ChronicleSales operating system Weeks to the same day
A broker thread used to go quiet for weeks, and now the follow-up is ready the same day.
The ask
DeHouse rents offices and desks across nine spaces in Lisbon and the north. Its business runs through brokers, and the money leaks in the follow-up nobody sends. The record was a spreadsheet, and a proposal took ten minutes to cut and paste in Canva.
The customer is never the sender.
The broker
Most threads come from CBRE, Savills, JLL or Cushman. A domain match would file four different end clients under one broker. In a broker deal the client never writes, so a broker reply has to count as a reply.
Four sources disagree
The sales sheet, the email, the proposals and the contracts contradicted each other, and hundreds of records carried no trace of who wrote them. One company was 12 desks in one place and 66 in another; one price of 450 euros was per desk, not per month.
The price is a picture
Proposal PDFs live only as email attachments, and most of the monthly prices existed only as an image inside the page, never as text. The agent read them straight off the picture.
It writes only what it can cite.
The gate
The reader pulls a phase, a space, a desk count and a broker, each with the exact sentence it rests on, checked in code. A value with no sentence behind it goes to a person, never guessed.
The record
An open-source CRM hosted for DeHouse, in Portuguese, with a seven-stage pipeline and a dashboard for each person's day. A nightly check looks for every way the record could drift and opens a task the moment it finds one.
What was hidden
Most clients had no contract end date on file, so renewal risk had no floor. Dozens of client meetings never reached the old CRM because the invite went to the client, not the broker. The agent found them and pulled them back.
A person approves every send.
Drafts only
Follow-up drafts land in the owner's own mailbox, up to ten a day, and expire if unsent. The client asked that nothing fire without an OK on their side.
“The system telling me: seven days ago ten emails went out, you have to follow up. That, for me, is what really mattered.”
From a thread going quiet to a follow-up waiting for one click.
The follow-up nobody had time to send now writes itself and waits for one click. No thread goes cold unseen, and the broker who never replies is chased without a broker ever being forgotten.
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