Legal Note: This is a tutorial on how to use software, you have sole responsibility and liability for the content and transmission of your messages and communications.
Cold calling is one of those things every commercial real estate agent knows they should do—but few actually enjoy. Between tracking numbers, leaving endless voicemails, and juggling follow-ups, it’s easy to burn out before lunch.
The good news? You can now automate most of the grunt work while still keeping things personal. Here’s how to use a few powerful tools—Drop.co, Drop Cowboy, CallFire, Close.com, and MyPhoner—to make your cold calling faster, easier, and more effective.
1. Drop.co: Hands-Free Voicemail Drops
Drop.co lets you send pre-recorded voicemail messages straight to someone’s phone without it ever ringing.
How it works:
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Record your message once (like, “Hey, this is Brandy from Calico CRE. I just wanted to touch base about your property on Main Street.”)
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Upload your contact list.
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Drop.co delivers it automatically to hundreds—or even thousands—of contacts.
Pro tip: Use it after pulling your list from Reonomy or ProspectNow to quickly touch base with property owners. Then follow up personally with anyone who calls back.
2. Drop Cowboy: Ringless Voicemails + Text Blasts
Drop Cowboy is similar to Drop.co but adds text messaging automation. This is great for reaching people who don’t check voicemail but always read their texts.
How it works:
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Upload your contacts.
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Record a quick voicemail or write a short text.
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Schedule your drops or texts to go out at specific times.
Pro tip: Use Drop Cowboy to send quick check-ins like, “Hi, this is Brandy with CREWebsiteDesign—just wanted to see if you’re still considering selling your retail center.” It feels personal without being spammy.
3. CallFire: Bulk Calling, Texting, and Tracking
CallFire is one of the most popular tools for mass calling campaigns. You can upload lists, create scripts, and even use auto-dialers to call through hundreds of leads a day.
How it works:
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Upload your call list and record a message or script.
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Use their auto-dialer to power through calls faster.
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Track call results—answered, voicemail, or wrong number.
Pro tip: Use CallFire to test different messages. See what gets the most callbacks, then focus your energy there.
4. Close.com: CRM + Power Dialer
Close.com combines your calling, texting, and email outreach into one easy-to-use dashboard. Think of it as your command center for follow-up.
How it works:
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Import your lead lists from ProspectNow or Reonomy.
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Use the built-in power dialer to call through your leads automatically.
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Add notes and follow-up reminders after each call.
Pro tip: Close.com automatically logs all your communication—so you can see which messages worked and which ones didn’t. No more sticky notes or forgotten callbacks.
5. MyPhoner: Keep Your Call List Organized
If your lead list lives on a spreadsheet, MyPhoner will be your new best friend. It’s built to simplify cold call tracking for individuals or small teams.
How it works:
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Upload your CSV list of leads.
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Set call status (e.g., “left voicemail,” “interested,” “follow-up”).
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Rotate leads between team members so no one calls the same person twice.
Pro tip: Use MyPhoner with a virtual assistant or teammate to divide and conquer your call list—without stepping on each other’s toes.
Putting It All Together
Here’s the flow that works best for busy agents:
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Put your opt-in leads into an Excel spreadsheet.
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Send a voicemail drop with Drop.co or Drop Cowboy.
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Follow up with calls through CallFire or Close.com.
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Track and manage responses in MyPhoner or Close.
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Automate follow-ups and repeat.
You’ll still be doing outreach—but now the boring, repetitive stuff happens automatically in the background.
Final Tip: Automation Doesn’t Mean “Hands Off”
Automation is about saving time, not losing touch. The best agents still sound real, personal, and helpful. Record messages that sound like you, not a robot. Follow up fast when someone responds. That’s how you turn automation into actual appointments.
Get a Website Designed for Lead Gen
If you want my help in creating a great website to capture those new leads, check out the website designs.
Anyone can build a website.
Anyone can put buttons on a website and call it “lead generating”.
I’m the only one that provides Free Resources giving you strategies like these to drive traffic to your website, setup automated lead collection, and keep in touch with automated welcome sequences to turn visitors into sales.
If you don’t have a sales funnel, you won’t get long lasting results, period.
If you’re nodding along, let’s get started! Schedule a call or zoom.
I’m out to take the “broke” out of commercial real estate brokerage.
I want to start with you.
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