First to market on 200 probates a month in Minnesota
From zero real estate sales experience to a first to market probate system built solo: 83 records and a hot lead in month one.
About
Cecilia Sirovina left the company she worked with in California to start her own wholesaling operation as a one-person team. She wholesales to feed a rental portfolio she already runs in Minnesota, two short-term rentals bought off the MLS.
Operating market
She markets in Minnesota, the state she knows and bought in, while living in California. Her probate pulls cover three counties, all filed through one Minnesota court website.
Favorite features
The Challenge
Cecilia moved to California and spent years working with an investment group there, trying to crack one of the most competitive markets in the country. When she broke off to start her own company, she had no real estate sales experience and no pipeline. She had watched California operators overpay for marketing, burn budgets on PPC and cold callers, and feed every returned dollar into next month's overhead. She did not want that model.
Shiny object syndrome was the other fight. Foreclosures tempted her, but Minnesota is a non-judicial state where notices post six weeks before sale and pulling them from newspapers is tedious. She even paid $97 for a PropStream trial she forgot to cancel, downloaded the foreclosure and tax data, and never uploaded it. "I wanted to do it all because it didn't feel fast enough," she says. The decision that settled it: one niche, probate, worked wide across three counties until it is mastered.
What They Built
Pulling probate filings the day they hit the courthouse
Cecilia figured out how to pull probate filings from her counties daily, case number by case number, through the Minnesota court website. The filings carry the petitioner's address and sometimes a phone number, which feeds skip tracing with correct numbers.
Last week, I finally figured out how to pull the probate filings in my market daily.
Killing the copy-paste with a Google Form
The bootcamp spreadsheet needs address, city, and state split into separate columns before upload. Instead of copying and pasting every record, she built a Google Form that drops each filing into the spreadsheet already formatted for her DataSift account.
Running the sequence: call, text, voicemail, then mail
Her April pull produced 83 records, and 54 of the petitioners were absentee owners. Mail goes to the absentees first to keep costs down, while everyone gets calls, texts, and voicemails.
I'm only sending mail to these at first to be cost effective and still call, text, voicemail everyone.
Wiring the phone into the CRM
Kixie integrates with her account, so every call gets a disposition and a recording logged on the record. Her own addition: she uploads the recordings to an AI that summarizes each call into notes.
Before and After
Before DataSift
- Achieved Data Clarity
- Consistent Deal Flow
- Inconsistent Deal Flow
- Poor Marketing Flow
- Little Data Clarity
- Relied On Google Sheets
- Consistent Deal Flow
- Data Clarity / Organization
- Wholesales, Flips And Does Retail
- Strong Marketing Flow
- Didn't Understand Data Management
- Strong Real Estate Agent
- Wanted To Break Into Wholesaling But Didn't Know How
- Healthy Scale
- Data Driven Decisions
- Consistent Deals
- Strong Marketing Flow
- Inconsistent
- Little Data Insight
- Unorganized Bulk Marketing
- Strategic Focus on Niches
- Enhanced Lead Flow and Certainty
- Streamlined Marketing Process
- Efficient Use of Data
- Direct Mail & Deep Prospecting
- Broad, Unfocused Strategy
- Inconsistency in Results
- Dependency on Luck
- Marketing Clarity
- 6 Figure Months
- High Deal Volume
- Strong Marketing Flow
- Proper Data Management
- Weak Marketing Flow
- Poor Data Management
- Lack of Focus
- Manual Efforts
- Successful Scale
- Total Data Clarity
- Clear Marketing Approach
- Large Deal Spreads
- Improper Data Management
- Poor Marketing Method
- Inconsistent Deal Flow
- Strong Marketing Flow
- Clear Data Management
- Clear Data Management
- Successful Scale
- Many ways to close deals
- Large deal spreads
- Poor data management
- Unable to scale properly
- Poor marketing flow
- Smaller Deal Spreads
- Increased Deal Volume
- Platform Utilization
- Realtor Collaboration
- Funding Efforts
- Lots Of Deals
- Data Driven Decisions
- Strong Marketing Flow
- Sales And Marketing Clarity
- Poor Data Management
- Poor Marketing Flow
- Relied On Bulk Marketing
- Lack of Clarity
- Automated Acquisition
- Strong Marketing Flow
- Data Driven Decisions
- Structured Follow-ups
- Increased Lead Generation
- Achieved Sales And Marketing Clarity
- Manual Acquisition Processes
- Ineffective Marketing Flow
- Minimal Lead Insights
- Poor Follow Up Flow
- Inconsistent Lead Generation
- Lacked Sales And Marketing Clarity
After DataSift
- A VA Works Every No-Contact Lead in DataSift
- Daily Follow-Ups Run From the Sift Line Tasks
- Nine Deals Under Contract After the Stacked Niche Switch
- Cold Callers Sent KPIs by Hand Outside the System
- Expensive PPC Spend With No Return
- Follow-Up Leads Vanished Into an Abyss in the Old CRM
- 60,000 Records a Quarter Feeding His Bulk Callers
- Four Contracts Signed in 10 Days
- Three Deals a Week, Two Weeks Running
- First Direct to Seller Push in 30 Years of Business
- A $10,000 Mail Campaign That Produced Nothing
- 15 Years Buying Only From the MLS and Wholesalers
- New lender agreed 12 days after the first collapsed
- $105,696 net profit after closing costs
- Nine properties contracted at $360K, sold at $450K
- Hard money lenders would not lend on rural portfolios
- Local title companies refused assignments and passthroughs
- Seller would only sell one house, priced far over appraisal
- Still Runs on a $500 Monthly Budget
