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

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Smart routing, contact-centric pipeline management, Journey automation, and real-time pipeline visibility have always been the core of Lead Management. But top-performing originators and strategic sales leaders told us they needed more if they were going to stay one step ahead in the current market. They asked; we delivered.  

Here's what's new in Lead Management.

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Until now, keeping lead stages accurate required manual effort. When a loan moved forward in the LOS, someone had to remember to update the record in Total Expert. That gap between what was happening in the LOS and what the pipeline showed was friction nobody needed—and an opportunity to create confusion among lending teams.

Now, those updates are fully automated. When a loan status changes in your connected LOS, the corresponding lead stage advances in Total Expert. No more manual updates, no more room for error, and your pipeline view stays accurate at all times, so your team spends less time syncing data and more time working deals.

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Lead Management is now available in the Total Expert Mobile App!

Originators can view their leads, create new ones, and log notes and outcomes in Total Expert directly from their phone. Whether they're at a real estate agent’s office, a networking event, or just away from their desk, they have full access to the information they need to follow up fast. Speed to lead is critical, and Total Expert is here to help you outpace the competition.

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As borrowers progress through automated Journey workflows (opening emails, responding to texts, talking to AI Sales Assistants, and completing key actions), your pipeline can advance right along with them. With a few tweaks in Journey Builder, you can update lead stages automatically to reduce manual entry and increase pipeline data accuracy.

Whose lead is it anyway?

One of the most disruptive things a lead routing system can do is reassign a lead that has already engaged with another originator. But if an owned contact re-enters the system with a different number or email, they might get sent back into the distribution queue instead of connected with the last originator they engaged with.

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Total Expert Lead Management is built to help turn more opportunities into revenue by assigning leads faster, automating engagements and follow-ups, and giving sales leaders better visibility into what’s working and where the gaps are.  

Ready to see it in action? Schedule a demo or reach out to your Customer Success Manager for more info!

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Joe Welu on Agentic AI, Contextual Data, and Earning Customers for Life

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**This content was originally published on Housingwire.com**

In this conversation with HousingWire’s Allison LaForgia, Total Expert Founder & CEO Joe Welu outlined how the company’s evolution to Customer IQ is reshaping the way lenders engage borrowers and drive growth.

"We just announced Customer IQ as this next evolution of our platform,” Welu said. “Taking what we built with Customer Intelligence . . . and we’ve reimagined it for the AI revolution, what we call this 'agentic lending opportunity.'"

At the core of that evolution is a system designed to unify and interpret data in real time. “Customer IQ aggregates all of the different data points and interprets what those data points mean . . . what’s going on in my customer’s life at this moment that I can connect with them on and provide value to them,” he explained.

To bring that concept into focus, Welu pointed to a common borrower scenario: “Maybe they had some medical issues, maybe they had some unnecessary expenses, but it’s clear from what’s happening on their credit report that they have a spiking, revolving debt. Customer IQ knows that you’ve got three, four hundred thousand in equity in your home.

From there, that insight doesn’t sit idle. It becomes actionable through AI-driven engagement. “Customer IQ brings all that together, and then it puts it into our agentic layer, which ultimately is AI agents that can go out and have a conversation, send a text, a voice call, and then bring the loan officer into the loop.

The result is a clear shift from traditional workflows. “If you think about a loan officer historically, they would be going through their database at random… [now] the AI agent will bring them into the loop,” Welu said.

When it comes to measurable impact, Welu didn’t hesitate. “It’s hard to overstate how extraordinary some of the results that we’re seeing are,” he said. “We’ve seen people increase the applications… three to four times more loan applications than if they just use the humans.

That scale is driven by a simple shift in capacity.  “You’re limited on how many of those people you can talk to… now I can go out, talk to thousands and thousands of people… and put time on the calendar for that loan officer.”

In practice, that translates directly into day-to-day execution.“We had a top producer… they had 26 appointments over two days… with people that are ready to talk about how you can help them.

But the opportunity extends beyond volume alone. Welu emphasized a broader strategic shift toward deeper customer relationships. “The most profitable way to grow their organization and build a sustainable lender in 2026 and beyond, is to go really deep with your customers, get loyalty…the limiting factor to doing that was ultimately, day-to-day human behavior,” he said.

