7 Intuitive Tech Tools to Streamline Your Wholesaling Business

by | BiggerPockets.com

Is managing your phone calls and seller leads on paper or with Microsoft Excel driving you mad?

If so, then I know exactly where you’re coming from. If you’re like me, you probably started out well, but then as you gained more experience and invested more money into your wholesaling business, you started generating more leads. More leads resulted in more piles of paper, more spreadsheets, and more time spent doing data entry and less time on the phone with sellers.

Eventually, you end up feeling frustrated and overwhelmed because you’re spending too much time searching through piles of paper. This results in less time on the phone with sellers — or even worse, putting a seller on hold while you search through your stack of paper to find seller information. The money is made on the phone talking to sellers.

You know there has to be a solution, but what is it?

With so many software tools on the market, it can be near impossible to separate which tools will work for your business and which tools won’t. That’s why I am here today to share with you some tools to help your business run more smoothly — and to help you reclaim your time.

7 Tools to Help Serious Wholesalers Streamline Their Businesses

Tool #1: Google Voice

If you’re like me, you probably don’t want sellers calling your home or personal cell phone number. Not a problem: Google Voice will provide you with a FREE phone number of your choosing and with an area code you want to operate your business in. I am still using the same cell phone number I was given 11 years ago. But now, after signing up for Google Voice, I am able to choose a phone number local to the market I am operating in.

You can access this free phone number on multiple devices, including your cell phone, your computer, or your tablet. This means that you’ll be able to listen to voicemails, make calls, and check text messages using any of your devices anywhere in the world. Yes, you can make and receive SMS messages using Google Voice right from your computer or tablet. I don’t know about you, but I type a lot faster on a keyboard than I do using my cell phone.

I could go on and on about the benefits of using Google Voice, but I’m trying to spend more time on the phone with sellers. Therefore, if you’re interested in learning more about Google Voice read: Google Voice and Google+ Hangouts: Tips For Using These Free Tools.

Tool #2: Vumber

Correct me if I am wrong, but to my knowledge you can only have one Google Voice number, unless of course you start creating multiple Google Accounts. However, I found a better solution. Introducing Vumber!

For only $9.95 a month, you get two additional U.S. numbers to use for your wholesaling business.

You may ask yourself: why do I need two additional phone numbers? When just starting out, you probably only need one phone number, but if you’re anything like me, you probably have a desire to grow your wholesaling business and do more deals.

Related: 22 Innovative Apps to Streamline Your Business (and Life)

To grow your business, you need to implement multiple marketing strategies and campaigns to generate seller leads. Having additional phone numbers enables you to assign a unique phone number to each specific marketing campaign you implement. In fact, you probably need more than 2 numbers. No problem: just upgrade your account to get access to more phone numbers.

What are the advantages of having multiple phone numbers and using Vumber to streamline your wholesaling business?

  • Multiple phone numbers make it easier for you to measure the success of your web campaign compared to your direct mail absentee owner campaign, compared to your bandit sign campaign, compared to your D4$ campaign. You get the point.
  • You don’t have to ask sellers how they found you when they call or leave a voicemail. You’ll already know, and as you read further, you’ll learn that this data will automatically be logged for you.
  • Vumber will send you an email for every call and voicemail you receive. Therefore, you can automatically input seller lead data into your CRM using the email to app functionality that many CRMs have access to, including Podio.

Which bring me to the next tool I use to streamline my wholesaling business:

Tool #3: Podio

Every serious wholesaler needs a CRM — Customer Relationship Management — app to help keep track of customers. The CRM app that I have chosen to use for my wholesaling business is Podio.

Podio is more than just a CRM app, however. Podio is an all-in one cloud based work collaboration tool that will enable wholesalers such as yourself to seamlessly manage seller leads, a buyers list, appointments, offers, contracts, marketing campaigns, and follow up tasks all from an easy-to-use and intuitive interface. Podio is also highly customizable. You can customize each Podio app to work the way that you work.

Podio’s CRM is organized by what Podio calls “Workspaces.” Below, you can see the Podio Workspace that I have created for my  leads. Within the workspace, Podio provides different “Apps” to help me manage my offers, contracts, seller leads, appointments, and campaigns:

Every workspace also features the “Activity App”:

Screen Shot 2014-10-02 at 12.40.02 AM

Screen Shot 2014-10-02 at 12.49.41 AM
















The Activity App in Podio was a game changer for me.

In the past I was always struggling to keep seller information and updates organized on paper or in my Excel spreadsheets. This made follow up extremely difficult. I was always searching through folders or Excel trying to find any notes I may have taken on the seller lead.

