The two mail houses we recommend at this time are LPGletters.com or LPGmailer.com both of which are full service mailing services that print, fold, stuff, stamp and mail your letters out on your Company’s behalf. This article will focus primarily on the service provided by LPGletters.com or ITI – Letterprinting.Net. In the event you have a need to create a new custom template for a mail merge this article provides step by step instructions on how to accomplish this task.
In order to create a custom Neutral Letter Template for mailing to either of the afore listed mail houses you must complete the following steps.
Step 1: Open Up A Blank ‘Word’ Document File
This blank ‘Word’ document file will be utilized to house the new version of the Neutral Letter Template for mailing.
Step 2: Access ‘Campaigns’ Function In Either Land Or House Deals Section
Log into your Investment Dominator Admin Console and navigate to either the ‘Land Deals‘ or ‘House Deals‘ section depending on the type of properties you are working with.
Click on the link in the upper right side of the page called ‘Campaigns‘.
Step 3: Access Template Icon For ‘Generate Prospect Neutral Letter Template’
Once you access the [?] icon the system will reveal the ‘GenerateProspect Neutral Letter Template‘ and ‘Generate EnvelopeTemplate‘ PDF downloads.
Select the ‘Generate Prospect Neutral Letter Template‘ for PDF download.
Step 4: Open And Recreate The Template In Word Document
Open the ‘Generate Prospect Neutral Letter Template‘ and down-load the built-in template onto your computer.
Copy each line of the ‘Generate Prospect Neutral Letter Template‘ into the blank ‘WORD’ file you opened in Step 1.
Copy the SIGNATURE into your ‘WORD’ file using Jing or some other ‘Snip-it’ tool available.
Note: This template must be recreated as a new version because it contains all of ITI placeholder information as highlighted in RED for a successful mail merge.
Step 5: Make Changes To Save In ‘WORD’ And ‘PDF’ Formats
Make any appropriate changes to the new version of the Prospect Neutral Letter Template in the ‘WORD’ file.
SAVE the new version of the Prospect Neutral Letter Template in ‘WORD’ file format on your computer.
SAVE the new version of the Prospect Neutral Letter Template in ‘PDF’ file format on your computer.
Note: The new version of the Prospect Neutral Letter Template in ‘PDF’ file format is sent to ITI, (Letterprinting.Net).
Tags are used to index Land, House and/or Contact records in Investment Dominator; as well as, to group certain records for future reference. This article will focus primarily on editing or the deletion of existing tags assigned to multiple records in the CRM in a bulk manner.
Note: There is an existing article detailing how Tags and the Tagging Records process works in detail entitled, How Tags and Tagging Records Work In TheInvestment Dominator CRM.
Create a Tag
To create a tag in the CRM select ‘Customize > Tags > Add Tag button as shown…
Next, enter the new Tag Name and select the blue ‘Add‘ button as shown…
Note: In this example, the Tag will be used to tag land records on initial offers to search for the mailing of 2nd Offers in the near future.
To tag land records go to the ‘Land Deals’ tab and select the records for tagging, then select the ‘Tag’ function as shown….
Select the newly created tag from the drop-down list of tags to be assigned to the previously selected land records and press the blue ‘Confirm Tag‘ button as shown…
Note: This same methodology applies to the tagging of both House and Contact records in Investment Dominator.
System should display Records(s) successfully update message should display!
Editing/Deleting Tags In BULK
To edit/delete a tag in the CRM select ‘Customize > Tags > Scroll or PAGE to the specific TAG for editing or deletion.
Select the ‘Edit’ function to EDIT or DELETE the selected Tag as shown…
Note: The last created TAG will appear on the very end of the previously created tags list.
To Edit the existing TAG make any appropriate changes to the tag and press ‘Save’ function.
To Delete the existing TAG press the ‘Delete’ function.
NOTE: Editing or deleting the tag will remove any reference to the tag in any records in the system even if records were indexed using that tag.
