How ContactBuilder helps you stay in touch and progress sales: a step-by-step guide

When someone enquires about a new home, it’s much more than a transaction – it's the start of a journey. At ContactBuilder, we believe that staying connected, nurturing prospects and providing clarity at each stage is what turns enquiries into reservations, and reservations into happy homeowners. ContactBuilder supports this journey, helping housebuilders manage the whole process with its workflow tools, customer journeys and ongoing communication strategy.  

Initial enquiry & lead capture 

Whether a potential buyer gets in touch via your website, a third-party portal, phone or walk-in, ContactBuilder allows you to gather all of those leads into one intuitive place – with leads from your digital channels including your website, web chat, Meta ads or property portals pulling directly into the system, pre-filled with all of the relevant data. This means your team avoids duplicated work, data entry errors, and ensures there will never be missed enquires.  

Customer profiling and segmentation 

Each lead is pulled into the system with all the data you need: contact information, preferred property type, budget and any extra information. As interactions happen, your team can log each call, email or site visit within the system so that everyone can see where a buyer is in the process of their journey.  

Prospects are grouped by criteria – stage in sales funnel, property type, development, and more. This allows you to tailor your communications. Remember to audit your data regularly, segment your data and leverage data insights.  

Automated customer journeys  

A key feature of ContactBuilder is the automated customer journeys module that allows you to design automated flows for your buyers. These journeys can be tailored for email and SMS, with every point of communication logged in the system.  

Staying in touch after reservation  

Once a reservation is taken, there are many stages before completion: mortgage progression, legal steps and pre-completion snagging – which is where ContactBuilder comes in, a streamlined system that allows your team to action tasks, through calendar reminders. E-signing and payment integrations also help to reduce admin tasks, handling signatures and taking payments through the integrated tools to make the process smoother and faster - providing buyers with a seamless experience. 

Customer portal and aftercare  

After reservation, purchasers often need to access documents, status updates and payment schedules. ContactBuilder offers a customer portal – a branded interface for your purchasers to monitor the progress of their reservation. The customer portal is a two-way platform, where purchasers can also upload required information through a secure, password protected website. Looking beyond handover, aftercare is vital, and the aftercare module ensure customer satisfaction helping your team to resolve any issues quickly.  

Online forms and checklists 

Staying organised is key to delivering an excellent customer experience. That's why ContactBuilder includes customisable online forms and checklists to guide your team through every stage of the sales journey. ContactBuilder’s online reservation and home demonstration checklists provide a clear, step-by-step framework to ensure every task is completed efficiently. Tasks can be assigned to team members, tracked in real time, and updated automatically, giving both your team and buyers confidence that nothing is missed. 

Reporting and intuitive dashboards  

Real-time dashboards offer visibility across your developments, you can easily see the status of plots, how many leads are in each stage and what follow-ups are pending. ContactBuilder also offers a comprehensive reporting suite, so you can identify trends, monitor corporate performance, sales progression and options and extras reporting.  

Staying in touch  

Even with automation, there’s a need for personal touches like phone calls, guided site visits and offers tailored to suit the buyer. ContactBuilder supports this with reminders and tasks so that your sales team can pick up where the automated journey left off.  

ContactBuilder is the leading and longest standing complete housebuilder management solution – designed by industry experts for the industry. If you’re ready to level up your CRM arrange a no-obligation demo today!