Project X — Dashboard

Showing: March 2026 (26 days · 6 days/week)

PERIOD A

PERIOD B

Pipeline Overview — March 2026 · 26 send days · 1,000 texts/day · 6 days/week

Texts Sent

26,000

1,000/day · 6 days/wk

↑ on pace

Realtors Replied

5,200

14.6% reply rate^¹

↑ +1.8% vs prev

Bot Messages

36,400

7 avg/convo

→ stable

Calls Booked

from hot deals only

↑ +11 vs prev

DND / Opt-Out

416

8% of replies

↓ watch

Land Deals

5/month avg

↑ new tracking

Deal Pipeline — <20% Below Z.R.R. Avg (The Core Goal)

🔥

TIER 1 HOT DEALS

<20% below Z.R.R. avg^¹
avg 2.5/day · range 1-4/day
47 off-market 20 on-market

📅

110

APPOINTMENTS BOOKED

5/day M-F · any realtor, hot or not
= 25 appts/wk · ~100/mo
1-in-25 Tier 1 (Z.R.R.) = contract

📝

CONTRACTS SIGNED

1-in-25 T1s (cumulative) → contract
2 active 1 closed

💰

DEALS CLOSED

Avg profit: $20,000
Total: $20,000
2 contracts still in pipeline

Appointment Schedule: 5 appointments per day M-F = 25/week · ~100/month · Any realtor can book — hot deals or warm leads · 1 in every 25 cumulative Tier 1 Z.R.R. deals^¹ (<20% below Z.R.R. avg) = signed contract · On each call: identify motivation early, ask about repairs and seller timeline, make verbal offer, then move to sending term sheet for contract.

Daily Volume + Tier Breakdown

Daily Replies & Hot Deals — March 2026

Conversion Funnel

Texts Sent

26,000

Replied

5,200

20%

Gave Address

1,820

Tier 1 🔥

3.6%

Appts Booked

5.0%

Contract

8.8%

Closed 💰

37%

Outcome Split

🔥

Tier 1

📋

1,755

No Reply

🔇

416

DND

🚫

Off-Market

🏗️

Land

📝

Contracts

Z.R.R. Analysis — Zillow · Redfin · Realtor.com Average

TIER 1 — <20% BELOW Z.R.R.

Z.R.R. HOT DEALS THIS MONTH

avg 2.5/day · range 1-4/day · 6 days/wk

OFF-MARKET

93% of Tier 1

ON-MARKET

7% of Tier 1

93% of Tier 1 Z.R.R. deals are off-market — this is where the money is

🔥 Tier 1 — Hot Deal

More than 20% below Z.R.R. avg

IMMEDIATE EMAIL

3.6% of addresses

📋 Tier 2 — Warm

At or within 20% of Zestimate

WARM DRIP

1,755

96.4% of addresses

🏗️ Land / Lot

No Zestimate — 5/month avg

LAND TAG

separate tracking

❓ Zestimate Unavailable

Apify returned no result

MANUAL REVIEW

defaults tier2

Daily Z.R.R. Deal Count — March 2026 · Off-Market vs On-Market · Missing Source Flags

Property Types — Breakdown by Type & Period

Single Family (SFR)

98.0% of addresses

Multi-Family (2-4 units)

1.5% of addresses

Commercial Multi (5-20 units)

0% of addresses

Land / Lot

7.5% of addresses

Mobile Home — Post June 1976 ✓

6.0% · HUD code · financing eligible

Mobile Home — Pre June 1976 ⚠️

3.0% · Pre-HUD code · no conventional financing

Built before June 15 1976 — buyer cannot get conventional loan. Cash buyers or seller finance only. Verify year built before offer.

  ⚠️ MOBILE HOME BUILD DATE RULE: HUD code took effect June 15, 1976. Mobile homes built BEFORE this date cannot be financed with conventional loans — cash or seller finance only. QualifyBot asks for year built on all mobile homes and flags pre-1976 in the opportunity notes and hot deal email automatically.

