From Cold to Closed in 21 Days

Executive Summary

After years of buying fresh leads, Agent Maria Lopez still had a “dead” CRM segment 2,148 contacts strong—unresponsive for 6 + months. With market competition tightening and ad costs rising, she needed revenue fast without another spend spree.
By deploying Alfacreators’s AI voice-caller and a three-phase smart-drip workflow inside our all-in-one CRM, Maria re-engaged 476 contacts (22.2 %), booked 76 listing & buyer appointments, and closed four transactions—$43,580 GCI—in just 21 days. The campaign proved that dormant data can beat new-lead purchases in speed, ROI, and certainty.

1 | Introduction

Client Background Maria Lopez, solo residential agent, Phoenix AZ, eight years licensed, mid-six-figure producer. Database ≈ 5 k leads; only 15 % touched in the last 90 days.

Market Context Phoenix inventory down 14 % YoY; pay-per-lead costs up 37 %. Agents turning to remarketing and automation for margin protection.

Case-Study Purpose Show how AI-powered revival of stale contacts generates immediate, measurable commission without fresh ad spend.

2 | Challenges & Objectives

2.1 Challenges

2.2 Objectives & KPIs

1. Re-engagement rate ≥ 15 % of dormant segment.
2. Average response-to-appointment under 5 minutes.
3. ≥ $25 k Gross Commission Income (GCI) within 30 days, without buying new leads.

3 | Solution

3.1 Strategy Development

• Audit old CRM tags → grouped by source & last activity.
• Layered Outreach: AI voice first (pattern-interrupt), then SMS, then dynamic-content email.
• Fast-lane Routing: Any positive intent call → instant calendar booking via Zapier link.

3.2 Implementation Timeline

3.3 Tools & Technologies

• Alfacreators CRM – single platform for tagging, drip logic, and reporting.
• Alfacreators AI Caller – natural-language, context-aware inbound/outbound handling.
• N8N – one-click slot reservations & Google Calendar sync.

4 | Results & Outcomes

4.1 Quantitative Highlights

Metric	Target	Achieved	Delta
Re-engagement Rate	15 %	22.2 %	+7.2 pp
Avg. Response→Appointment	< 5 min	4.2 min	✓
Appointments Booked	50	76	+52 %
Deals Closed (21 days)	2	4	+100 %
30-Day GCI	$25 k	$43,580	+74 %
New-lead Spend	$0	$0	–

Figure 1 below plots daily appointments vs. AI call volume.

(Insert simple appointments-per-day bar chart here.)

4.2 Qualitative Wins

• Confidence Boost: “I stopped dreading my untouched CRM list.”
• Work-Life Balance: Saved ≈ 2.5 hrs/day; able to attend every school drop-off during the test period.
• Process Insight: Learned which lead sources age well (portal leads) vs. decay (open-house sign-ins).

4.3 Against Objectives

All KPIs exceeded; unexpected bonus: Maria revived referral loops—two of the four closings originated from revived leads who referred friends.

5 | Conclusion

Reviving “cold” contacts through AI calling plus intelligent drip nurturing can outperform fresh-lead purchases in speed, cost, and ROI. Maria converted unused data into $43 k revenue in 21 days, regained family time, and built a repeatable framework for future slow quarters.

Key Takeaways

1. Dormant ≠ Dead: Leads 6-12 months idle can still convert with the right stimulus.
2. Speed Still Wins: Sub-5-minute response multiplies appointment rate.
3. Unified Stack: One platform cuts friction and boosts follow-through.

Long-Term Impact

Maria now schedules a quarterly Revive Sprint and projects an additional $150 k annual GCI purely from existing data.

6 | Recommendations

• Scale: Run Revive Sprint every 90 days; expand AI caller hours to early evenings.
• Segment: Tag revived leads by intent (buyer/seller/investor) for tailored drips.
• Complement: Layer a small retargeting ad budget ($10/day) to warm revived contacts between calls.

7 | Client Testimonial

“I always thought old leads were a sunk cost. In three weeks Alfacreators turned them into four closings and freed up my mornings with my kids. It’s the easiest money I’ve made in real estate.”
— Maria Lopez, REALTOR®, Phoenix AZ