January 12, 2026
125% More Appointments, 62% More Closings: Inside Stephanie Kahan's CRM Transformation
How Stephanie Kahan Increased Appointments by 125% and Closed 62% More Deals
Stephanie Kahan had been in real estate for eight years. She averaged 25 to 27 transactions a year. She had a virtual assistant. She had Follow Up Boss. She even had some automations running.
But she also had a problem she couldn't ignore.
"I'm sure I have barely scratched the surface of all the things it can do," she said during her first call with our team. "I have it going better than most, but not as good as I think it could."
That gap between "working" and "working well" was costing her.
The Stakes: A CRM That Was Running, But Not Producing
Stephanie had been using Follow Up Boss for about two years before reaching out. She had built some automations on her own, mostly task-based reminders that her assistant would work through each day. She had unresponsive campaigns running for two years. She was doing the work.
But she didn't have smart lists guiding her daily calls. She didn't have action plans triggering automatically when a lead's stage changed. She didn't have a system that told her who to call and when without her having to think about it.
Her assistant was copying and pasting text messages manually. Stephanie was spending time figuring out what to do instead of doing it.
"The only reason everything I create is a task is because I don't know how to use all of the different features of Follow Up Boss," she explained. "That's the only way I knew how to create something that at least I could follow along with."
She wasn't alone in that. Most agents we work with are in the same spot. They know their CRM could do more. They just don't have the time or expertise to build it themselves.
The Turning Point: A System Built to Work Without Constant Attention
In October 2024, Stephanie signed up for our Follow Up Boss revamp. By the end of the month, her implementation call was complete.
We set up smart lists numbered by priority so she could log in and know exactly who to call. We added automations that would pause one action plan and trigger the next when she changed a lead's stage. We cleaned up her stages, merged duplicates, and removed the clutter that had built up over two years.
We also removed the manual work her assistant had been doing. Instead of task-based reminders prompting copy-paste outreach, the system now handled the sequencing automatically.
"A lot of these tasks are set up to have my assistant do them," Stephanie said during her implementation call. "My concern is that by turning off these automations, it's eliminating a lot of the reach outs she does on my behalf."
We addressed that by keeping the structure that worked while removing the redundancy. Her assistant could still see what was happening. But now the system was doing the heavy lifting.
The Results: Activity That Turned Into Closings
From January through June 2025, compared to the previous six months, Stephanie's numbers told the story.
Appointments set increased by 125%.
Email response rates jumped by 132%.
Deals closed went up by 62%.
Same database. Same market. Same agent. Just a CRM that was finally set up to produce.
The Next Step: Scaling With TCAssist
By May 2025, Stephanie was ready for more.
She had just gotten her broker's license and opened her own brokerage. She wasn't planning to build a big team. Just her and one other agent. But she was tired of paying for transaction management software that felt clunky and overpriced.
"I thought about it a lot," she said. "Doesn't Follow Up Boss have a way to do some type of transaction coordination somehow?"
That's when she added our TCAssist build to her account.
Now, when a buyer goes under contract, moving a deal card from one stage to another triggers a full checklist of tasks. Email templates auto-populate with the contract details she's already entered. Her assistant can work through the list without needing to be trained on a separate platform.
"I love it," Stephanie said when she saw the setup. "It's amazing."
The Future: A Business Built to Grow
Stephanie's setup now covers the full lifecycle. New leads get nurtured automatically. Active clients stay engaged. Transactions move forward without her having to remember every deadline.
And if she ever decides to bring on another agent or give her assistant a dedicated seat, the system scales with her.
"I think it's probably perfect for where I am," she said. "And I think it's something my VA could easily be trained on."
That's the goal. A CRM that works for you today and grows with you tomorrow.
Ready to see what your Follow Up Boss could actually do?