Probate Real Estate CRM on Salesforce: How Tenetizer Built It

Probate real estate is very different from traditional real estate. It involves heirs, executors, attorneys, court deadlines, and a significant amount of documentation — and managing all of that manually is time-consuming and error-prone.

We built a Probate Real Estate CRM on Salesforce to bring all of it into one place: managing cases efficiently, collaborating with every stakeholder, automating follow-ups, and making sure nothing important slips past a deadline. We recently walked through the whole system on video — here’s what’s inside it, feature by feature.

Contacts, Outreach, and Drip Automation

Every seller, buyer, and agent gets its own Person Account record type. A streamlined widget selects the right drip template, sets status to “Started,” and auto-enrolls the contact via Campaign Membership — so outreach starts the moment a record is created.

From there, drip campaigns run hands-free: scheduled SMS (through Aircall, SmrtPhone, or any CTI) and email sequences auto-advance on their own, instantly pause and flip to “Reply Received” the moment someone responds, and resume without ever double-sending. A full sequence can be set up and scheduled in just a few clicks.

From Lead to Verified Property

The “New Property” list view button opens a modal that creates the Opportunity in one step, auto-matches and links Person Accounts by email or phone, and auto-generates a record linking the owner to the property.

Built-in skip tracing integrates directly with the tools teams already use, creating a record under the Opportunity and triggering enrichment automatically after every CTI call. One-click “Private Investigation” and “Attorney Request” buttons spin up instant Cases, notify the right record owner, and log trace results — including confirmed-deceased status and supporting links — straight to the Opportunity.

Heir Management and Ownership

This is the core of what makes probate different, and where the CRM does the most work. A custom component shows every heir’s contact info, equity, and cost in a tile UI, with inline creation, a strict rule that keeps total ownership at exactly 100%, and a live acquired-vs-outstanding equity doughnut chart.

Two classifications keep the deal structure explicit instead of buried in notes:

Relationship Type

• Relative — a family member connected to the deceased with a personal tie to the family, but no legal claim or ownership stake in the property.
• Heir — an individual legally entitled, by law or by will, to inherit the deceased’s property, assets, and equity.

Acquisition Type

• Joint Venture — investor and heir combine resources, capital, or expertise and split the profits when the property sells.
• Buyout — the investor buys the property, or an heir’s specific share of the estate, for a lump sum of cash.
• Bring to Market Together — investor and heir renovate, list, and market the property together to maximize the final sale price.

Ownership percentage, heir count, prepayments, and costs all roll up from every Relative to the Opportunity in real time, with no triggers required.

Contracts, E-Signature, and the Equity Flow

Custom JV or purchase contracts go out per heir, with pronoun selection built in, through DocuSign, PandaDoc, EchoSign, or any similar integration. A dedicated contracts workspace supports embedded editing, previewing, and real-time term changes or re-sends, and every signed document can be pulled as a one-click Google Drive ZIP.

The moment a contract completes, status updates automatically, the equity dashboard’s performance flow chart refreshes in real time, and a Google Drive folder is provisioned for that heir — all without manual work.

Communication and AI

A unified Communication Timeline tracks every historic multi-channel touchpoint with a client — calls, texts, and emails — in one workspace.

On top of that sits AI call recording analysis: Aircall audio downloads automatically, OpenAI generates the transcription, and Claude AI answers deal questions instantly — pricing notes, terms discussed, commitments made — with a multi-call global context mode for the full picture across every conversation.

Email is automated end to end too: outbound emails track as “Request Sent,” inbound replies route by subject-line case number, update status to “Response Received,” and log automatically to Case Chatter.

Financials and Tasks

Interest on outstanding balances is calculated automatically, and paid financial obligations auto-create their matching expenses. Purchase price, closing costs, acquisition cost, and profit all roll up automatically — no manual reconciliation.

A custom component keeps the team moving with high-velocity inline editing, one-click task completion, and instant follow-up task creation.