Platform Coverage — Addresses Found on Zillow · Redfin · Realtor.com

Source Hit Rate — This Period

Addresses Searched vs Found Per Source — March 2026

Coverage Summary (March 2026 · 650 addresses): Zillow: 637/650 (98%) · Redfin: 637/650 (98%) · Realtor.com: 637/650 (98%) · All 3 found: 624 (96%) · Not on any: 7 (1%) — When 1-2 sources missing, Z.R.R. uses average of found sources

#	ADDRESS	REALTOR	CELL	EMAIL	CITY / COUNTY
1	4812 Pinecrest Ln, Brooksville FL 34601	Sandra Mejia	(813) 442-9031	agent@sample.com	Brooksville / Hernando
2	1094 Mockingbird Ct, Wauchula FL 33873	Tom Radcliffe	(863) 271-5540	agent@sample.com	Wauchula / Hardee
3	7723 Old Citrus Rd, Inverness FL 34450	Maria Fontaine	(352) 688-4417	agent@sample.com	Inverness / Citrus
4	331 Hardwood Dr, Lake Placid FL 33852	Kevin Oduya	(863) 519-2288	agent@sample.com	Lake Placid / Highlands
5	2209 Suwannee Blvd, Live Oak FL 32064	Denise Hartwell	(386) 364-7703	agent@sample.com	Live Oak / Suwannee
6	815 Osceola Ave, Kissimmee FL 34741	Luis Vargas	(407) 933-6614	agent@sample.com	Kissimmee / Osceola
7	5504 Gator Creek Rd, Arcadia FL 34266	Brenda Tillman	(863) 494-1122	agent@sample.com	Arcadia / DeSoto
8	109 Willow Branch St, Starke FL 32091	Patrick Nguyen	(904) 964-3381	agent@sample.com	Starke / Bradford
9	3317 Palmetto Trace, Perry FL 32347	Angela Crews	(850) 223-9940	agent@sample.com	Perry / Taylor
10	6601 Marsh Hawk Trl, Chiefland FL 32626	Robert Eaton	(352) 493-5577	agent@sample.com	Chiefland / Levy
11	450 Magnolia Ridge Rd, Quincy FL 32351	Carla Simmons	(850) 627-4409	agent@sample.com	Quincy / Gadsden
12	1882 Saw Mill Rd, Blountstown FL 32424	James Whitfield	(850) 674-2213	agent@sample.com	Blountstown / Calhoun
13	924 Tupelo Hollow, Bonifay FL 32425	Yvonne Carr	(850) 547-8801	agent@sample.com	Bonifay / Holmes
14	3140 Choctaw Lake Dr, Crestview FL 32536	Marcus Bell	(850) 682-5534	agent@sample.com	Crestview / Okaloosa
15	788 Pine Island Rd, Englewood FL 34224	Nicole Bauer	(941) 474-6628	agent@sample.com	Englewood / Charlotte

      These addresses returned NULL on all 3 sources. Likely: rural/unregistered parcels, new construction, land-only lots, or address formatting issues. Review with realtor before discarding.
    

Conversation Intelligence

Sentiment — 5,200 conversations

Warm

38%

1,976

Neutral

41%

2,132

Skeptical

13%

676

Hostile

416

79% of warm convos replied within 2 hrs of SMS 1. Reply speed = deal intent. Tuesday/Wednesday best days — 23% higher reply rate. Peer benchmark (275k/39 users): 14.6% reply rate, 2.74% T1 rate, 1 deal per 39,286 texts.

What's Working

Top Opener

"Do you have anything off market?" — 34% higher engagement. Realtors respond faster.

Best Converter

Mentioning construction partner converts skeptical realtors to address-givers at 2.1x rate.

Best Day

Tuesday/Wednesday — 23% higher reply rate than Mon or Fri. Shift bulk imports mid-week.

Z.R.R. Signal

3-source average closes at 1.4x vs Zillow-only deals. More defensible on calls.

What's Not Working

Drop-off

42% of convos end at motivation question. Realtors don't know or feel pressured.

DND Trigger

8% DND — spikes on Day 21 SMS 3. Too repetitive by touch 3.

Slow Response

14 convos where bot took 4+ sec — 9-10 AM EST. Apify bottleneck.

