Closed a Few Deals? This Is the Playbook That Helped Us Systematize and Scale

[Max Yuan]

Once you’ve closed your first wholesale deal, the real challenge begins:

How do you make that process repeatable without burning out your VA—or yourself?

We’ve worked with a bunch of investors who’ve done 1–3 deals and then stall out—not because they lack hustle, but because they’re juggling:

• messy lists
• outdated CRMs
• random follow-ups
• VAs guessing what to prioritize

Here’s the workflow we use to help get past the chaos and start scaling deals with clarity:

1. Focus on High-Signal Lists Only

Once you’re serious, stop chasing “maybe” leads.

We doubled down on county-monitored data, like:

✅ Tax delinquents

✅ Probates

✅ Code violations

✅ Pre-foreclosures

Pull them weekly, directly from the source, and filter hard for motivation.

No more bloated $0.10/lead lists from generic vendors.

2. Make Your VA Sound Like a Real Person

Your VA's cold call script shouldn't sound like a bad robocall.

We found success switching to permission-based intros, like:

That small tweak improved pickup and conversation quality.

3. Build Confidence in Your Numbers (Especially Rehab Estimates)

At this stage, overpaying even $5–10K because of a bad rehab assumption kills your margins.

Rough pricing we use:

• $25/sqft = light
• $45/sqft = medium
• $70+/sqft = full gut

If you want a simple rehab calculator we use internally to estimate this quickly, drop a comment and I’ll send it over 👇

4. Tighten Your Follow-Up Cadence

The #1 reason we see deal flow stall after a few wins?

Follow-up inconsistency.

We use a lightweight cadence (7-day, 14-day, 30-day) that the VA follows without needing reminders.

You don’t need a fancy CRM—just a system that tells you what to do next.

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Simply put, if you’re serious about making this business sustainable, the next deal isn’t about working harder—it’s about removing chaos.

Let me know if you want the Rehab Calculator—we’re happy to share the one we use internally.