Search By… Tag Option
You can now search all land records by the newly modified tag using the ‘Search By’ function and selecting the ‘Tag’ option. Select the specific tag to filter by and select the blue ‘Search’ button…
Searching by the selected Tag will return all records where this tag, (or modified tag) is now assigned.
If the specific tag was deleted from the system, the tag will NOT be available in the drop-down tags list for selection.
2) Click on the ‘Create New Listing Element‘ button:
3) Either use the HTML Editor to create your custom property listing element or click the ‘Edit Source‘ option to add source code to the block. For example, you could add YouTube embed code or PayPal button code under the ‘Edit Source‘ area.
NOTE: You can use merge fields to dynamically call in data or built-in elements from the system.
4) Once you have given your new listing element a name and have added your content click the blue ‘Create‘ button to create the element:
5) You can use the ‘Move Up‘ or ‘Move Down‘ options to set the position of your new listing element:
6) Reload one of your property listings on your ‘Selling Site‘ to view the updates to your listing:
NOTE: Custom elements will display on all your public property listings.
In many instances you may not have the actual size of a parcel, (in acres) from either county data or county records from list service brokers. The GIS, (geographical information system) will supply a screen shot of the actual parcel and you will be able to pull cross streets near your subject property to determine its location. In our example, this article will illustrate how you can determine the actual acreage size of any parcel using Google Maps.
Step 1) – Acquire Cross Streets From GIS County Map
Record the appropriate cross streets from the GIS system in the county website. Example: Cross Streets from GIS in Harnett County
Edit the appropriate Land record in Investment Dominator to assist in determining the size of the subject parcel.
Step 2) – Access The Cross Streets Location In Google Maps
In a new browser window, access googlemaps.com
In the “Search Google Maps” search box type in the appropriate cross streets from Step 1) above. (Example: S 3rd St & E McNeill St)
Note: Make sure you select the appropriate matching cross streets that pop-up based on your entry in the search box.
Google Maps will go directly to the selected cross streets based on your selection.
Step 3) Locate Your Parcel In Relation To Cross Streets
Use the GIS county map from Step 1) and locate your subject parcel on Google Maps in relation to cross streets.
Note: You may want to Zoom-In on your subject parcel prior to proceeding to Step 4)
Step 4) Measure Distance And Size Of Your Parcel
Find one corner of your subject parcel and <right-click> on that corner to display the appropriate menu.
Select Measure Distance from menu to start measuring the subject parcel.
To start measuring, <left-click> on each corner of the subject parcel until lines have been drawn completely around the image.
Acquire the Total area in sq ft of the entire parcel for Investment Dominator calculation.
Step 5) Calculate Acreage Size Of Your Parcel
Copy the Total Area: field in sq ft into the edited record from Step 4)
Go to the Property Information section of the Investment Dominator record.
Enter the Total Area: field calculation from Google Maps into the What is the size of theproperty? field [SQ. FT.] box in the Investment Dominator.
Press the Enter key on your keyboard to process [SQ. FT.] box entry. Note: The system will jump back to the top of the current record.
Press the Update Record button in the upper right corner of the screen.
Scroll back down to the Property Information section of the record and view the size in Acres box.
We recommend LPGphone.com (Ring Central) as our preferred phone system for the Land Profit Generator method.
The reasons we recommend them as a resource include:
They offer a full-featured virtual phone system (virtual PBX) that can be easily self-managed (doesn’t require expensive phone techs to configure) at a fraction of the cost of a traditional company phone system.
They are a virtual system that is hosted in the cloud so you don’t need to install any software on a server that you need to manage or maintain.
They provide you with full-featured Desktop and Mobile Applications that allow you to easily make and receive calls from your company phone lines and much more. To download their Desktop or Mobile Apps visit: https://support.ringcentral.com/download.html
We have two recommended setups:
A two-line setup This will cost you less money per month and is only recommended if the same person/team in your company that takes the offer request calls is also the same person/team that handles offer questions/ negotiations.