AI changes that equation. “If you can just augment their skills… with the most brilliant, intelligent assistant you’ve ever imagined, it’s a recipe that opens up this new world of possibilities.

Central to that “recipe” is context. “It’s that system of context that can aggregate everything… interpret it, prioritize it, and then ultimately feed that into my human loan officers and the AI agents,” Welu said.

That precision leads directly to better outcomes. “ You end up with a customer that feels like you deeply understand them,” he noted.

Compared to prior waves of AI, Welu sees this moment as fundamentally different. “Most of the AI was very incremental… this is helping you go deeper with customers and ultimately create loans and new revenue. The ROI is nearly immediate.

Looking ahead, Total Expert is moving quickly to build on that momentum. “We’ve taken a more extreme and aggressive approach to innovating and moving quickly… it’s just what’s required to win in 2026,” he said.

What’s next includes new capabilities already in development. “We’re releasing… our next AI agent… a refi agent, which helps you go in and analyze your portfolio, create scenarios and just do some really cool things,” Welu shared.For Welu, the mission remains simple: “How do we partner and help our customers win at the very highest level, period, full stop.

Expert Partner Network

The Reputation Playbook for Lenders Who Want to Grow in the AI Era

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Meet the Partner: Birdeye

Birdeye is the #1 Agentic Marketing Platform for multi-location brands. Financial institutions use Birdeye to manage their online presence, collect and respond to customer reviews, monitor local listings, and turn customer feedback into actionable growth intelligence. Birdeye’s platform unifies the marketing stack to help lenders, banks, and credit unions build trust at scale—branch by branch, advisor by advisor—so every part of the organization is earning customer confidence before, during, and after the relationship begins.

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For most financial institutions, the customer relationship begins when someone fills out an application, walks into a branch, or picks up the phone. But that’s not when your customer’s journey begins.

Long before a borrower reaches out, they’ve already started forming an opinion about you, your competitors, realtors, and the mortgage industry in general. They’ve searched for lenders in their area, read reviews, seen the news, and talked to family, friends, and coworkers. They’ve probably even asked Claude or ChatGPT to compare rates from local banks and credit unions. They’ve scanned branch listings, looked at star ratings, and made a shortlist of their top choices. They’ve done a lot. And all without ever speaking to a single person on your team.

That’s the new front door for financial services. And for too many institutions, that front door is invisible, inconsistent, or completely closed. It’s a huge problem that Total Expert and Birdeye are working together to solve.

The shift happening right now in borrower discovery

Borrower behavior has changed in ways that most financial institutions haven’t fully caught up with yet. For a long time, reputations in financial services were built through branch relationships, local presence, referrals, and personal trust. Those things still matter but, today, trust is often built or lost before a borrower ever speaks to a loan officer, banker, or advisor.

A borrower may first meet your brand through a Google search, an online review, a branch listing, a social post, or an AI-generated answer. They may ask AI platforms which lender is best for first-time homebuyers, which credit union has the best service, or which local bank is easiest to work with. In that moment, your reputation isn’t just what your brand says. It’s what the digital ecosystem can find, understand, and validate about you.

The data backs this up. Birdeye’s State of Online Reviews 2026 report found that review volume grew 30.7% year over year in 2025, with Google capturing nearly 80% of all reviews. Meanwhile, McKinsey describes AI-powered search as the “new front door to the internet,” with research showing that half of consumers already use AI-powered search and that AI search could influence $750 billion in revenue by 2028.

For financial institutions, this matters because trust is a product you can’t put a price on. People are making decisions about homes, savings, credit, and their financial future. If your branch information is inaccurate, your reviews are negative or outdated, or customer feedback goes unanswered; you may lose the borrower before the relationship even starts.

What Birdeye does and why it matters for financial institutions

Birdeye replaces fragmented point tools with one full-cycle platform. Instead of forcing small teams to manually update data, custom AI agents execute marketing playbooks autonomously across hundreds of locations. For financial institutions, it helps manage the full digital presence of every branch, advisor, and location—at scale.