In the above screenshot, you can see a partner and I talking about a seller lead right within the Podio interface. No need for us to email back and forth and search through email folders to find our last conversation on the lead. You should also notice a .wav file in the above screenshot. Not only does Vumber upload the seller lead into Podio for me, but it also uploads the voicemail into Podio. No need for me to log into another website to listen to seller voicemails. I can listen to the voicemail right from the Podio interface. This is just another example of how I have streamlined my wholesaling business to save time.

With Podio, every change or update you make to an “App Item,” such as a seller lead, is date and time-stamped and centrally located in the Activity App. The Activity App within a Podio Workspace also makes it easy for you to collaborate with partners or virtual assistants using a social networking style interface.

Again, no more searching through email threads for discussions you’ve had with a VA or partners about different seller leads. Just click on the seller lead, and all of the communication surrounding the lead is centrally located. This also makes Podio a great CRM candidate if you plan on growing your business and collaborating with other wholesalers or hiring a VA.

Podio also features a number of third-party integrations that make it easier for you to input your seller lead data and information into Podio or take Podio data and connect that data with other apps you are using in your wholesaling business.

Related: Paperless Accounting: How to Streamline Your Real Estate Bookkeeping

I like to receive a text every time a seller lead gets entered into my Podio workspace so that I know it’s time to follow up, and that’s where Tool #4 comes into play.

Tool #4: Zapier

According to Zapier, “Zapier connect the web apps you use to easily move your data and automate tedious tasks.”

I use Zapier to connect Podio to other apps that I use. For example, many of the phone calls I receive go directly to voicemail. Remember, the voicemails and the seller phone numbers automatically get uploaded to Podio using the email-to-app functionality between Podio and Vumber. Vumber sends an email to Podio when I receive a missed call or voicemail, and that data automatically creates a seller lead in my Podio Workspace, including an MP3 file of the voicemail.

Naturally, there are many times when I’m away from my computer and not logged into my CRM. I wanted a way to know when a seller lead is uploaded into my CRM without having to be on the computer. Using Zapier, I built a “Zap” to receive a text message if a seller lead gets created in my Podio workspace:

Screen Shot 2014-10-16 at 12.33.21 AM







There are hundreds of ways to streamline tedious tasks in your wholesaling business using Zapier. Integrating Zapier with Podio  — or any other CRM app for that matter  — will save you valuable minutes that add up over time. More time on the phone with sellers means more deals closed and more money in your pocket.

Below are just a few of the many Podio integrations or “Zaps” as Zapier likes to call them:

Screen Shot 2014-10-16 at 12.36.09 AM








By now, you should see that you can put a system in place to streamline the initial data entry and capture of seller leads, but what about follow up and making offers? The following three tools are critical in helping me streamline the follow up and offers I make to sellers.

Tool # 5: Webmerge

WebMerge is a service that allows you to turn the seller lead data you have in Podio into customizable Office or PDF documents with the click of a button. I use WebMerge to send offer letters and contracts to my sellers.

Please don’t misunderstand me; I do make verbal offers to sellers. However, as a wholesaler you encounter a lot of sellers who are not motivated. It’s important to realize that these sellers may become motivated at some point. Timing is everything in this business, and this fact is what makes follow up so important.

I send offer letters and unsigned contracts to sellers who are not currently motivated. This is something that sellers can keep and hang on their fridge or file away somewhere safe. It’s critical to be the first person a seller thinks about when they become more motivated to sell. Money is in the follow up.

The 3 Step Process to Using WebMerge:

  1. You need to create a document template in WebMerge. I have created a Word document that is populated with several merge fields. A merge field is simply a field that you can place into an Office, PDF, or email document that enables you to incorporate values from another data source, such as Podio. You can view my WebMerge document template and the data fields I merge into my document from my Podio account here.
  2. Once you have your document template built, you then need to set up your delivery. Do you want your document delivered to your Dropbox or Google Drive account, or do you want it sent to email? Remember, this article is about creating systems to streamline your business. Do like I did…have the document created and mailed directly to your seller with the click of a button. I will touch on that when I discuss Tool #7.
  3. You have created your document and told WebMerge where to send the document. It’s now time to integrate and merge your Podio Seller Lead data into your document template. WebMerge will then create and finalize your document to include your Podio lead data, such as seller names, addresses, and offer amounts. There are many services that have integrations built into their software that make it easy to send data to WebMerge. The service I use is itDuzzit.

Tool #6: itDuzzit

itDuzzit is an application similar to Zapier in that it enables you to connect and sync data between hundreds of cloud applications. If you are unable to find a cloud-to-cloud integration that you are looking for on Zapier, then you may be able to find it on itDuzzit.

