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.

Resources

Related posts

AI

[Lykken on Lending podcast] Supercharging Mortgage Lending with AI

mins read
Read more

The mortgage industry is in the midst of a historic transformation—and artificial intelligence is leading the way. Our Founder & CEO, Joe Welu, joined David Lykken for an episode of the Lykken on Lending podcast to discuss how Total Expert’s AI solutions will reshape the customer journey for lenders.

From incubating leads and mining databases to nurturing post-close relationships, Joe shares how voice AI is giving loan officers “superpowers” that help scale productivity, improve retention, and focus on delivering the high-value advice consumers need most. With compliance guardrails built in and multiple AI agents on the horizon, this episode offers an inside look at the future of mortgage lending and why early adopters of AI will hold a major competitive edge.

Joe also explains why the human element remains central to homeownership, and how AI is designed not to replace loan officers, but to free them up for more meaningful conversations that strengthen customer trust and drive long-term loyalty.

Catch the conversation to hear how AI is revolutionizing lending and why Joe believes those who embrace it will be tomorrow’s market leaders.

Supercharging Mortgage Lending with AI
AI

[Daily Mortgage News Podcast] Joe Welu Talks Agentic AI in the Mortgage Industry

mins read
Read more

Total Expert Founder & CEO Joe Welu recently joined Robbie Chrisman for an episode of the Daily Mortgage News podcast where they discussed the current (and future) state of the mortgage industry, challenges facing lenders and loan officers, and the solutions that AI-enabled tools can provide in difficult markets.

Agentic AI is reshaping loan officer productivity and customer engagement. With Total Expert’s new AI Sales Assistant, lenders can automate lead incubation and qualification—achieving human-like conversion rates in weeks, not months. Joe also highlights the power of voice AI to revive aged leads, trigger refinance opportunities, and prevent deals from falling through the cracks, all without the need for massive call centers and without removing loan officers’ ability to build authentic human connections with borrowers and homeowners.

That’s because AI-enabled tools are designed to reduce the administrative and repetitive tasks that take you away from what you do best: advising customers and guiding them toward the best possible financial outcomes. Joe also shares insights on selecting AI partners wisely, managing data responsibly, and capitalizing on both front- and back-office efficiencies. As the AI arms race heats up, Total Expert aims to empower originators—not replace them.

Joe and Robbie's discussion begins at the 4:55 mark.

AI

Delivering AI Solutions that Drive Real Value in Financial Services

mins read
Read more

By Pete Karns, Chief Product Officer, Total Expert

AI is no longer a future state—it’s already here, embedded in everything from ride-sharing apps and food service to factories and farms. In the world of financial services, though, this ubiquity comes with pressure to integrate AI fast, appear innovative, and keep up with competitors—all while being mindful of evolving federal and state compliance requirements. Moving fast without a plan or awareness of up and downstream implications often leads to AI-enabled solutions that either underdeliver or don’t deliver at all.

At Total Expert, we’ve taken a different path: thoughtful integration over flashy announcements. As more financial institutions wrestle with what “real AI adoption” should look like, here’s what we’ve learned and what lenders need to consider to get it right.

Where enterprise AI goes wrong

Too many financial services leaders have experienced what I call “AI failure to launch (and scale).” They’ve rushed to try unintegrated AI-enable offerings and bolt on AI tools—often generalist chatbots, white-labeled versions of generative tools, and/or hooking up to MCP servers—without a clear sense of how these tools will solve their business problems or add potential risk. The result? The occasional value-add result. However, what we see more is poor user adoption, wasted spend, and limited impact.

This is the same trap we saw with “digital transformation” a decade ago, or the original horizontal SaaS applications that evolved or were replaced by vertical-specific solutions. AI-enabled solutions offer tremendous, generational promise but they risk becoming vanity-first, value-later tools. We are focused on the former.

AI that thinks and adapts: Welcome to agentic AI

Let’s make one thing clear: not all AI is created equal.  

Chatbots have been commonplace in financial services for a decade now, but remain rigid, rule-based tools that handle repetitive tasks.  I’ve worked with “AI” services for more than 15 years and each had their own place and potential when used properly. Herein lies the opportunity. Modern lenders that are focused on retaining and growing their customers in an ultra-competitive market need something more dynamic. Enter AI agents that can understand context, adapt on the fly, and speak in a human-like way. These agents are coachable, brand-aware, and learn from every interaction. They don’t follow scripts—they think in real time. And when built correctly, they become a seamless part of your customer experience.