QualifyBot Update Recommendations — Feedback Loop

⚡ Suggested Updates Based on This Month's Data · 1 in 25 Tier 1 Z.R.R. deals = contract (hardcoded benchmark)

HIGH PRIORITY

Volume is your #1 lever. Peer data (275k texts / 39 users): 1 deal per 39,286 texts sent. At your current 20k/mo you should expect ~0.5 deals/mo. To hit 1 deal/mo reliably: reach 10k texts/week. To hit 2/mo: 20k/week. Every doubling of volume doubles deals — the funnel rates are stable.

HIGH PRIORITY

Soften motivation question. 42% drop at this point. Add: "No worries if you don't know — just helps me underwrite faster." See fix checklist above.

HIGH PRIORITY

Rewrite SMS 3 cold drip (Day 21). DND spikes here — shift to creative deal angle (subject-to / owner finance). See fix checklist above.

MEDIUM PRIORITY

Shift bulk imports to Tuesday. 23% higher reply rate mid-week. No prompt change — just change your BILT import day.

MEDIUM PRIORITY

Add construction partner line to warm drip SMS 2. Top converter — only appears once currently. Add to BILT Automation 2.

LOW PRIORITY

Monitor land branch. 12 land deals this month all realtor-initiated. Land prompt branch added — review in 30 days.

Z.R.R. Unavailable — Manual Review (64 this month)

Date	Realtor	Phone	Address	Asking	Type	Null Reason	Action
Mar 28	James Rivera	813-555-0142	4421 N Rome Ave Tampa	$200k	land	land_no_zestimate	Run comps
Mar 27	Maria Chen	941-555-0287	1180 Harbor Dr Sarasota	$520k	house	no_zillow_listing	Manual comp
Mar 26	Tony Marsh	239-555-0391	882 Tamiami Trl Ft Myers	$190k	unknown	apify_timeout	Re-run
+ 61 more · export from Google Sheets

Troubleshooting Log

Date/Time	Contact	Error	Execution ID	Ms	Detail	Status
Mar 28 9:14am	Luis Perez	apify_timeout	exe-00441	8,240	Apify 8s limit exceeded. Defaulted tier2.	Review
Mar 27 2:32pm	Amy Kowalski	sms_failed	exe-00398	1,100	BILT 400 — tag had capital. Retry succeeded.	Resolved
11 total errors · 9 auto-resolved · 2 need action

Pending Followups

Follow-Up Date	Realtor	Phone	Notes	Status
TODAY	Carlos Vega	813-555-0774	Off-market listing next week — Tampa Heights 3/2	OVERDUE
Mar 30	Priya Nair	941-555-0122	Seller deciding this week — Sarasota condo $380k	PENDING
Mar 22	Susan Park	813-555-0221	Called — deal fell through.	DONE

Cost Breakdown — March 2026

SMS / LC Phone

$120

26,000 texts @ $0.0046

Claude API

$53

36,400 msgs + caching

Apify Zillow

$19

1,820 address runs

Railway / n8n

Hobby plan flat

Total New Spend

$197

+ $99 BILT already paying

Scale Metrics — Investor-Grade KPIs

Cost Per Deal Closed

$684

total monthly spend ÷ closed deals

$457 cost → $20k revenue = 43.8x ROI

Avg Days — First Text to Contract

days from cold text to signed contract

target: under 21 days · sample data

Offers Made vs Accepted

made

accepted

11.1% acceptance rate · peer avg: 14.8%^¹

Follow-up Task Completion

73%

of pending followups actioned on time

target: 85%+ · check EOD report nightly

VIP Realtors (2+ Properties Sent)

realtors flagged as VIP this period

each VIP = recurring deal source · prioritize callbacks

Already Tracking

Cost/text · Reply rate · T1 rate · Appt rate
Contract rate · Close rate · Profit/deal
Off vs on-market · Sentiment · DND rate
Error rate · Response time · ZRR coverage

Client Avatar Intelligence — Ideal Agent Profile

      SAMPLE DATA — Populates from real deal outcomes as you tag contacts in BILT:
      appointmentset
      offersent
      contractsigned
      contractsold
      callcomplete
      — More data = sharper avatar = better list pulls.
    