Again, I use itDuzzit to send data from Podio to WebMerge so that I can mail letters with the click of a button.

I created a cloud-to-cloud integration in itDuzzit so that when a Podio Seller Lead is updated:

Screen Shot 2014-10-16 at 2.06.49 AM










…and when my “Send Offer” button is clicked “Yes” in Podio:

Screen Shot 2014-10-16 at 2.09.20 AM

…then merge data using itDuzzit from Podio into the WebMerge template document that I created:

Screen Shot 2014-10-16 at 12.56.44 AM

WebMerge now has all the data they need to create and send my document to me or to a 3rd party print and mailing service. Remember, my document is an offer letter and contract. Rather than having it sent to me I told WebMerge to send the document to a printing and mailing service called Lob.

Tool #7: Lob

Lob is an “innovative and powerful suite of APIs to send mail as effortlessly as email.”

Rather than have WebMerge send my documents directly to me, I told WebMerge to send the documents directly to Lob. I recommend you do the same to save time from having to print, stuff and stamp every letter you send. Your highest value activity as a wholesaler is talking directly to sellers, not stuffing and stamping envelopes.

To send your documents directly to Lob, you simply provide Tool #5: WebMerge with the API key and the appropriate addresses:

Screen Shot 2014-10-16 at 1.01.47 AM














Once Lob receives the document, they will print your document, stuff it in an envelope, stamp it and drop it in the mail for you. Lob also offers pay as you go pricing and fast turnaround times. When testing their service, I had a letter sent to me, and it arrived three days after clicking the trigger button in Podio.


There are hundreds of software and cloud-based applications out there that can help you streamline your business. My goal in writing this post wasn’t necessarily to try and persuade you to use the 7 tools mentioned in this article. I wrote this article to encourage you to start thinking about ways to streamline your business so that you can spend more time on the phone with sellers and less time entering data or stuffing and stamping envelopes.

If you have any questions about the 7 tools I shared with you today or if you need help implementing some of them in your business feel free to send me a private message.

What tools are you using to make your business faster, easier and more streamlined?

Please share with us how you are using these tools in the comments section below. With your help, perhaps I can start implementing even more tools to further streamline my workflow.

About Author

Ben G.

Ben Grise (G+), founder of BenBuysIndyHouses.com, is an active Indianapolis real estate investor. Through his direct mail and web based marketing efforts, Ben works hard to locate and help people who need to sell a home fast in the Indianapolis area, and help others invest in Indy.


  1. Ben,

    Well written article. I have been looking for a print company that has an API. I have been thinking about an app like “Homesnap” that when you D4$, you can take a pic, and hit send, and a letter will go to the homeowner.

    • Engelo,

      I’m glad you enjoyed the article. I really enjoyed your podcast. Can you PM me? I’d really like to talk to you about your business and see what tools you are using that are helping you scale you business.


  2. Good overview. I’ve used Podio for my other business, but have struggled with finding an efficient way to use it with real estate. I’ve created my own own app packs, but haven’t found one that is just right for real estate. Which pack do you use, or have you put together your own?

    Also love, love Google voice and have found it to be a great way to shield my personal phone number from public view and screen unknown callers.

    • Brandon,

      I’m glad you enjoyed the article, and appreciate the opportunity to share with the community.

      Now maybe you can use some of these tools to save you time. If you have any questions feel free to PM me.


  3. Ben, thank you for posting this. My todo list this morning started with mapping out a plan to design a system to begin wholesale investing. I am glad I went to the forums to look at the latest post and saw this. It will make this todo list much manageable.



  4. Ben – thanks for the post! I find myself now in the same boat you were (papers, Google Sheets, notes, EVERYWHERE). I’ve started doing research on CRM tools and other ways to automate but this helps me 100 fold.

    You didn’t discuss pricing on many of these. Are these tools free, do they have limited freeware versions and then you pay for full features? Since I’m not quite to the point of steady enough income from real estate I like to keep an eye on my budget. Thanks.

    • Yes, I remember those days. I was so scatter brained trying to find what I was looking for. Working with Podio and these other tools has helped tremendously.

      If you visit the links in the article to each tool you will see the pricing on the website of each tool.

  5. Christian Austin on


    Thanks for the great article and podcast episode. I’ve been looking for a streamlined way to send followup letters from podio, and this post is exactly what I needed.

    Best luck with your wholesaling business.


    • Christian,

      I’m glad I could help. It doesn’t get any more streamlined then by clicking one button to send a letter. Hope you have success implementing some of the strategies I shared in the article.


  6. Ben G.

    I’m glad you enjoyed it Alison. It’s amazing how much time you can save in your business using apps like Zapier, Podio, itDuzzit, etc. I hope you have some success implementing some of these tools into your business.

