7 Automation Tricks Every Realtor Should Know

ARETSI
Jul 9
4 min read

Updated: Jul 14

Discover 7 smart automation strategies tailored for real estate agents that save time, boost productivity, and help close deals faster in 2025.

Let’s be honest—real estate isn’t just about showing homes and collecting commission checks. If you’re a Tampa-area real estate agent, you’re juggling property research, lead generation, client communication, contract management, title coordination, and a dozen more things that rarely get the spotlight. It’s no wonder your coffee needs coffee.

Here’s the good news: automation can be your secret weapon.

From faster closings to smoother communication, today’s tools can help you work smarter (not harder), giving you back time to focus on what really matters—building client relationships and growing your business.

Let’s dive into 7 automation tricks every Tampa Realtor should have in their back pocket in 2025.

1. Automate Your Buyer & Seller Intake Forms

First impressions matter. When a lead reaches out, you want to get the key info fast. Instead of back-and-forth emails or calls, use platforms like Typeform, Google Forms, or Jotform to create an automated intake form.

Bonus Tip: Integrate it with your CRM (like Follow Up Boss or kvCORE) to create a new contact instantly and assign a follow-up sequence. For Tampa agents, you can even localize the form to ask about neighborhoods like Carrollwood, Riverview, or Hyde Park.

Why it helps:

Saves you 15-20 minutes per lead
Standardizes your process
Makes you look professional and organized

2. Use Smart Email Campaigns for Follow-Ups

Let’s say a buyer isn’t ready now, but they will be in 3 months. Don’t trust your memory—use email automation.

Tools like Mailchimp, ActiveCampaign, or BombBomb (great for video emails) let you build automated drip campaigns for cold leads, warm buyers, FSBOs, or expired listings.

Real-Life Scenario: "Hey there, just checking in! Here are 3 homes that hit the market in Wesley Chapel this week..."

Why it helps:

Keeps you top of mind
Re-engages cold leads automatically
Saves hours of manual follow-up

3. E-Sign Everything: Ditch the Paper Trail

No more printing, scanning, or chasing signatures.

Platforms like DocuSign, Dotloop, and SkySlope let you prepare, send, and track all contracts and documents digitally.

Tie-in with ARETSI: Title companies like All Real Estate Title Solutions (ARETSI) in Tampa also work with digital contracts. This means less waiting and more closing.

Why it helps:

Speeds up closings
Reduces errors
Works seamlessly with remote clients or investors

4. Schedule Showings Without the Back-and-Forth

"What time works for you?" Those five words eat up hours weekly.

Enter: Calendly, ShowingTime, or ShowingHero.

These tools allow clients to book appointments based on your availability, auto-sync with your Google or Outlook calendar, and send reminders.

Bonus Tip: Use automation to send a post-showing feedback form to clients or the co-agent.

Why it helps:

Stops the scheduling chaos
Reduces no-shows
Makes you look tech-savvy and efficient

5. Streamline Closing Quotes with ARETSI’s Online Tool

Most buyers and sellers want numbers upfront.

With ARETSI’s Buyer and Seller Closing Quote tools (available on www.aretsifl.com), you can get accurate estimates instantly. Use this in your listing presentations or email it directly to your clients.

Why Tampa agents love it:

Saves time during prep
Gives clients peace of mind
Positions you as a local expert who understands the title process

Automation Tip: Bookmark it and link it in your email templates or CRM follow-ups.

6. Text Automation = Faster Replies

Text messages get a 98% open rate. Tools like Agent Legend, Podium, or SimpleTexting allow you to automate your messages based on lead source or behavior.

Example: "Hi, I saw you checked out our listing on Davis Islands. Want to set up a tour this weekend?"

Pro Move: Customize text responses for open house follow-ups or cold leads.

Why it helps:

Connects faster than email
Keeps leads warm
You don’t forget to follow up after a showing

7. Transaction Coordination Software Saves Your Sanity

From contract to close, it’s a lot to manage. Software like Trello, Monday.com, or Zoho Projects can be customized as transaction checklists.

Use templates with due dates, reminders, and document checklists. Assign tasks to your assistant, client, or even the title company (yes, ARETSI plays well with your workflows!).

Why it helps:

Reduces missed steps
Enhances the client experience
Makes you look ultra-organized

Wrapping It All Up: Automate to Elevate

Look, automation isn’t about replacing the human side of your business—it’s about enhancing it. With these 7 tools and strategies, you’ll reduce stress, boost efficiency, and ultimately close more deals.

And as always, for everything from title quotes to smooth closings, your trusted partner ARETSI is just a call or click away.

Want more tools, templates, and closing tips? Visit www.aretsifl.com, call us at (813) 876-4373, or swing by our Tampa office at 1430 W Busch Blvd, Tampa, FL 33612.