CONTACTS LIKELY MISSING OUTCOME TAGS — review and tag in BILT:

      
        Realtor
        Email
        Address
        Last Tag
        Missing
      

        Maria Santos
        agent@sample.com
        4821 Cortez Rd, Bradenton
        appointmentset
        callcomplete / offersent
      

        James Howell
        agent@sample.com
        1102 52nd St W, Palmetto
        tier1
        appointmentset / callcomplete
      

        Lisa Tran
        agent@sample.com
        7730 Heritage Dr, Sarasota
        offersent
        contractsigned / offerrejected
      
Go to app.biltcrm.com → search contact → add the missing tag to complete the feedback loop.

Realtor	Email	Address	Last Tag	Missing
Maria Santos	agent@sample.com	4821 Cortez Rd, Bradenton	appointmentset	callcomplete / offersent
James Howell	agent@sample.com	1102 52nd St W, Palmetto	tier1	appointmentset / callcomplete
Lisa Tran	agent@sample.com	7730 Heritage Dr, Sarasota	offersent	contractsigned / offerrejected

Avg Deals/Yr (T1 Agents)

sweet spot: 1-4/yr (sample)

Avg Active Listings

avg active listings (sample)

Days Text → Contract

from first text to signed

Top Converting County

Manatee

38% of closed deals

Avg Followups to Contract

4.2

touchpoints before signing

Avg Texts → Contract

104

total texts sent per contract

Avg Texts → Closed Deal

140

total texts sent per close

Verbal Offer Goal/Day

to hit 1 contract/mo

Ideal Agent Profile (ICA)

Location: Manatee or Hillsborough county

Deals/yr: 1-4 (active, approachable, motivated)

Active listings: 1-8 (has inventory)

Experience: 3-12 years in market

Brokerage: Independent or small team

Reply speed: Under 2 hrs (warm sentiment)

Specialty: Residential SFR + distressed

Motivation signal: Divorce, estate, relocation

Deal Volume → Conversion Rate

T1 → Appointment → Contract by annual deal bucket

Bucket	T1→Appt	Appt→Contract
1-5 deals/yr	18%	8%
6-30 deals/yr ★ ICA	41%	22%
31-60 deals/yr	29%	14%
61-90 deals/yr	19%	9%

★ 6-30 deals converts at 3.2x all other buckets

Seller Motivation → Contract Rate

Motivation Signal	T1s	Contracts	Rate
Divorce / Estate	12	4	33%
Relocation / Job	18	4	22%
Inherited / Vacant	7	2	29%
Financial Stress	9	2	22%
Downsizing	14	2	14%
No motivation given	27	1	4%

Divorce/Estate + Relocation = 55% of all contracts. Always ask motivation early.

County Intelligence — Deal Density

Revenue/Agent Contacted = closed deal revenue ÷ agents pulled from that county

County	Pop.	Est. Total Agents	Est. Active	Pulled	% Market	Closed	Rev/Agent
Manatee ★	432k	1,840	920	412	45%	2	$97
Hillsborough	1.5M	6,200	3,100	890	29%	2	$45
Sarasota	480k	2,100	1,050	380	36%	1	$53
Lee (Ft. Myers)	820k	3,400	1,700	340	20%	0	$0
Pinellas	975k	4,100	2,050	280	14%	0	$0

Manatee at 45% market penetration still 2.2x ROI. Pull remaining 55% before expanding. Pause Lee County (20% pulled, $0 return).

Avg Days Per Stage (Full Cycle)

Stage	Avg Days
First text → Reply	0.3
Reply → T1 Address	1.2
T1 → Appointment	1.8
Appointment → Offer	2.4
Offer → Contract	4.1
Text → Contract (total)	12.3

Property Type → Close Rate

Type	T1s	Closed	Rate
SFR Off-Market	48	3	60%
SFR Distressed	22	2	67%
Duplex/Multi	8	1	100%
Land	5	0	—
Mobile Home	4	0	—

SFR Off-Market + Distressed = 5 of 6 closed deals. This is your deal type.

Actionable Avatar Insights

PULL STRATEGY

Prioritize Manatee county pulls. 6-30 deal agents in Manatee convert at 3.2x all others. Run Bradenton 200-agent pulls first before expanding to Tampa.

FILTER RULE

Exclude 0 deals/yr (no inventory) and 91+ deals/yr (too busy). Hard filter in Apify pull automation. The 6-30 range is your ICA.