A three-line setup If you have a call center like LandCalls.com answering your offer request line and a separate person/team that answers questions about offers you have made, or is in charge of handling offer negotiations then you want to use this three-line setup to ensure you have a separate extra line for your offer negotiation person/team and you significantly reduce the chance that the seller will call your call center to negotiate an offer.
NOTE: With Ring Central you can upgrade/downgrade as needed so you can start with two lines then increase to three in the future as your company grows.
The Two-Line Setup
Here’s how it works:
Here’s how you set this up:
In this setup you have two lines, one for your buying (acquisition) side of your business, and one for your selling (disposition) side of your business. At a minimum you want to keep these lines separate because there is a major difference between people that sell land to you and people that buy land from you and you don’t want to cross those two distinctly different markets together.
When someone calls your Buying Line they will hear a custom ‘Auto Receptionist’ message prompting them to either select 1 if they received a letter from you and are interested in selling their property, and #2 if they want to speak to someone regarding an offer you already sent them. This is set up under ‘Phone System> Auto Receptionist> IVR Menus> New IVR Menu‘
NOTE: The downside of using the two-line setup is it relies on the caller listening to the message and selecting the correct option. Whereas the three-line setup is a simpler process for the caller and eliminates most scenarios
Where To Save The Two Numbers In The Investment Dominator?
Save your Buying Line under both:
Customize> Company Information> Company Phone Here you are going to put the notation (Option 1) after the number.
Customize> Company Information> Offer Phone Here you are going to put the notation (Option 2) after the number.
Save Your Selling Line under:
Customize> Company Information> Selling Site Phone
The Three-Line Setup
Here’s how it works:
Here’s how you set this up:
Register two additional users with phone numbers (so that your account has a total of three lines).
How to add a User with a line:
Navigate to ‘Users> Add User‘:
Select the ‘Domestic‘ option then click ‘Next‘:
Click on the tab called ‘Add Users without Devices‘.
Then select ‘Yes‘ under the ‘With Numbers‘ field.
Select a local number from the options then click the ‘Add’ button.
Click the ‘Unassigned Extensions‘ option from the left sidebar, then click new extension line to configure it:
Fill out the form to set up the new user/line.
How To Route/ Forward Your RingCentral Lines
Under the User’s ‘Call Handling & Forwarding‘ settings you can set the forward number that will either go to your call center as in the case of line 1, the desktop app of the person that is going to handle your offer negotiation for line 2, as well as the person/team taking your sales calls for line 3.
Create an Unconditional Forward Custom Rule When Forwarding To Pat Live
The type of phone number that Pat Live assigns to you requires an extra step when configuring it as a forward. You must in addition to the regular ‘Call Handling & Forwarding’ options mentioned above create what’s called an Unconditional Forwarding Custom Rule. Below are the steps to set that up:
Click the ‘Custom Rules‘ tab.
Name the rule “Forward To Pat Live”.
Select all the numbers you would like to forward to Pat Live by clicking the Check Box options to the left of the number.
Select the ‘Unconditional Forwarding‘ option to the left of the screen:
Enter in the Pat Live forward line under the ‘Forward Calls‘ input.
Click the blue ‘Save‘ button.
Test Your Changes
You will want to call each of your phone numbers after you configure them to test and ensure they are routed to the proper end points.
NOTE: Ring Central is a 3rd party company so they can change their pricing, features, interface at any time and we do not have control over that. This article should merely serve as a reference to help you get set up the way we have structured our business.
We have a few key reports built into the Investment Dominator regarding your land investment deal flow, located under the ‘Land> Reports‘ section.
Interest By Property
This report will show you the number of people interested in a particular property based on how many people are connected to your property under the ‘Interest In‘ field of your Buyers List (‘Marketing‘ tab).
You can click on the number next to the property description to load the actual list of contacts interested in that particular property.
This report shows you what types of properties get more interest than others.
