How to Generate your Envelopes (for House Investing)

After you have generated your letters (for mailing to house sellers), you will want to prepare a professional-looking envelope. While handwriting is certainly an option, you probably don’t have that kind of time or- let’s face it – penmanship.

But never fear, the Investment Dominator has a built-in feature that generates envelopes for you, correctly merging in owner information and even including the corresponding contact ID number (both to make sure that the right letter goes in the right envelope AND to make it easier to locate records when sellers call you back).

So how do you go about generating envelopes?

First, make sure that the contacts that you want to generate envelopes for are in the correct stage (“Prospect” or “Mailed Postcard”). Then click on the “Generate Documents” button.

henv1

Once inside the documents section, you will the option to “Download Envelopes”, either in a Word Document or PDF format.

henv2

From there, it’s just a matter of opening the document and clicking “Print”, making sure the settings on your printer are correct.

Way easier than handwritten, right?

How to Generate your Letters (for House Investing)

The Investment Dominator is designed to keep your contact records organized by statuses. So in order to generate the correct letter, you will want to make sure that your contact record is in the correct status. For example, to send the “Neutral Letter” to potential sellers, make sure that the contacts you want to mail to are in the “Prospect” status.

To get the letters (which will have the correct contact and property information automatically merged in) just click on the link that says “Generate Documents”.

houseletter

Once in the “Generate Documents” section, you can download the letters in either a .docx (Microsoft Word) or PDF format, by clicking on the corresponding icon. You can either print the letters out yourself or send the file to a mailing house for fulfillment.

If you have a custom domain address that you would like to appear on your mailing, instead of logging in with the link you received from us, sign in (using same credentials) at the link:

  • http://www.YourDomain.com/my

After generating the letters, click on “Bulk Update Records” to move the records to the “Mailed Letter 1” status, indicating that you have sent them the Neutral Letter.

houseletter2

Keeping your records in the right status will make sure that you contact each seller without inundating them with the same letter over and over.

How to Change the Status of the Property (for House Investing)

One of the most important keys to keeping your records organized (and making sure that no deals fall through the cracks) is to keep each record in the proper status.

By default, each new record is put into the “Prospect” status. While you can bulk update records after a mailing, you can manually change the status in one of two ways. You can either:

1. From your dashboard, select the records that you would like to update. And then click on “Change Status”

statush

And select which status you would like to change your records to (all the records that you select will be changed to this status)…

statush2_001

2. A second way is to change the status from inside the contact record itself. From your dashboard, click on the link that says “Edit”

edithr

And once inside the contact record, change the “Property Record Status” to your desired status. After that, click on “Update Record” at the bottom of the page to save your record.

statusrec

How to Import your List (for House Investing)

The value of the Investment Dominator is truly seen once you start importing records and generating mailings. So how can you import your list when investing in houses?

Once inside the ‘House Deals’ side of the Investment Dominator CRM, click on the link that says ‘Import’

houseimp

STEP 1 – File Format

To avoid any problems uploading your list, we STRONGLY suggest that you first download the “Sample List” provided in Step 1 of the import process.

2016-09-19_1032

The formatting of this sample file is exactly what the Investment System requires, so the best practice is to simply add your contact records to the sample list. Be sure there are no excess spaces in the cells of the file as this may cause issues with the import.

As in the case of the sample file your import file must be saved as a comma delimited file or .csv file.

Required Fields

Your import .csv file must include the following required fields of information.

Required? Field Name  Value
 YES Type Must be set to either Individual or Company no other values will be accepted.
YES IF… the Type field is set to “Individual” for that record. First Name Typically this is the first name of the owner, or a care of contact, or if there are multiple owners on title just select one. NOTE: This value will be inserted into the Caller’s First Name field in the system. 

Format: Text
Character Limit: 40

YES IF… the Type field is set to “Individual” for that record. Last Name Typically this is the last name of the owner, or a care of contact, or if there are multiple owners on title just select one. NOTE: This value will be inserted into the Caller’s First Name field in the system. 