MOTIVATION FIRST

Divorce/Estate + Relocation = 55% of contracts. QualifyBot surfaces motivation as early as possible. Flag for manual review if unclear after 3 messages.

SPEED = DEALS

12.3 days avg text → contract. Fastest deals close in 4 days. Call Tier 1s same day flagged. Every day of delay costs you deals.

DEAD ZONES

Land + mobile homes = 0% close rate in sample. Route to separate low-priority queue. Don't let them consume T1 call time.

LEE COUNTY PAUSE

0 closed deals from 340 agents sourced. Pause Lee County pulls. Reallocate that budget to double Manatee + Sarasota volume.

Verbal & Written Offer Goals — Daily/Weekly Targets to Hit 1 Contract/Month

Based on peer funnel: 2.6% offer→contract rate. To hit 1 contract/month = 38 offers needed/month = 1.9 verbal offers/day = 9.5 written offers/week.

VERBAL OFFERS/DAY

goal to hit 1 contract/mo

WRITTEN OFFERS/WEEK

term sheets sent per week

T1 CALLS/DAY NEEDED

at 63.3% T1→offer rate

TEXTS/WEEK NEEDED

9,821

to generate 3 T1 calls/day

Math: 9,821 texts/wk × 14.6% reply = 1,434 replies → 39 T1s/wk (2.74%) → 25 off-market (61.9%) → 16 offers (63.3%) → 0.4 contracts/wk = 1.6 contracts/mo at full volume. Currently at 5k/wk = ~0.5 contracts/mo. Tag verbaloffer after every call where you give a number. Tag writtenoffer when term sheet sent.

Florida Market Coverage Map — Deal Density by County

Major FL markets and your coverage status:

Market	Pop.	Status
Bradenton / Manatee	432k	● Active — 45% pulled
Tampa / Hillsborough	1.5M	● Active — 29% pulled
Sarasota	480k	● Active — 36% pulled
Fort Myers / Lee	820k	● Pause — $0 return
St. Pete / Pinellas	975k	● Low priority
Naples / Collier	395k	● Not yet pulled
Orlando / Orange	1.4M	● Not yet pulled
Miami / Dade	2.7M	● Future expansion
Jacksonville / Duval	1.0M	● Future expansion

  TAG-DRIVEN FEEDBACK LOOP: Every manual tag you apply in BILT feeds this dashboard.
  appointmentset
  callcomplete
  offersent
  offerrejected
  contractsigned
  contractsold
  — Each creates a timestamp that calculates exact days between stages for every deal in your pipeline.

Project X

2026 Annual Goals & Projections

PROJECTIONS ONLY
Not live data

CONTRACTS TARGET

Own contracts signed
Mar - Oct 2026

CLOSE RATE

3 of 5 close 60%

3 out of every 5 contracts close

DEALS CLOSED

13 contracts × 65% close
= 8.5 closed deals

CLOSED REVENUE

$160k

8 deals × $20k avg profit

TOTAL REVENUE

$200k

Contracts + dispo
combined

Contracts: $160k
Dispo: $40k

NET PROFIT

$195k

After $5,472 total costs
97.5% net margin

35.7x ROI on software

$5,472 cost · $195k return

TEXTS / YEAR

312k

1,000/day

APPOINTMENTS

1,320

5/day M-F

TIER 1 DEALS

780

65/month avg

TOTAL COST

$5,472

$457/mo

COST / CLOSE

$684

$5,472 / 8 closed

Showing: March 2026 (sample)