In practical terms, that means:

  • Keeping branch and location data accurate and consistent across every major listing platform and search engine
  • Collecting customer feedback and reviews at key moments in the borrower journey
  • Monitoring and responding to reviews across Google and other platforms—quickly and at scale
  • Surfacing customer experience signals by branch, loan officer, product line, or market so teams can identify where trust is strong and where it’s breaking down
  • Building the content, consistency, and credibility signals that AI-driven answer engines use to recommend businesses to consumers

Birdeye’s State of AI Search 2026 report found that in an analysis of ChatGPT, Gemini, and Perplexity, 80% of brands were cited at least once in AI-generated answers—but only 15% held the top citation position with their own owned domain. AI search rewards clarity, structure, and consistency. The financial institutions that win in AI-driven discovery will be the ones with the most trusted, complete, and credible local footprint.

That’s exactly what Birdeye is built to create.

How Total Expert and Birdeye work together

Most financial institutions don’t have a data problem. They have a connection problem.

Customer signals are everywhere: CRM records, reviews, surveys, branch interactions, loan officer conversations, and servicing feedback. The issue is that these signals often sit in separate systems. So, by the time a team sees the pattern, the moment to act has already passed.

Total Expert helps financial institutions manage customer engagement and relationship journeys. Birdeye helps them capture feedback, manage reputation, improve local visibility, and turn customer signals into action. Together, they connect the relationship layer with the reputation and experience layer—so the intelligence flows in both directions.

Here’s how the integration works in practice:

  • Lenders can request feedback from borrowers at important moments in the relationship journey—after an application, closing, branch visit, or servicing interaction
  • Survey responses and customer experience scores from Birdeye can flow back into Total Expert, giving relationship teams visibility into how borrowers are feeling inside the systems they already use every day
  • A positive review can strengthen local visibility and reinforce trust in that branch or advisor’s digital presence
  • A negative review or recurring complaint can trigger service recovery or escalation—before it becomes a bigger problem
  • Patterns in feedback data can become operational priorities, helping regional or branch leaders identify where the experience is breaking down and course-correct quickly

This is the shift financial institutions need to make: feedback shouldn’t sit in a dashboard. It should move into the daily workflow of the business.

From reactive to proactive: the future of experience-driven growth

The traditional model of reputation management was reactive. A customer leaves a review. Someone responds. A report gets created. Maybe a trend reaches leadership weeks later.

That model is too slow for how borrowers make decisions today.

PwC’s 2025 Customer Experience Survey found that 52% of consumers stopped using or buying from a brand after a bad product or service experience, and 29% stopped because of poor customer experience online or in person. Experience isn’t a soft metric. It directly affects loyalty and growth.

Together, Total Expert and Birdeye give financial institutions the tools to move earlier and act faster. AI can help teams listen at scale—bringing together signals from reviews, surveys, social channels, listings, and CRM systems. It can help teams act faster by identifying urgent issues, drafting responses, routing follow-ups, and giving branch and regional leaders clear next steps. And it can help leaders see what’s working: which branches are earning the strongest trust, which loan officers are creating the best borrower experience, and which themes are driving referrals and conversion.

This is where reputation management becomes something bigger: experience-driven growth.

Accessible through the Expert Partner Network

For Total Expert customers, accessing Birdeye is straightforward through the Expert Partner Network—the same ecosystem where lenders can access a range of integrated tools and services designed to support every stage of the borrower journey.

Instead of standing up a new workflow or managing a separate vendor relationship, Birdeye’s capabilities become part of how your team already operates. The feedback loop between Birdeye and Total Expert means your relationship data gets smarter over time, your team sees the signals they need in the right context, and your borrowers experience a more consistent, responsive institution at every touchpoint.

The lenders who win will earn trust before the first conversation

Winning in today’s market isn’t just about having the best rates or the most loan products. It’s about being the institution borrowers find, trust, and choose—often before they ever pick up the phone.

The financial institutions that get ahead will be the ones treating reputation as an operating signal rather than a marketing metric. They’ll use customer feedback as real-time intelligence. They’ll build the kind of consistent, trusted digital presence that earns borrowers in a world where AI is increasingly answering the question, “Who should I work with?”

That’s what Total Expert and Birdeye make possible—together.

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