Ep 143: Lessons In Achieving The #1 Spot for Closed Units Statewide

Brian Case unpacks the systems behind closing 271 units in a single year: Homebot for past-client retention, BombBomb for automated video touchpoints, monthly agent lunch-and-learns, and a structured process that converts 70-80% of online applications into in-person meetings. Best for LOs who want a repeatable, team-leveraged production model built on both technology and face-to-face relationship depth.

Takeaways you can run this week

• Set up BombBomb Prompt: record one birthday video and one loan-anniversary video using non-name-specific scripts (e.g., 'Hey, I heard it's your special day — hope you get to spend it with people you love'). Upload your database and schedule them to send automatically so you never miss a contact in a 4,000-person database.
• Add every funded borrower to Homebot immediately at close. Co-market with your agent partners by having them upload their database (setup ~$50, ~$20/month) — Homebot's monthly home-value digest drives ~85% open rates and ~80% click-through rates, keeping clients off Zillow and Redfin.
• Host a lunch-and-learn on the first Wednesday of every month in your office. Deliberately invite 2-3 new agents alongside your existing partners so new agents hear endorsements directly from people already doing business with you. Topics that draw agents: listing presentations, database reactivation, time management, digital marketing.
• When an online application comes in, have your lead-to-contract team call immediately, welcome the borrower, confirm document uploads, and use a scripted ask to schedule an in-person meeting. Target: convert 70-80% of online apps to face-to-face appointments to reduce rate shopping and increase pull-through.
• Run a daily '3-1-1' team huddle: each team member states (1) their three most important tasks for the day, (2) their capacity on a 1-10 scale so you can load-level across the team, and (3) one win or gratitude item to maintain morale. Hold this Monday, Wednesday, and Friday.
• When agents resist the team model, introduce them in person to your contract-to-close staff, then flip it: coach those agents on building their own team, positioning yourself as a business advisor, not just a lender — which deepens loyalty and makes the relationship harder to replace.

The playbook

1. 1. Borrower submits online application via website link
2. 2. Lead-to-contract team member calls immediately, welcomes borrower, confirms or requests document uploads to secure portal
3. 3. Team uses scripted ask to schedule in-person meeting (goal: 70-80% conversion to face-to-face)
4. 4. Prior to appointment, file is worked up — credit pulled, docs reviewed — so the in-person meeting focuses on goals, fears, and options rather than data collection
5. 5. At closing, borrower is added to Homebot for monthly automated home-value digests
6. 6. Borrower birthday and loan anniversary trigger auto-send BombBomb video emails (recorded once, reused every 3-6 months)

Worth quoting

“We want to be high tech, high touch — there's a lot of high tech low touch out there.”

“Your highest and best use isn't opening the lockbox for the inspector — it's prospecting and presentations.”

Best for

LOs doing 50-100+ units who want to build a structured team model and stop being the bottleneck in their own production process.