Loving Phoenix Team rebuilt their CRM and their transaction system, then watched the numbers compound.

Background

Cheryl Benjamin is a 20-year agent and 15-year broker out of Glendale, Arizona. Her husband Andy runs lead generation. Together they operate Loving Phoenix Team under Real Broker, with seven agents, an in-house transaction coordinator named Christina, and an organic-heavy lead engine that pulls 500 to 600 leads a month from Google PPC, Fello, Homebot, social retargeting, and a long-tail SEO setup with 470,000 indexed pages.

For 11 years, every one of those leads landed in Real Geeks. Andy had tested Follow Up Boss back in 2016 during the early Ylopo days, found it underwhelming at the time, and gone back. The team built up a database of 57,000 leads in Real Geeks. Their ISA worked out of GoHighLevel. Christina ran transactions out of Paperless Pipeline. Birthdays were drips that started on day one and ran on relative timing because Real Geeks could not schedule on a date.

Real Geeks announced the sunset of its classic view. The new view was worse than the old one. Cheryl had resisted switching for years.

The shift

Andy finally talked Cheryl into going back to Follow Up Boss. They booked a sales call with KTS in August 2024. By September 5, the FUB Revamp was implemented. Action plans, smart lists, behavior tags, segmented campaigns, real date-based birthday and home anniversary sequences, Fello integration, lead engage, and a daily smart-list workflow that prioritized their existing 57,000 leads instead of letting them sit.

Cheryl's reaction, paraphrased by Andy on a later call, was that they should have done this years earlier.

First four months on the new system

Comparing the post-implementation period to the team's prior baseline, the first four months returned the following.

• Deals closed up 214%

• Appointments set up 108%

• Average contact attempts up 60%

• Average text message attempts up 141%

• Leads responding by text up 81%

• Leads responding by email up 39%

The team did not change lead sources. They did not hire more agents. The same 57,000 leads simply started hearing from them in a structured, prioritized order.

Adding TCAssist

By January 2025, the lead side was running. The transaction side was the next bottleneck. Christina was still working in Paperless Pipeline, which meant agents were getting transaction emails she was not copied on, agent communication was scattered across two systems, and the email templates Christina was sending out looked, in Andy's own words, dated.

After a January 24 conversation with Chelly Herren and Tomas on the KTS team, Loving Phoenix moved forward with TC Assist. The system installed inside their existing Follow Up Boss account, with task checklists for buyer and seller transactions, fully customizable email templates that pulled in custom fields, and deal pipelines that tracked everything in one place. Implementation happened February 13, 2025, with Tracy Clayton walking Cheryl, Andy, and Christina through the build.

By April 18, 2025, on Tracy's mid-process check-in, Andy wrote back:

"Each deal gets us more familiar with it. Working well so far."

What happened next

Once TCAssist was running, the agents and the TC stopped duplicating work across two systems. Activity on the lead side compounded a second time.

Comparing May 1 through August 20, 2025 to January 9 through April 30, 2025:

• Calls up 135%

• Appointments up 90%

• Average call attempts up 89%

• Average email attempts up 142%

• Leads responding overall up 90%

• Leads responding by phone up 81%

• Leads responding by email up 35%

Two examples from their pipeline tell the same story at the lead level. One client responded to the KTS Automated Valuation Engagement 5 campaign, then opened up about needing to sell two condos before buying. That conversation happened over an hour on the phone after the system did the initial work. Another responded to the KTS Automated Valuation 1.5 campaign, went quiet, then re-engaged off a Happy Birthday email and stayed in active property review. Both relationships now run on consistent automated outreach with manual follow-up layered on top.

What changed

The team started with 57,000 leads in a CRM that was getting worse and a TC operating outside the CRM entirely. Eight months in, every lead had a destination, every transaction lived in the same system, and every metric was higher than it had ever been. Cheryl's question after the first revamp was whether they should have done it years ago.

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TL;DR / TWO-SENTENCE SUMMARY

After 11 years on Real Geeks and a 57,000-lead database that had stopped working for them, Loving Phoenix Team launched the KTS FUB Revamp in September 2024 and saw deals closed climb 214%, appointments climb 108%, and text outreach climb 141% in their first four months. With TC Assist added in February 2025, the team's lead response rate climbed another 90% by late summer as the agents and TC moved into one system together.