Please note: As a general rule we don’t recommend that you change any of our built-in document templates as these have been tested and tweaked over thousands of successful deals. For this reason, we only give you the option to create your own custom documents instead of editing our built-in templates. If you would still like to test out variations of the letter for yourself, in this article we will discuss how you can create a new Custom Neutral Letter Document, (by adding your Custom Logo) that uses our content as a base and then incorporates your own custom logo into that document.
Create A Custom Neutral Letter Template
Note: The Custom Logo should already be saved on your computer in either a .PNG, JPEG or .JPG file format. Logo must be 207 pixels wide and 54 pixels high.
1. Go to ‘Customize> Custom Documents> Add Document’.
2. Then select the following settings…
To = Owner – Land Only
Status = Prospect
Document File Type = Both
Document Type = Portrait
Document Title = (Give your document a name)
Document Content = (Copy and paste this content under the ‘Source’ tab)
Allow Generate Envelope/Label = Envelope
Allow Export Data = Yes
Allow Bulk Update = Yes
Move To = Mailed Letter 1
Per Each Property = No
Adding The Custom Logo On Neutral Letter Template
3. In the Document Content section of the new custom document execute the following:
Selecting the Custom Logo:
Press the ‘Source’ button to disable all HTML functions as shown
Copy and past this content under the ‘Source’ tab to copy in HTML code for the built-in Neutral Letter
Press the ‘Source‘ button again to enable all HTML functions
Place your cursor at the specific location you wish to position your custom logo
Select the ‘Image‘ function from the various HTML functions as shown
Uploading Custom Logo from your computer
Press the ‘Upload‘ tab to upload your logo image to the Investment Dominator server
Press the ‘Choose File‘ button to select the Logo file from your computer as shown
Sending Custom Logo file to the Investment Dominator Server:
Once you have selected and opened the specific logo file on your computer the file name should appear next to the ‘Choose File‘ button
IMPORTANT: Press ‘Send it to the Server‘ button prior to pressing the green ‘OK‘ button to ensure logo file is sent to the Investment Dominator server as shown.
Press ‘OK‘ button to complete logo selection
Once the logo has been successfully sent to the Investment Dominator server, press the green ‘OK‘ button to complete logo selection.
4. Click the blue ‘Add’ button to save the new Custom Document
How To Use Your New Custom Neutral Letter
After you have created your custom neutral letter template, you can use it by clicking on ‘Campaigns’ under the ‘Land’ tab of the system and scrolling down to the bottom of the page you will see an option to use the custom letter template that you created in the ‘Custom Document Template‘ section (as shown below) and it will merge in the information of all contact records in the corresponding status.
Though we recommend PatLive as a call center that specializes in taking real estate related calls, it is important to understand that they are a 3rd party company/service and therefore must be managed properly by you just as any other employee/VA in your company would be.
Below are a few tips to help manage your Pat Live account more effectively.
Approximately 1 week after your account setup is complete and you are nearing the time for PATLive Reps to begin answering calls on your account, you must send the instructional management email to the email address: firstname.lastname@example.org.
In email Subject Line put your [Account #, <<First & LastNames>>]
Specify the following in the body of the email:
“Put In Opening Greeting” & “Side-Bar“
Keep calls to 7 minutes or less.
OK to interrupt customer to obtain pertinent information.
If unable to understand customer’s English – It is OK to collect Name & Phone only.
Review Your Monthly Billings
To review your monthly bill by calling PAT Live customer service at 1 800-775-7790. Review your first month’s bills immediately following the first full month of service.
Note: Obtain your username/password from PAT Live customer service agent.
While on the phone with a PAT Live customer care agent do the following:
Log into your account, (username/password)
Access “Billing” section
View – “Mailbox Billing Detail” – see all calls and call minutes being charged
Lodging Formal Complaints Regarding Calls
To lodge a formal complaint contact PAT Live customer service at 1 800-775-7790
Note: We normally lodge formal complaints if we notice 7 or more calls on a billing exceeding 12 minutes in length.