- An $85K Deal Off a 50-Name Stacked List
- 13 Contracts in Six Weeks From 250 Prospects
- About $40K Spread Across Six Months, Still Behind
- Five Contracts in a Row Fell Through
- Shotgun Lists Across Too Many Zip Codes
- One Contract Per 25-35 Leads, Half the Typical Ratio
- Each Caller Brings 16-18 Leads a Week
- 50,000 Free County Records Called on a Four-Month Cycle
- Two Partners Dialing Everything Themselves From 2017 to 2019
- VA Cleaned Every County Download by Hand in Excel
- Another Blanket ListSource Pull Whenever the Pipeline Ran Dry
- Same county-data system expanding into Texas and Miami
- $800K in revenue from six or seven deep-research deals
- About 20 people across data, calling, research, and sales
- PropStream tax delinquent lists arrived after owners had already paid
- Two years hunting a golden list that did not exist
- Bandit signs at intersections, cold calling all day from a coffee shop
- Four deals closed faster than his first three
- 8,200 dials and 25 leads in one November
- Four VAs running one calling and texting protocol
- Generic YouTube advice with no sequence to follow
- Back at a sales job four months after going full time
- Spent $35,000 on marketing with zero return
- About 35 Leads Per Deal Across 347 Total Leads
- $253K In Cash And Equity From One Package Deal
- 40 Properties Wholesaled In Under Four Months
- 12-Hour Days And A 45-Minute Commute
- No Deals Found Through Realtors, MLS, Or Craigslist
- Cold Calling From A Printed Spreadsheet In The Parking Lot
- Pulls Nearly All His Data Straight From the County
- Runs Jacksonville Virtually on $1,000 a Month
- Locked a Contract Four Days After His January Restart
- Scattered Across SMS, Facebook Ads, and a Website
- Partner's $2 an Hour Caller Hit a 1% Contact Rate
- Called Lists Three Times Then Trashed Them
- 50,000 sqft warehouses in negotiation, one to two leads daily
- $59,000 spread on his first big wholesale deal
- Every eviction filed in New Jersey, worked daily
- Old CRM buried callers in highlight and right-click drama
- Phenomenal months, then crickets for months
- Overnight pharmacy shifts, 84 hours in a single week
- Knows the playbook works and is replicating it
- First off-market contract four months after starting
- $250,000 assignment fee on deal one
- Weak cash position after funding ground-up projects
- Questioned whether real estate money was even real
- Two years spending on development deals, not making much back
- $40,000 month tracking with fixed costs
- Five first to market deals since April
- Probate filings pulled daily in multiple counties
- Two mail campaigns, response rates he did not like
- Costs fluctuated month to month with list spend
- Custom Podio build, broad absentee and vacant lists
- Owner buried beside her son after two years unclaimed
- Runs every heir search solo now
- Five heirs found, contacted, and signed across Texas
- Needed a specialist for her first deep heir search
- Paper records only, fathers listed by initials
- Probate leads dead-ended with no findable heirs
- Every No Recycled On A Two-Year Rehash Cycle
- Three VAs Clean Data Before A Single Dial
- Three First To Market Niche Filters Worked Daily
- Loose Onboarding And Under-Corrected Bad Hires
- Team Swung From Large To Small To Solo
- Broad Marketing Across Every Niche At Once
- Mornings and evenings back with his family
- 8 person crew handles whole projects in sets of two
- 40+ properties across three portfolios in about six months
- Afraid to take on payroll and a crew
- The bottleneck on his own projects
- Software job eight to five, real estate five to midnight
- 55% Answer Rate On One-By-One Click To Call
- Free County Data Replaced Every Paid List
- $45K Fee Closed One Week After The Callback
- Podio, Slack, And Multiple VAs, No Traction
- 30,000-Record Lists Dialed Two Or Three Times Through
- At Least $40K Wasted On Lists And VAs
- Four Marketing Attempts on a Couple of Lists
- A Three-Person Team at About $1,800 Cost Per Contract
- Almost Two Years Nomadic Across Asia, Europe, and the Middle East
- Behind a Jacksonville Desk 95 Percent of the Time
What changed
Cecilia figured out how to pull probate filings from her counties daily, case numbers included, straight from the Minnesota court website. A Google Form she built formats each record for upload into DataSift, so she skips the copy and paste. She calls, texts, and leaves voicemail for every petitioner, and mails the absentee ones first to stay cost effective.
Of her first 83 April records, 54 petitioners were absentee. The full month came to about 200 probate filings across the state. Day one of calling produced one hot lead and tons of correct numbers, with call-ins now coming off the mail.
A lot of people track their leads in their CRM, but they're not tracking the data side of things and how to really squeeze the deals out of the records that you've already purchased.
The Results
The April numbers: 83 probate records pulled, 54 of them absentee petitioners, so roughly two of every three records got a cost-effective mail piece on top of the calls. Her first day of calling produced a hot lead and a stack of correct numbers. Direct mail is now generating inbound calls, and the statewide April probate count came to about 200 records.
The contrast is the before and after. A year ago she was inside someone else's operation in California with nothing of her own. Now a one-person company runs a daily pull, mail, and call flow with a rehash backlog compounding behind it. No deal had closed on camera yet, and she says so. Her plan for the first assignment fee is already set: reinvest it into her first hire for data pulling or outreach.
If they can do it, I can do it.
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