Profit & Loss — March 2026

GROSS REVENUE

$20,000

1 deal closed · $20k avg profit

TOTAL COSTS

$457

All software + messaging

NET PROFIT

$19,543

98% margin

PIPELINE VALUE

$40,000

2 active contracts · $20k each

Monthly Cost Breakdown — Total Only

Service	What It Does	Plan/Tier	Monthly	Weekly	Annual
BILT CRM (GoHighLevel)	CRM · pipelines · automations · SMS engine · workflows	Agency White-Label	$99.00	$22.85	$1,188
LC Phone — SMS Outbound	1,000 texts/day · 6 days/wk · 26k/month · $0.0079/SMS	LC Phone	$205.40	$47.40	$2,465
LC Phone — SMS Inbound	~5,200 replies/month · $0.0079/SMS received	LC Phone	$41.08	$9.48	$493
Email — Outbound	1 email/month per realtor · ~1,000 active realtors · $0.001/email via LC	LC Email	$1.00	$0.23	$12
Claude API (Haiku 4.5)	QualifyBot + ValuatorBot · ~36,400 msgs/mo · prompt caching 80%	API w/ caching	$58.00	$13.38	$696
Apify — Zillow	Zestimate lookup · 650 addresses/month · $0.029/address	Pay per result	$18.85	$4.35	$226
Apify — Redfin	Z.R.R. 2nd source · 650 addr/mo · $0.001/address (tri_angle actor)	Pay per result	$0.65	$0.15	$7.80
Apify — Realtor.com	Z.R.R. 3rd source · 650 addr/mo · $0.0015/address (epctex actor)	Pay per result	$0.98	$0.23	$11.70
n8n — Railway Hobby	Workflow automation host · always-on · unlimited executions	Hobby $5/mo	$5.00	$1.15	$60
Claude Pro (Cowork)	Reporting dashboard · /report command · this dashboard	Pro $20/mo	$20.00	$4.62	$240
Google Workspace	Google Sheets data store · Gmail alerts · Google Calendar booking	Business Starter	$6.00	$1.38	$72
TOTAL	Full Project X stack		$456.96	$105.22	$5,472
NOTE: SMS costs scale with volume. At 2x volume (2k texts/day): est. +$250/mo SMS · Total ~$707/mo			All figures in USD · Sample data

Revenue vs Costs — Monthly Trend

SHOWING: 2026 PROJECTED GOALS

Goals vs Actual — Performance Insight

MONTHLY VARIANCE — ACTUAL vs GOAL (Revenue)

KEY PERFORMANCE FACTORS — WHAT DRIVES EACH MONTH

MONTH	TEXTS SENT	TIER 1s	TIER 2s	APPTS (T1)	APPTS (T2)	CONTRACTS SIGNED	CLOSED	OPEN CONTRACTS	INSIGHT

WHAT WENT RIGHT

WHAT NEEDS WORK + SUGGESTIONS

    Actual data: populated by Cowork reading your Google Sheet · Goals: 2026 projections hardcoded
  

Unit Economics — Per Deal

Cost Per Hot Deal (Tier 1)

$7.03

$456.96 total cost ÷ 65 Tier 1 deals/mo

Target: keep under $15/deal ✓

Cost Per Appointment

$4.15

$456.96 ÷ 110 appointments/mo

Target: keep under $10/appt ✓

Cost Per Contract

$152.32

$456.96 ÷ 3 contracts/mo

Target: under $500/contract ✓ well under

Cost Per Closed Deal

$456.96

Total monthly cost ÷ 1 close/mo

$20,000 revenue on $457 spend = 43.8x ROI ✓

Cost Per Text Sent

$0.0096

$246.48 messaging ÷ 26,000 texts

Includes inbound + platform overhead

ROI on Software Stack

43.8x

$20k revenue ÷ $457 total cost

Every $1 spent returns $43.80 ✓

Scaling Projections — What Happens When Volume Grows

Scenario	Texts/Day	Hot Deals/Mo	Contracts/Mo	Closes/Mo	Revenue/Mo	Est. Cost/Mo	Net Profit	ROI
Current (Launch)	1,000	65	3	1	$20,000	$457	$19,543	43.8x
Scale 2x	2,000	130	6	2-3	$40-60k	$707	$39-59k	55-83x
Scale 5x	5,000	325	13	5-6	$100-120k	$1,400	$98-118k	70-85x
Scale 10x	10,000	650	26	10-12	$200-240k	$2,500	$197-237k	80-95x
* Revenue assumes $20k avg profit/deal. Peer funnel (275k texts / 39 users): 14.6% reply rate → 2.74% T1 rate → 61.9% off-market → 63.3% offer rate → 2.6% close → 63.6% assign. 1 deal per 39,286 texts at scale. Costs scale primarily with SMS volume ($0.0079/SMS). Claude API + Apify scale ~linearly. BILT/n8n fixed.