Your CRM is already full of leads you paid for. Hayes Systems pairs proven email and text outreach with the latest in voice automation provided by Retell AI, turning forgotten contacts into qualified appointments on your calendar. Our Massachusetts-based team proudly serves New England and beyond, delivering measurable results with no CRM changes and nothing to learn.
follow-up touches are what it typically takes to convert a lead. Most agents stop at two.
of real estate leads are lost to poor follow-up, not to better competition.
is all it takes for a lead to go cold. The older they get, the more the window where "not ready yet" quietly becomes "ready now." Nobody's calling them. We are.
Every contact in your database cost real money. Then they went quiet, and the follow-up stopped. The acquisition cost is spent. The opportunity isn't.
Multiply that by the contacts sitting untouched in your CRM and you'll see the inventory you're ignoring while paying for new leads.
Consumers need five or more touches before they engage, and the gap between those two numbers is where deals go to die.
At that volume, every reactivated conversation matters more than another ad dollar, and it costs a fraction as much.
This isn't another platform to configure because we run the entire sequence and appointments are booked automatically into your calendar. Here's the whole process:
Export your leads and send the list over as-is. We do the filtering on our side, working the contacts quiet for three months or more. No integrations to build, nothing to change in your CRM.
We start with a personalized email, follow it with a friendly text, and let leads who want a call simply say so. Our conversational AI assistant takes it from there, checking that each lead is genuinely looking before booking a time on your calendar.
On the call, our assistant checks that the lead is genuinely looking and has a sense of timeline and budget, so appointments are with people who mean it. Your booking software connects with one click, and the appointment is scheduled automatically during the call.
You pay $60 per appointment that lands on your calendar, and nothing else: no subscription, no setup fee, no per-message charges. You are billed in at most two invoices - one partway through the campaign, the final one when it wraps. Every no-show is replaced free, and if a campaign doesn't produce anything, it doesn't cost you.
We get paid when you get appointments. It starts with a free estimate of what your database could produce, and every appointment lands on your calendar before a single dollar changes hands.
You're billed per appointment that lands on your calendar, in at most two invoices - one partway through, the final one at campaign close - charged automatically to your card on file. Any no-show makes your next appointment free.
Most agencies wait until the pipeline runs dry to look at their old leads, and by then the best ones already signed with whoever called first. With a retainer we watch your list continually, deliver a quarterly report on what the program actually produced, from appointments booked to reactivation rates across your list, and launch campaigns the moment a segment shows life. Retainer clients enjoy a discounted per appointment rate and continual coverage, so reactivation simply runs in the background while you close.
Ask about a retainerBased on industry benchmarks for database reactivation, a 500-lead database typically produces 10 to 30 re-engaged conversations per campaign.
Nothing we do is cold. A call only happens after that person replies YES in writing. About twenty states require paid registration to call their residents, so we don't call there; email and text continue normally. Opt-outs, calling hours, and the recordkeeping behind them are our responsibility, handled before anything sends. The full picture is on our compliance page.
Evelyn only calls leads who explicitly asked for the call and she opens every conversation by saying she is an AI assistant. Her job is narrow: confirm budget and timeline and get the appointment booked. If a lead asks something she cannot know, like whether a specific house is still for sale or what a home might be worth, she says so plainly and books the call with you to answer it, because specific property questions belong to the licensee. Every call is recorded and transcribed so you can hear exactly what was said. Evelyn runs on Retell AI, and you can hear the platform for yourself with their live demo.
Every message is personalized and reads as a friendly check-in from your team, not an impersonal marketing blast. The moment a lead replies, automated messages stop and a real conversation starts: interested responses go straight to you, and anyone who asks us to stop is simply stopped, suppressed everywhere, permanently, with no further contact.
Older is our specialty: three months quiet is the minimum age we work (fresher leads belong to your own follow-up), and the sweet spot runs from there to a couple of years. Lists three and four years deep are welcome too. The audit will tell you honestly what yours is worth before anyone commits.
No. Export your full list as a CSV and send it over as-is. We handle everything on our side: duplicates, dead numbers, and junk entries are removed automatically, and only the promising old leads get worked. Appointments land right on your calendar, with nothing to integrate and nothing to cancel if you stop.
You can, and some agents try. The pieces exist: email tools, texting apps, automation builders, even AI calling platforms. The hard part isn't any one piece; it's making them all work together. Automations break quietly: a CRM changes its export format, a scheduling link expires, a messaging platform tightens its rules, and the workflow you set up in January is silently doing nothing by March. Someone has to notice, diagnose, and fix it every time, forever. That is a second job, and it is the job we actually do: our sequences are monitored, and when something drifts we fix it before you hear about it. You would also be taking on the compliance side yourself, as the sender of record: consent records, opt-out suppression, calling-hour rules. Build it yourself and you own the maintenance. Work with us and you never think about it; appointments just land on your calendar.
Fast enough that momentum never dies. Industry research puts a big premium on responding within the first hour, and our median reply goes out in about a minute: when a lead says yes, the next question (picking a time) is already on its way, and a text reply gets its answer essentially instantly. Old leads who finally raise a hand get the same urgency a brand new inquiry would.
Good, keep them on new leads. That is the job they are measured on, and we do not touch it. We work the opposite end: the old list that never gets called because fresh inquiries always win the hour. Appointments we book arrive on your agents' calendars with the same qualification notes your inside team writes (timeline, budget, who they are), so the handoff feels identical to what they already trust.
Just a calendar our assistant can book appointments into. If you use Cal.com, Calendly, or GoHighLevel, we email you a link, you press authorize, and you're done. Solo? Any plan works, including free. Running a team? Your booking service needs round-robin scheduling, which on Cal.com and Calendly comes with their team plans (about $12-16 per user a month); GoHighLevel includes it in the standard subscription. Use something else? You don't have to switch: a free Cal.com calendar works alongside whatever you have.
An appointment that lands on your calendar with a prospect from your list, whether our assistant books it during a call or they book directly from the link we send. When a campaign wraps, at most two invoices cover them - one partway through, the final one at campaign close - charged automatically to the card on file. If anything on it looks wrong, tell us and we make it right. If someone no-shows, your next booked appointment is on us.
When a prospect no-shows, your next booked appointment is on us. On Calendly the detection is automatic: your calendar tells us the moment a no-show is marked. On Cal.com and GoHighLevel, flag it and the credit lands the same way.
Homes sell year-round, but the market peaks April through June and slows about a third by January. A fall or winter campaign still books appointments, and it means your pipeline is built before the March ramp, when buyer activity jumps about a third in a single month. The audit prices your list as it is today.
We currently provide only lead reactivation to real estate teams. We are a company with a focus on quality and not quantity. As we become more experienced we hope to bring more useful services to market.
Yes. A monthly retainer covers the standing service: list monitoring and hygiene, suppression management, a quarterly report of what the program produced (appointments booked and reactivation rate), and campaigns that launch as each segment shows life. Retainer clients enjoy a discounted per appointment rate with continual coverage: bookings run $50 instead of $60 and the retainer starts at $500 a month.
Tell us roughly how many dormant leads you have and you'll get the estimate by email: how many are workable and what a campaign would likely produce. Want exact numbers instead? The free audit of your list does that, whenever you're ready.
Questions before you send anything? Email us directly at Matt@hayessystems.com.
We'll review your details and get back to you with a straight answer about your database.
I founded and built Hayes Systems with one guiding principle: Honesty. It's why I put my name and face on it. I don't believe in hollow promises or hiding costs behind confusion. Success follows hard work and Hayes Systems promises to work as hard for you as you do for your clients. If you have questions, email me directly at Matt@hayessystems.com.