vanish.

USA Mortgage's VP of Sales and Customer Experience, Alec Picinich, described the friction this way:

"We had strong loan officers and plenty of lead activity, but the handoff was the issue. There was no uniform system in place. Most producers had their own system—reminder-based inbox notifications, spreadsheets, personal call lists. The lack of centralization was the biggest issue. The gap was in the middle, where the opportunities kind of just disappeared."

All those disconnected systems led to inconsistent follow-up and limited visibility into what was working and what wasn't. And with no way to nurture borrowers who weren't quite ready today but might be ready next month, those opportunities got buried deeper and deeper under waves of new leads.

The result was predictable: lost deals, confused teams, and a corporate support function with limited ways to help scale best practices across the organization.

The Solution: one source of truth

Rather than layering on more tools, USA Mortgage decided to consolidate. They brought all their leads from referral partners, purchased sources, and past customers into a single unified platform: Total Expert's Lead Management.

But consolidation was just the first step toward preventing leads from slipping through the cracks. The real shift came when they connected three capabilities:

1. Customer IQ: identifying opportunities in your existing database

Most loan officers don't excel at proactively reaching out to past customers. They're focused on today's purchase business, and without a system to surface opportunities, past borrowers fade into the background.

Customer IQ changes that. It's a contextual data system that continuously monitors and enriches every contact record in your database. When a borrower experiences a life or market event that creates an opportunity such as a rate drop (refinance window), a credit inquiry from another lender, a debt threshold crossed, a marriage or divorce, Customer IQ spots it and brings it to your team’s attention.

At USA Mortgage, this meant monitoring 190,000 customers and turning insights into action. In just six months (January–June 2024), those customers generated:

  • ~$60 million in funded volume
  • $175 million in application pipeline (with expected 80% funding conversion)

That's an opportunity that was already sitting there; it just needed to be seen.

2. Lead Management: centralized workflow and accountability

With Customer IQ surfacing opportunities, USA Mortgage needed a system where loan officers could manage those leads the same way they manage purchased or referral partner leads.

Lead Management provided:

  • A single source of truth for all leads (past customers, referral partners, purchased leads)
  • Clear visibility into lead stage and action items
  • Consistent routing based on originator or branch
  • Automated nurture campaigns for borrowers who weren't ready yet
  • Compliance controls to ensure messaging is consistent and compliant

Suddenly, loan officers could answer three simple questions about every opportunity: Who is the lead? What do they need? Why is the opportunity present right now?

That context—that "why"—changes everything. It's the difference between a cold check-in call and a conversation-ready outreach.

3. AI Sales Assistant: outreach on demand & at scale

Even with a unified system and better intelligence, loan officers still can't personally call every past customer when the market shifts. If rates drop and 1,000 borrowers become in-the-money for a refi, even the most efficient lending teams can't operationalize that in the two or three weeks when the market window is open.

Enter AI Sales Assistant, a human-like voice AI that’s powered by Customer IQ’s contextual data and trained on real-world mortgage conversations so it can answer questions, navigate borrower objections, and qualify opportunities.

AI Sales Assistant acts as an extension of lending teams by:

  • Initiating outreach to all qualified past customers (potentially in a single day)
  • Personalizing the conversation based on the borrower's situation, previous transaction, and estimated savings
  • Handling objections gracefully (Alec shared the story of a borrower who said "I'm feeling sick, not a good time.” AI Sales Assistant responded with empathy and offered to schedule with the loan officer later, which the borrower accepted)
  • Offering warm transfers to the loan officer for borrowers ready to talk
  • Scheduling meetings on the originator's calendar for qualified leads

This allows loan officers to focus their time on high-quality conversations with informed borrowers, not figuring out who to call or manually working through a database.

Real-world execution

One of USA Mortgage's senior regional VPs shared a success story that perfectly captures the shift:

An experienced loan officer received a credit inquiry alert for a past customer; someone she hadn't worked with in years. The borrower had lost the loan officer’s contact information. But thanks to the alert surfaced by Customer IQ, the loan officer reached out with context and relevance.

The result? A $400K pipeline boost with minimal effort from the loan officer.

This doesn't happen with a generic check-in call. It happens when the loan officer knows why they're calling and has the data to back it up so the outreach feels timely instead of transactional.

The bigger picture: human + AI operating model

What USA Mortgage discovered is that the future isn't human or AI. It's human + AI.

The loan officer remains the relationship owner and builder, the decision-maker, the one who earns trust. But now, they're equipped with:

  • Intelligence about who to engage and why
  • Automation handling the high-volume, time-sensitive outreach
  • Consistency across the entire organization
  • Tools that make their job easier, not harder

Three takeaways

If you're struggling with lead follow-up, originators working in silos, or deals slipping out the back door, here's what to focus on:

1. Strong lead management isn't just about speed—it's about long-term nurturing
Speed matters for converting hot leads, but most conversions happen in the follow-up. Build a nurturing strategy that keeps borrowers engaged from first touch through the next opportunity to serve.

2. Your database is your biggest opportunity; operationalize it like a referral partner lead

‍If you're not connecting data intelligence with lead management, you're leaving deals on the table. Treat past-customer insights with the same urgency and structure as a purchased lead or referral partner referral.

3. Build an enterprise strategy with human + AI models

‍Replace ad-hoc originator habits (spreadsheets, personal reminders, disconnected systems) with a unified, AI-assisted operating model. Consistency across your sales force is what unlocks scale.

Watch the full conversation

Hear how USA Mortgage is using Total Expert to solve their lead management challenges, develop a better understanding of their customers, and engage opportunities at scale.

Ready to explore how a human + AI operating model could transform your originator productivity and customer conversions?

Reach out to your Total Expert Customer Success Manager or book a demo with our team below!

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