  7. Jonathan Emery

    Great Post. Thank you. Have been playing with Podio lately. Haven’t quite found the best way to use it for a mailing campaign so you know who you sent to and what and when to send next. Have you tried using Podio for a mailing campaign?

    • Ben G.

      Thanks Jonathan. I’m glad you enjoyed the post. I don’t use Podio for a massive mailing campaign, only to send individual follow up letters. However, you can organize your campaigns in Podio using a campaign app.

  8. Shane Willcox

    Ben I’ve been waiting to read this ever since listening to your Podcast. You’re totally speaking my language. I’m still very much a beginner, but my plan is to have software like this implemented from day one. I’m extremely good with anything tech related so I find picking up these kind of tools and using them to their full potential quite easy.

    Just a tip, if you have an iPhone and use iMessage you can actually setup the Messages app on your computer so that it’s possible to type text messages from your computer. The only downside is both users need to be using iMessage on their phone for it to work. No good for anyone on an Android phone.

    • Ben G.

      I’m glad that you found it. Yes, you need to implement some sort of CRM if you plan on taking your wholesaling business seriously. If not, then you don’t need a CRM. However, if you’re going to wholesale, why not do your best?

      I’m on a android. Any similar apps to what you’re talking about with the iPhone?

  9. Joe McCall

    Ben – that is awesome stuff! It all sounds familiar… 😉

    BTW – have you checked out GlobiFlow yet? You now have a #8. GlobiFlow actually replaced WebMerge for me.

    But I didn’t know about Lob until now… That is awesome. I will check it out.

    Let’s chat sometime soon. I would love to talk about this stuff. Send me a PM.

    Thanks & good job with this article. It’s golden!

    • Ben G.

      Joe-yes this is awesome stuff and it has helped me become more productive in my follow up and screening of sellers. I still need to implement some of the VA strategies you recommend.

      I’ll have to check out Globiflow, although the thought of rebuilding everything scares me. It took several days to get everything working properly.

      Yes, Lob is amazing. You should check it out, much more efficient than using Google Docs to send to Click2mail.

  10. Jason Willis

    Hi Ben,

    I really enjoyed this podcast! I was hoping you could shed some light on a problem I am having. I am searching everywhere for the Vumber to Podio connection but cant seem to find it. How exactly is Vumber posting the lead — and voicemail — to your Podio App? Are you using Zapier to pull off that functionality? If so, how do you have that setup.

    Thank you so much!


  11. Hi there Ben great post but can you explain me in more detail on how can I setup Vumber which will send you an email for every call and voicemail you receive. Therefore, you can automatically input seller lead data into your CRM using the email to app. It would be very helpful.

  12. Scott Costello

    Ben my Man! This is an awesome article of tools. I’ve never heard of Lob, but it gets me thinking that I could use that API.

    You do a great job of integrating all these tools together, but my question is…does it always work or do you have communication problems between all these systems? Does itDuzzit ever fail to perform the task setup? Also how long did you take to setup podio for your use?

  13. Andrea Henderson

    Hi Ben,

    This post was so helpful! I am implementing Podio now and would like to know if you custom built your own Offer, Contract, Campaign & Seller Leads Apps. If so, I’d like to know if you are willing to share details on how you built them. If it is a simple download from the free App Market, please let me know. Otherwise, may I PM you to set up time to talk?

    Thanks for these great tips!

  14. Lawrence Joseph

    Hey Ben great article. I stumbled across this while listening to you on the BP podcast. This is exactly what I need.

    I know its been a while since you wrote the article so I wanted to know if you are still implementing all these tools in your business? If not which ones did you stop working with and what are you currently using?

    Thanks again!

  15. Yvonne Lemos

    Thanks for the information Ben. It looks like ItDuzzIt is no longer in operation. Have you replaced that capability with another application? Really appreciate you taking the time to share this information with the community. Thank you.

  16. Steven A.


    I just found out about BP and listened to your podcast. I know you wrote this article and did the podcast a while ago, have any other tech tools made it into your top 7 since then?

    Thanks for the info

    Also I’m a wholeseller in Charlotte, NC have you found anyone to work with yet? If not look no further! I noticed on the survey monkey it was past the deadline for submissions I figured there’s no shame in asking, put yourself out there, right? Ha-ha

    Thanks again!

  17. Ben G.


    I’m still using Podio, no longer using itDuzzit, but I am using Zapier instead, no longer using Lob, my CRM integrates with the mail fulfillment center. I am using Slack now for team communication.

    I have not found anyone in Charlotte. Please PM me and respond to the survey if you are interested.


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