A Follow Up Boss virtual assistant works inside your FUB account to keep leads contacted and the account organized. That means following up with new leads, maintaining Smart Lists and Action Plans, cleaning contacts and logging notes. It does not mean replacing the licensed agent who closes the deal.
One honest note first: we do not have a published Follow Up Boss case study. Our case studies are on other CRMs. We scope work around whatever CRM a team already runs, and we will tell you exactly what experience we do and do not have on a first call.
What Follow Up Boss gives us to work with
Zillow Group announced its acquisition of Follow Up Boss on November 1, 2023, and said it would operate as an independent brand serving all clients. Its help center describes Action Plans for personalized texts and drip emails, Smart Lists such as recently active contacts and a daily new-lead list, and Automations that reassign hot leads to a first-to-claim group or re-engage stale leads. It also has a large third-party integration ecosystem.
Those are the tools a VA would use every day.
What we would do in your account
- Lead intake checks. Confirm each source is arriving and labeled properly.
- Speed-to-lead. Contact new leads quickly. An MIT and InsideSales.com study of 1.25 million leads found that contacting within 5 minutes made a lead about 21 times more likely to qualify than waiting 30 minutes.
- Action Plan upkeep. Review and rewrite plans so they still sound like you.
- Smart List hygiene. Keep lists meaningful so your team knows who to call first.
- Database cleanup. Duplicates, stale contacts and missing details.
- Notes and tasks. Log every touch so nothing lives only in someone’s head.
- Weekly reporting. Leads in, leads contacted, leads waiting on you.
How it works in practice
- Free consult. We learn how your team handles leads today.
- Review. We look at lists, plans, lead sources and assignment rules, and report what is not working before changing anything.
- Agree on rules. Who owns which leads, what counts as hot, and when a lead is handed to you.
- Clean the foundation. Cleanup comes before any new automation.
- Run it. Daily follow-up, weekly summaries and regular reviews.
This is the process we use on the CRMs where we have published work. We would apply it in FUB, and we will be upfront that the specifics of your account are what we learn in the review.
What we would want from you
We would need access to your FUB account at a permission level you choose, a short list of your lead sources, and a call to learn how you speak to leads. We would also want your hand-off rules, such as which leads you call yourself and which a VA can warm up first. The review takes little of your time, and you would see the findings before we change anything.
Lead response speed also matters to buyers. According to NAR, 78% of buyers work with the first agent that responds, and the Inman Real Estate Technology Survey found the median agent takes more than 900 minutes to respond to a web lead. Daily coverage by someone whose job is to respond is a practical answer to that gap.
Why we do not push you to switch
Teams often blame the CRM when the real issue is that nobody has time to maintain it. Moving a messy database into new software leaves you with a messy database. We cover the tradeoffs in our post on the best CRM for real estate teams. If you run FUB and like it, keep it.
Who this is for, and who it is not
This suits teams that already run Follow Up Boss and need more hands inside it, such as solo agents with a growing lead flow or small teams with no admin. It does not suit anyone who wants a VA to handle negotiations, listing presentations or anything that requires a license. Rules on what unlicensed assistants may do vary by state. Texting also needs documented consent, so compliance is part of the setup, and nothing here is legal advice.
If you want an extra pair of hands in FUB, book a free consult and we will scope it with you. You can also read what a VA can handle in our Follow Up Boss guide, or see our wider real estate CRM virtual assistant service.