AI Automation Audit Checklist for Brokerages.

5 signs you're leaving money on the table

1. 01

   One person owns the master spreadsheet.

   When they take a Friday off, the whole shop slows down. That's not a process. That's a single point of failure.

2. 02

   Agents Slack the TC at 11 PM asking "where's my deal at?"

   You're paying twice for the same information: once to track it, once to look it up. The right tool kills both.

3. 03

   Your CRM is a graveyard.

   Generic CRMs don't fit how transactions move. Pipeline, offer, escrow, close. If your tool doesn't speak that language, it'll get bypassed.

4. 04

   Lead follow-up depends on someone remembering.

   Lukewarm leads decay in 48 hours. If the system isn't automatic, the leads aren't being followed up. They're being forgotten.

5. 05

   You can't tell me your conversion rate.

   Not "what's a good number." Yours. If the data isn't visible, it isn't being managed. You can't fix what you can't see.

The 4-question audit

Score yourself. Honest answers only. 0 to 4 points each.

1. 1. If your top TC quit tomorrow, how long until your business is back to normal?

   0 = same day · 4 = quarters of disruption.

2. 2. How many tools does an agent touch in a single transaction?

   0 = one or two · 4 = six or more (sheets, email, CRM, doc sigs, comms tools, transaction software).

3. 3. What percentage of your leads get a structured follow-up sequence?

   0 = 100% · 4 = "structured what?"

4. 4. Can you pull your win rate by lead source for last quarter, right now, in under 5 minutes?

   0 = yes · 4 = "I'd have to ask my TC."

The 3 automations every brokerage should run

1. 1. Transaction tracking with role-based handoff.

   Every deal moves through pipeline → offer → escrow → close. Each step has an owner. Each step generates the next artifact (signed docs, scheduled inspections, wire instructions). The system shouldn't need a human to remember what comes next. PREP does this. So does a half-decent Airtable + Make.com setup if you want to roll your own.

2. 2. Lead follow-up that runs without a human in the loop.

   New lead → tagged by source → 5-touch sequence over 14 days → routed to a human only when they reply. The agent's job is conversion, not chasing. AI drafting (Claude, GPT, etc.) can personalize the follow-ups so they don't read as canned. n8n + Claude API ships this in a week.

3. 3. A weekly metrics digest you actually open.

   Win rate by source, average days-to-close, deals at risk (stuck in escrow > 14 days), pipeline coverage. Auto-built Monday morning, in your inbox by 8 AM. Same shape every week. If the digest takes you longer than 3 minutes to read, it's wrong.

What to build first

Build the transaction tracking system first. Always. Lead follow-up looks shinier but it stops mattering if your shop can't deliver on the leads it converts. Operational stability feeds growth. Growth without stability blows up.

If you're using PREP, the transaction tracking is built in. If you're not, the audit ($500) tells you what your specific shop should build, in what order, and with what tools.