Format: Text
Character Limit: 40

NO Owner’s First Name First name of the owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 40

NO Owner’s Last Name Last name of the owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 40

NO 2nd Owner’s First Name First name of the 2nd owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 40

NO 2nd Owner’s Last Name Last name of the 2nd owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 40

NO 3rd Owner’s First Name First name of the 3rd owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 50

NO 3rd Owner’s Last Name Last name of the 3rd owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 50

NO 4th Owner’s First Name First name of the 4th owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 50

NO 4th Owner’s Last Name Last name of the 4th owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 50

NO 5th Owner’s First Name First name of the 5th owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 50

NO 5th Owner’s Last Name Last name of the 5th owner. NOTE: This name will be printed on the offer agreement. 

Format: Text
Character Limit: 50

YES IF… the Type field is set to “Company” for that record. Company Name of the company, trust, church or bank. 

Format: Text
Character Limit: 100

 NO Email Email address of the owner. 

Format: Text
Character Limit: 40

 NO Phone Phone number of the owner. 

Format: Text
Character Limit: 40

 NO Phone 2 Secondary phone number of the owner. 

Format: Text
Character Limit: 40

 NO Fax Fax number of the owner. 

Format: Text
Character Limit: 40

 YES Address Street address of the owner. 

Format: Text
Character Limit: 50

 NO Address 2 Additional address information of the owner. 

Format: Text
Character Limit: 50

 YES City City of the owner 

Format: Text
Character Limit: 40

 YES State State of the owner. 

Format: Text
Character Limit: 40

 YES Zip Zip code of the owner. 

Format: Text
Character Limit: 40

 YES APN APN (Assessors Parcel Number) of the property. 

Format: Text
Character Limit: 40

 NO Property Address Property street address, or GPS Coordinate (00.000000, -000.000000) 

Format: Text
Character Limit: 250

 NO Property City Property city. 

Format: Text
Character Limit: 50

 YES Property County Property county. 

Format: Text
Character Limit: 40

 YES Property State Property State. 

Format: Text
Character Limit: 40

 NO Property Zip Property Zip code. Including this data in your import will allow you to comp your properties faster. 

Format: Zip code
Character Limit: 10

 NO Property Size The size of the property in acres

Format: Numeric
Character Limit: 53

 NO Zoning This is the property’s zoning classification. 

Format: Text
Character Limit: 40

 NO Short Legal Description Short legal description of the property. This is the summarized version of the property’s legal description. 

Format: Text
Character Limit: 65535

 NO Offer Amount The amount you would like to offer for the property. 

Format: Numeric
Character Limit: 53

 NO Option Amount The amount you would like to offer for the property on an option. 

Format: Numeric
Character Limit: 53

 NO Offer Accept By Format as “MM/DD/YYYY”
Character Limit: 10
 NO Option Accept By Format as “MM/DD/YYYY”
Character Limit: 10
 NO Offer Expires On (Close of Escrow) Format as “MM/DD/YYYY”
Character Limit: 10
 NO Option Expires On Format as “MM/DD/YYYY”
Character Limit: 10
 NO Market Value The market value or ARV (After Repair Value) of a property. 

Format: Numeric
Character Limit: 53

 NO Assessed Value The county’s assessed value for the property. 

Format: Numeric
Character Limit: 30

 NO Repair Estimate The estimated repair costs for the property. NOTE: This field is not used for land investing. 

Format: Numeric
Character Limit: 53

 NO Back Taxes The amount of back taxes owed on the property. 

