It’s buried under cold buyers, forgotten appraisals and contacts nobody looks after. Our Data Cleaner tidies your CRM and keeps it tidy, so Reapit Sales works the way it should. Each agent gets a short list of people worth calling.
Hello Sarah,
Both sides of this appraisal have gone quiet. The record hasn’t been updated for 5 months, and there’s no contact logged with the vendor.
Or just update the record in Reapit Sales. We’ll see the change and leave it alone.
The Data Cleaner works inside the CRM your agents already use. There’s nothing new to install and nothing new to learn. Every change is made in Reapit Sales, on the record itself.
Reapit Sales was known as Agentbox until 2025. Reapit and Reapit Sales are trademarks of Reapit, used here to identify the CRM Appraise Works integrates with.
In Reapit Sales, classes build up over the years. Nothing moves a contact on when they go quiet, sell or move away. The Data Cleaner does that every day, at every stage.
1 of 5 · Buyer
In Reapit SalesProspective Buyer or Inactive Buyers
2 of 5 · Seller
In Reapit SalesOwner Prospective Vendor
3 of 5 · Appraisal
In Reapit SalesAppraisal
4 of 5 · Appraisal
In Reapit SalesAvailable or Missed Appraisal
5 of 5 · Seller
In Reapit SalesSettled
Classes are how Reapit Sales knows who is who. Your buyer lists, email lists and call lists are built from them. Your pipeline counts every appraisal still marked open. When the classes are years out of date, all of those work on the wrong people.
Prospective Buyer should mean somebody looking now. Then a buyer list is worth working.
Newsletters and mail-outs go to people who still read them.
Filter by class and every name on the list is worth a call.
Open appraisals are the ones someone is working, so the numbers mean something.
A buyer who goes quiet moves from Prospective Buyer to Inactive Buyers. Their details, notes and history stay on the record. If they enquire again, they’re back in Prospective Buyer the same day.
Quiet for 8 months
After the clean
Every detail and note still there
Enquires again
Back on the buyer list the same day
The buyer list, before and after the first clean
The same 11,180 people in both bars. Only the class changed.
| Buyers | Prospective Buyer | Inactive Buyers | Deleted |
|---|---|---|---|
| Before the clean | 11,180 | 0 | 0 |
| After the clean | 6,009 | 5,171 | 0 |
Buyers quiet for 6 months move to Inactive Buyers. Appraisals quiet for 3 months go back to their agent.
buyers moved to Inactive Buyers
46% of the buyer list. None deleted.
contacts given an agent
Every buyer and vendor who had nobody on them.
stale appraisals sorted out
41% of the 281 still open. Every one gets a decision.
owners never appraised
The pool the weekly prospect lists draw from, 30 a week per agent.
Why the 5,171 buyers moved
The three rules that moved them
5,174 buyers were picked on the day and 5,171 moved. The other 3 were left alone because an agent had updated them in Reapit Sales first.
| Rule | Buyers |
|---|---|
| No activity for 6 months | 3,369 |
| Opted out of email, quiet for a month | 1,727 |
| No email and no phone, quiet for a month | 75 |
| Moved to Inactive Buyers | 5,171 |
The 114 stale appraisals, and where each one ends up
Every one goes to its agent with a clear next step
| Appraisal | Count | Outcome |
|---|---|---|
| Quiet on both sides | 45 | Each one is kept alive with a note, or closed off |
| Vendor in touch, record out of date | 40 | The agent brings the record up to date. None are closed |
| No contact attached | 24 | Closed off, unless a contact is added |
| The agent has left | 4 | Handed to a new agent |
| Record updated, vendor not called | 1 | The agent is told. Nothing changes |
Vendor List - Potential Prospects - week of 5 October
For Sarah L.
1. Megan Clarke
Priority - recent activity
Mobile: 0491 570 006
Owns in Springfield, inspected twice and enquired once in the last 3 months, never appraised.
Never appraised · Last enquiry 22 Sep · Last inspection 27 Sep
Call and offer an appraisal.
2. Liam Foster
Priority - recent activity
Mobile: 0491 570 156
Owns in Hillview, enquired twice in the last 3 months, last appraised 14 March 2023.
Last appraised 14 Mar 2023 · Last enquiry 18 Sep
Call and offer an appraisal.
3. Grace Nguyen
Backlog
Mobile: 0491 570 157
Sent by the Data Cleaner. These are prospects, not tasks. Forward any row to whoever should make the call. Nothing in this email changes a record.
Each agent gets a short list of their own contacts who own property and have been active lately. Every name comes with the reason it’s there and how to reach them. Forward any row to a PA or another agent.
In the same database, 10,357 of the 11,884 owners in the prospect pool had never been appraised.
A clean database means every call is to somebody real. Cold buyers are off your list. Quiet appraisals come back to you before they’re forgotten. Each week you get a short list of your own contacts most likely to sell.
It asks very little. Each email has two buttons. Keep Alive takes a one-line note, which goes on the contact in Reapit Sales. Close Now tidies the record up for you. Or just update the record in the CRM and we leave it alone.
Data Cleaner
Keep this appraisal alive?
Nothing has changed yet. Confirm below and this appraisal stays active.
Anything worth recording?
Optional. One line is plenty. It’s added to the contact in the CRM.
Ask me again in
Not sure? Close this page and nothing changes today.
What agents decided
| Record | Why it was put to them | Agent | Decision |
|---|---|---|---|
| 14 Banksia Crescent | Appraisal - No Activity | Sarah L. | Kept alive“Called them. Selling after Christmas.” |
| Daniel W. | Buyer - Inactive | Tom B. | ClosedMoved to Inactive Buyers |
| 8 Ironbark Close | Appraisal - Listed Elsewhere | Priya N. | ClosedMarked as lost |
When every open appraisal is being worked and every buyer is really looking, your numbers mean something. You set the rules once in a guided setup. After that you can see what was suggested, what each agent decided and what changed, day by day.
A big clean first. Then it runs every day on its own.
We connect to your Reapit Sales account. Your agents keep working the way they do now.
A guided setup asks plain questions. How long before a buyer counts as cold? Who looks after buyers with nobody? Every answer shows the real count from your own database.
We work through the backlog at a pace you choose. Agents are asked first wherever you want them to be.
Every day it finds records that have gone quiet, emails the agent, puts returning buyers back and gives new contacts an agent.
Buyers
First sweep: how many months of silence?
The one-off sweep that clears your backlog.
12 months with no activity Recommended
What that means here
3,212 41.8% of 7,680 buyers
Nothing is deleted. A cold buyer changes class and keeps their details, history and notes.
No contact, appraisal or note is deleted at any point. Every change is checked before it’s made, recorded, and can be put back.
The classes and agent on every record are saved before anything changes. Any run can be put back.
If an agent has updated a record, we leave it alone. We check again right before every change.
Hit lists, enquiry lists and report segments are never changed.
Staff are never cleaned as buyers or sent to agents as prospects.
You see the counts from your own database and approve them first.
If a run starts to differ from the preview you approved, it stops and waits for you.
Leaderboards, targets, listing insights and market share, built from the same Reapit Sales data. The Data Cleaner can run alongside it on the same connection.
Book a walkthrough. We’ll show you how the Data Cleaner would work for your agency and the emails your agents would get.
Tell us how many offices and agents you have. We’ll walk you through the setup and show you what your agents would receive.