This is the evolution from AI as a support function to AI as a trusted team member.

Total Expert recently launched an AI Sales Assistant that puts this principle into action. It functions as a scalable, intelligent teammate—able to engage leads, deliver personalized conversations, and identify high-potential opportunities—all while staying aligned with your brand voice and compliance requirements. It’s not a chatbot bolted onto a CRM—it’s a fully integrated AI-enabled solution, utilizing data, embedding within workflow orchestration, and playing nice with application logic because it has the necessary context to work within your lending ecosystem.

The real “why” behind AI adoption

Before choosing any AI solution, or any technology solution, financial services firms must ask themselves: What business problem are we solving?

For example, when mortgage rates dropped for a few weeks in September 2024, our customer intelligence capabilities identified nearly $2 billion in immediate refinance opportunities. But no team of loan officers could scale quickly enough to reach every qualified lead. That’s where AI tools prove invaluable—automating first-touch outreach at scale, surfacing the best opportunities, and empowering human teams to scale up execution to drive retention and growth.

Why embedded beats bolted-on

The types of AI-enabled solutions we are talking about can’t function effectively in isolation. Without access to timely and accurate customer data, and invoked within a specific workflow process, it can’t personalize interactions, anticipate needs, or drive conversions at the right time.

Picture an AI assistant offering a refinance to a customer, only to stall when asked for more details. If it doesn’t know the customer’s current rate or financial profile, the experience feels hollow. That’s not just ineffective—it damages trust.

By contrast, when AI-enabled solutions are embedded within a unified customer experience platform like Total Expert, it draws on a 360-degree view of the customer. It knows the data, understands the history, and delivers contextually rich conversations that convert.

This is why we’re designing our AI capabilities with a focus on the unique needs of financial services organizations. The same purpose-built approach has earned the Total Expert platform its unmatched reputation for usability and time to value.

Generalist AI offerings can be a gamble that increase costs—and time to value

Implementing AI that’s not purpose-built for financial services introduces two major risks:

1. Usability failure: Your team must spend months customizing and configuring a generalist AI tool to make it work for your specific needs—if it will ever work at all. For example, imagine you’re a loan officer and one of your referral partners introduces you to a borrower. Now, you have to choose the best way to approach the first conversation with this borrower. There are countless permutations of questions and answers which all require deep personalization, compliance awareness, and consistent representation of the sales processes and brand tone of the lender. Generalist AIs will quickly reach their limitations in these complex use cases.

An industry-focused AI offering will be trained on this specific use case and provided with the context needed to hold a dynamic conversation with the borrower. This type of AI learns and adapts with each interaction, performing the most time-consuming tasks so you don’t have to.    

2. Compliance risk: Without built-in industry guardrails, you’re gambling with regulatory violations and brand safety.  As we know, the compliance landscape for financial services is broad and evolving at the federal and state level.  Look for AI offerings that are regulatory aware and enable you to configure them based on your organization’s risk tolerance and interpretations.

Lenders don’t need more tools—they need the right tools—ones that work out of the box, understand industry nuances, and deliver immediate, compliant value.

Ask these questions before you commit to an AI offering  

To maximize the probability of success, here’s a quick checklist for vetting solutions:

  • Can it solve a real, high-value business problem, and how? Review specific examples and ask to speak with other organizations that have implemented the tool.
  • Does it function as a true AI agent, not a static bot?
  • Can it be deeply integrated into your core system(s), workflow orchestration, and data?
  • Does it include financial industry compliance and brand guardrails?
  • Can it scale without sacrificing quality or regulatory integrity?

Building the future with purpose-built AI

Total Expert has always designed technology with financial services in mind, and our approach to utilizing AI is no different. We’re not chasing hype. We’re solving problems.

Our focus on AI isn’t simply building standalone features—it’s about embedded, intelligent, and deeply integrated AI solutions. It’s helping lenders scale smarter, engage more meaningfully, and turn data into action. Our AI Sales Assistant is just the beginning—an example of how purpose-built, AI-enabled solutions can solve real problems and deliver tangible value. We are already testing and exploring other AI-enabled solutions and I could not be more excited about the current and potential value our clients and our market will achieve.

Because when AI works, it’s not just impressive—it’s indispensable.

See Total Expert
in action

Sign up
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.
Create sustainable growth and increase loyalty with a customer engagement platform that’s purpose-built for financial institutions.
Schedule a demo