Format: Numeric
Character Limit: 53

 NO Tags Separate each tag that you would like the property indexed with a pipe character like this: Tag 1|Tag 2|Tag 3 

Format: Text
Character Limit: 65535

Again, double check that your list contains these 11 required import fields…

Type
First Name
Last Name
Company
Address
City
State
Zip
APN
Property County
Property State

The 31 optional import fields are…

Owner’s First Name
Owner’s Last Name
2nd Owner’s First Name
2nd Owner’s Last Name
3rd Owner’s First Name
3rd Owner’s Last Name
4th Owner’s First Name
4th Owner’s Last Name
5th Owner’s First Name
5th Owner’s Last Name
Email
Phone
Phone 2
Fax
Address 2
Property Address
Property City
Property Zip
Property Size
Zoning
Short Legal Description
Offer Amount
Option Amount
Offer Accept By
Option Accept By
Offer Expires On (Close of Escrow)
Option Expires On
Market Value
Assessed Value
Repair Estimate
Back Taxes
Tags

NOTE: Your import file cannot include additional fields beyond these 11 required fields and 31 optional fields

STEP 2 – Upload Your File

Once you know that your list is formatted correctly, click on “Choose File” and then select the list of records that you would like to upload.

upload

Once the list has been uploaded, click on “House Deals” to see the contact records and to begin working with them.

NOTE: There is an import file size limit of 2.5 MB which is around 14,000 records. Remember you only want to import the number of records you plan to mail to at any given time. To split a larger list of records into smaller import files review this article

Troubleshooting Issues

On occasion, some of your contact records might be rejected because they aren’t formatted correctly. The system will import as many records as it can and then tell you what was wrong with the others.

Let’s see an example.

Let’s say that you try to upload this list (we have added the colors to make it easier to identify the errors:

list-errors

Some of these contacts records are fine and will be uploaded. But the ones with errors will not be accepted by the system. For example, look at the name of Column “E”. Instead of “Address”, the user has changed it to “ADDY”.

When the user tries to upload the list, this is the error message they will see:

error_with_column_name

So the user will correct the name of Column “E”, changing it to “Address”, and then try the import again. Once they do, the list will be accepted…almost. The user will now see a different error message:

after_fixing_the_column_name

The system has now accepted the list. 1 new contact record was uploaded, 6 records already in the system were not uploaded, and 4 contacts were rejected because they had issues. According to the error message:

  • Row 3 is missing a zip code
  • Row 4 has not identified the contact as “Individual” or “Company”
  • Row 6 is missing a first name
  • Row 11 is missing the APN

If you look back up at the screenshot of the list, you can see those empty fields.

Once the user corrects those errors, the corrected contacts will be uploaded into the system.

If you are still having problems uploading your list (for example if the first number of the zip code is a “0” or if your APN is being distorted):

  • Check out this article
  • Or click on the “Support” button in the upper right corner of the User Guide and get in contact with our Customer Service team…

support

Or even better, click the Help button from within your CRM and contact support that way…

support

Record Notes: How to Add Record Notes to Stay Organized

An important feature of each property and contact record is the section to add and view Record Notes. Record Notes allow you to save key information about that record.

Click the ‘Add Note‘ button to create a new Record Note:

Record Notes can ether have a status of ‘Private‘ or ‘Public‘. 

Private Notes are only available within the Admin Console, and Public Notes are displayed also on the ‘Property Listing‘ when it generates.

You can use this time-saving option to display research data about the property that you’ve gathered in the aquistion stage, on your marketing listing when you are in the disposition stage.

Even within the Admin Console you can designate what types of users can see the Record Note. For Example, under ‘Type‘ if you select the ‘Admin Only‘ option then only users set up as Admins can view the note and if you select ‘Admin and Rep‘ then both Admin and Rep users can view the note.

Under the ‘Note‘ textarea you to add a message of up to a 4136 characters in lengh. Here is where you can save information about the property, the seller, your research, and any other pertinent information. These notes will be especially important once you start mailing out hundreds or thousands of letters per month and receiving many dozens of phone calls.

What kind of notes will you want to add?

Because many sellers will want to chat for awhile, note down details about their family, why they are selling, and their overall personality. This will let you show a personal interest in them during followup communication.

Also, consider adding important information about repairs for houses (For House Deals), specific problems or issues that the seller may have mentioned.

As you do more and more deals, you will determine what information is the most important to you and your business. Use the notes section to remind you of past conversations, research you’ve done, questions you’ve already got answered to, and plans for the property and you will stay organized even when handling lots of phone calls and deals.