Four Disconnected Tools, Now One System
Adana Capital — industrial & outdoor-storage acquisitions
Four tools → one system
Manual sourcing, a separate CRM, Instantly and SimpleTexting now run end to end from a single place
The challenge
Adana Capital sources industrial and outdoor-storage property opportunities, and the work was split across four disconnected tools. Property searches were run and exported by hand. Those leads were then re-entered into a separate CRM. Email outreach was built again from scratch in Instantly, and SMS follow-up in SimpleTexting. Every handover between them was manual, the same contact existed in three places at once, and nothing gave the team a single view of where a deal actually stood.
The solution
fiveagents.io replaced the whole chain with one system. Sourcing, contact records, screening and outreach now run end to end from a single place — no exporting, no re-entering, no reconciling four tools that disagree with each other. Instantly still delivers the email, but it is driven from the same records that sourced the deal instead of being a separate tool someone loads lists into, and SimpleTexting SMS is being brought into the same flow next. Everything between the steps is automated, with one human checkpoint kept deliberately in the middle: the team approves the targets before any outreach goes out.
What we built
- One record, not four — a property is captured once and carries through screening, outreach and replies without being re-entered anywhere.
- Instantly is driven from those same records — nobody logs in to rebuild a list before a send.
- SimpleTexting SMS is being brought into the same flow, so the last separate tool goes too.
- 1PipelineAutomatedMondays
Collect & enrich
Listings pulled in from the sources Adana already subscribes to, matched to owner and broker contacts
- 2PipelineAutomatedTuesdays
Qualify
Every property scored against Adana’s buy-box, with the reasoning written out
- 3Gate 1HumanBefore anything sends
Approve targets
The team marks each one pursue or pass. This step blocks outreach
- 4CampaignsAutomatedMon · Wed · Fri
Outreach
Approved targets flow into Instantly and send on schedule
- 5RepliesAutomated + humanDaily
Handle replies
Replies sync back automatically; the team marks who is interested
One system, start to finish. The only manual step is the approval.
Look inside
Sample data — illustrative of the live system, not real client records.
Everything lands in one place, on its own
New properties and their contacts arrive continuously from the sources the team already trusts — straight into the system that also runs the outreach. Nothing is exported, and nothing is re-entered into a separate CRM.
| Property | City | Asking | Status |
|---|---|---|---|
| 4200 Kirby Industrial Dr | Houston, TX | $3.4M | New |
| 1815 Yard & Storage Rd | Dallas, TX | $2.1M | New |
| 700 Sam Houston Pkwy | Houston, TX | $5.8M | Contact found |
| 92 Acres — Rail Spur | Laredo, TX | $4.6M | Contact found |
Screened against the buy-box before anyone looks
Each opportunity is checked against Adana’s own criteria and flagged pursue or pass, with the reasoning written out. The team reviews a shortlist instead of raw search results.
4200 Kirby Industrial Dr
Houston, TX · 6.2 acres · $3.4M
Fits size, location and yard coverage. Priced under comparable sales nearby.
700 Sam Houston Pkwy
Houston, TX · 11.4 acres · $5.8M
Right size and location, but the asking price is above the target range.
318 Midtown Retail Row
Austin, TX · 0.9 acres · $1.2M
Retail, not industrial. Outside the buy-box on both use and lot size.
Instantly, driven from the same records
Outreach goes out from the same system that sourced the deal — nobody logs into Instantly to rebuild a list before a send. Every open, reply and interested response comes back to the same view, on a Monday, Wednesday and Friday send schedule.
Contacted
148
this month
Opened
61%
90 contacts
Replied
12%
18 replies
Interested
7
in the team’s inbox
End to end is automated — except this
Sourcing, screening and outreach all run on their own. One checkpoint is kept deliberately manual: the team decides which targets are worth pursuing before anything sends. Try it — approve or pass on these three.
0 of 3 decided
4200 Kirby Industrial Dr
Houston, TX · 6.2 acres · $3.4M
Fits size, location and yard coverage. Priced under comparable sales nearby.
1815 Yard & Storage Rd
Dallas, TX · 4.8 acres · $2.1M
Existing outdoor storage use, fully fenced, owner has held it 14 years.
318 Midtown Retail Row
Austin, TX · 0.9 acres · $1.2M
Retail, not industrial. Outside the buy-box on both use and lot size.
Automated end to end — Adana still decides
- Approve the targets — the team reviews the recommended opportunities and decides what to pursue. Nothing is contacted without that sign-off.
- Approve the messaging — set the outreach approach once, and new approved opportunities follow it automatically.
- Own the conversations — the team handles every reply and books the calls. The system never speaks for Adana.
Results
- One system instead of four — manual sourcing, a separate CRM, Instantly and SimpleTexting no longer have to be kept in sync by hand.
- No more re-entering the same lead — a property is captured once and carries through screening and outreach without being copied anywhere.
- One source of truth — the whole team works from a single, always-current view of every deal, instead of four systems that disagree.
- More opportunities, sooner — a wider net cast every day, not only when someone has time to look.
- The team spends its time on deals, not data — evaluating and closing, instead of searching, exporting and uploading.
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