Kelly Catallo grew deals closed 300% on a Follow Up Boss build she never had to touch

Kelly Catallo, Broker/Owner, Realtor®, CATALLO Team

Background

Kelly Catallo is a Broker/Owner and Realtor® who has worked in the Greater Boston market since 1992. She started selling part-time while raising a young family, building her business through brokerages including RE/MAX. In 2009, after a mentor’s death left the office she had helped turn around in question, she opened her own company. She grew the office to 25 agents and 350 rentals a year, then deliberately scaled back to nine sales agents when she took on a Realty ONE Group franchise.

Today, she runs the CATALLO Team with her son, Anthony, who also oversees the rental business, and an administrative assistant who handles transaction coordination. The team closed roughly 120 transactions last year across sales, listings, and leasing. About 98% of that business comes from referrals, built over decades of community involvement, including 27 years with the Kiwanis Club, serving as president of her children’s mothers’ club, and leading a citywide campaign against a transfer tax.

Before Kee Technology Solutions

• She had researched Follow Up Boss thoroughly and knew the product would work for her business

• Setup was the obstacle, not the software, and it had stopped her from buying other products she had evaluated

• Her previous system held rental data but could not carry sales communication, so conversations left with departing agents

Kelly is direct about where her strengths lie:

“My biggest fear when buying any product is the setup that needs to go into it.”

She found Follow Up Boss through Lab Coat Agents, then found Kee Technology Solutions (KTS) by posting in the Follow Up Boss Facebook group.

“I need somebody else that can go in there and plug up all this stuff,” she wrote.

The build was completed on June 8, 2022, with implementation taking place the same day.

Results After KTS build

Quarter ending December 2022

• Calls up 20%

• Average text message attempts up 56%

Quarter ending March 2023

• Average email attempts up 84%

• Average contact attempts up 33%

• Response rate up 32%

Quarter ending June 2023

• Appointments up 108%

• Calls up 21%

• Text response rate up 30%

Quarter ending September 2023

• Deals closed up 300%

Quarter ending December 2023

• Average call attempts up 132%

• Email response rate up 365%

• Call response rate up 248%

• Response rate up 133%

Quarter ending March 2024

• Appointments up 103%

• Average email attempts up 103%

• Average contact attempts up 20%

Quarter ending June 2024

• Appointments up 46%

• Deals closed up 33%

Quarter ending December 2024

• Deals closed up 66%

• Email response rate up 139%

• Call response rate up 161%

Quarter ending September 2025

• Deals closed up 100%

• Calls up 75%

• Average email attempts up 322%

Quarter ending March 2026

• Appointments up 85%

• Calls up 34%

Quarter ending June 2026

• Appointments up 30%

• Email response rate up 43%

What changed operationally

Every lead source routes itself. When a rental inquiry arrives, Follow Up Boss tags it, attaches the property address, assigns the agent, and sends the first email with a 3D tour. When the prospect requests a showing, an automated reply sends a qualifying form. A Zapier connection then imports the answers back into the record, and a task appears for Anthony to confirm the match. The same pattern runs across the buyer and seller sides, with appointment reminders going out the morning of every showing before anyone on the team touches the record.

Not only that, but the post-sale drips keep running on their own. Rental clients hear from the team 30 days after closing, again six months later with a note about buying, and again at nine months with a reminder about lease renewal. Property suggestions are pulled in through RealScout.

What that produced for Kelly was a task list she trusts. Work is divided by role, each person clears their own queue, and the automation running underneath stays out of sight. “You worry about the background and how it all connects. I don't have to worry about that. It lets us be us.”

She describes the result as a system she no longer has to think about. “The system that you have built, that you've plugged into that for us, it keeps us on task. Tell me what I need to do now, and it will get done.”

And on whether she would run her business without it, "I don't know how I live without that."

Ready to stop configuring and start running?

Book a discovery call with the KTS team to see what a Follow Up Boss build looks like for your business Book your call here