Lodging a formal complaint should result in the following actions:
PAT Live supervisor will review any months bill and analyze calls sited; as well as, any other excessive calls based on your requirements
PAT Live supervisor should contact you within 24 – 48 hours and provide a detailed report of analysis findings.
If you highlight specific calls, supervisors are authorized to provide “PAT Live Promo Minute” credits to your account.
(Optional) Request that the PAT Live supervisor assign an LR2 Rep or Customer Service Representative to your account in the future.
How PAT Live Bills Calls
In order to fully understand your monthly PAT Live bill, you must first know how calls are billed.
1 Minute or Less, (even a quick hang up) gets billed for 1 minute
Subsequent billing, occurs every 6 seconds, (i.e. 1.1 = 1 min 6 seconds, 1.2 = 1 min 12 seconds, 1.3 = 1 min 18 seconds, etc.)
Generating Neighbor Letters out of Investment Dominator is a strategy to assist in selling properties you are currently marketing. To adequately support this activity, it is necessary to enter Neighbor records into the Investment Dominator for access.
There are currently 2 different methods to have Neighbor records entered into Investment Dominator and they are described as follows:
A) Entering Neighbor Records by way of the Add Contact function in the Marketing tab. Enter 1 Neighbor record at a time for a given property.
B) The importing of Neighbor Records for specific parcels after acquiring a list of names/addresses from county records or using an outside vendor.
A) Enter Neighbor Records by [Add Contact] function
Neighbor Records can be entered 1 record at a time for a given property using the Add Contact function. The following steps illustrate this process:
Step 1a) Under Marketing Tab > [Add Contact] function
Navigate to the ‘MarketingTab> Add Contact function:
Step 2a) Enter Any Available Neighbor Information
On Add Contact screen enter any information acquired to generate Neighbor Record. Fields noted in RED, (not marked Optional) should be entered.
Note: If using County record information you may have a limited amount of information to enter for this neighbor, such as first/last name and mailing address.
Step 3a) Finish and Add Neighbor Record
Press the blue Finish Add Contact button to complete entry of Neighbor Record
B) Importing Neighbor Records for parcels after acquiring names/addresses from county records or use of an outside vendor
Neighbor records can be entered into the Investment Dominator, (in bulk) by use of the Import function. The following steps illustrate this process:
Note: A vendor such as ListSource can be employed to supply an entire list of Neighbors around a specific parcel for importing into Investment Dominator.
Step 1b) Under Marketing Tab > Import function
Navigate to the ‘Marketing Tab> Import function:
Step 2b) Prepare The Import List Based On Sample List Format
Prior to importing a list of Neighbor records, make sure your .CSV (Excel) file is saved on your computer based on the following attributes:
Each Neighbor record must have the Type=Neighbor
First Name, Last Name, Address, City, State, Zip Code, Interested In Property ID – A, (at minimum) fields must be entered based on SAMPLE-CONTACT-IMPORT-LIST.csv as shown
Excel file must be saved as .CSV (Comma Delimited) at an appropriate location on your computer
Note: Use the sample list to ensure your data list is formatted correctly.
Step 3b) Import Excel Neighbor Records File
Under Marketing Tab select Import function to import Neighbor Records Excel file into Investment Dominator.
Choose the .CSV Comma Delimited Excel file, (saved from Step 2b) using the Choose File function. The chosen file displays next to Choose File button.
Press the blue Upload List button to import the Neighbor Records into Investment Dominator.
C) Generating The Neighbors Letter Campaign
Navigate to the ‘Marketing> Campaigns‘ screen in the system, then under the ‘Marketing section click the .DOC or .PDF icons on the ‘Neighbor’s Letter (Land)‘ line for both the letters and envelopes.
If you would like to have a mailing house print the letters click on the green .CSV icon to the right of the row to generate the mailing list for the main house.