Everything you need to get Parcel CRM set up and working leads from day one.
Your complete platform for land acquisitions — from first contact to closed deal.
Parcel CRM is built specifically for land investors. It tracks your seller leads, buyer criteria, all communications (calls, SMS, email, voicemail drops, direct mail), and the full deal pipeline through e-signed agreements and title closing — all in one place.
This guide walks you through setup in the order things need to happen. Follow it top-to-bottom on your first session and you'll be ready to work leads within the hour.
Admin only: Account setup and integrations require an Admin role. If you're joining an existing org as an agent, jump to Your First Seller Lead.
Configure your organization before inviting anyone else.
In Settings, scroll to Team Members. Enter an email address and choose a role, then click Invite. The user receives an email with a sign-in link — no password required.
| Role | What they can do |
|---|---|
| Admin | Full access — settings, integrations, all records, billing, team management |
| Agent | Work leads assigned to them, log activity, send communications |
| Read Only | View records and activity — no edits, no communications |
Tip: Set up integrations before inviting agents. Communications features won't work until Twilio and SendGrid are configured.
All integrations are configured in Settings. None of them work until you enter your credentials — features that depend on an unconfigured integration will show an error directing you here.
Do this first: Integrations are per-organization. Credentials are stored securely in your org's Firestore document — never in browser code or shared publicly. All API calls go through Parcel CRM's backend (Cloud Functions), not directly from the browser.
Find your credentials at console.twilio.com. The From Number is your Twilio-purchased phone number. Agent Number is the phone that rings when click-to-call is used. The voicemail script is read aloud by the automated drop.
Create an API key at app.sendgrid.com with full Mail Send permissions. The From Email must be a verified sender or domain-authenticated address in your SendGrid account.
Get your API key from dashboard.lob.com. The From Address is the return address printed on every piece of mail you send.
Find your API key in app.pandadoc.com → Settings → Integrations → API. After saving, create at least one agreement template in Settings → Agreement Templates before you can send documents for signature.
Get your API key from app.batchdata.com. Once configured, a "Skip Trace" button appears on seller records, allowing you to look up owner contact information by address.
Select your county from the preset list if available. Otherwise enter your county's ArcGIS feature service URL and the field name used for APN. The field mapping lets you match county-specific column names to Parcel CRM fields. Use the Test Lookup button to verify before saving.
Tip: Each integration shows a Connected or Not configured badge at the top of its settings card. Aim for all green before going live.
Seller leads are the core of Parcel CRM. Each record holds all property data, contact info, and the complete history of your outreach.
If you have a spreadsheet of leads, use Sellers → Import instead of adding one by one. See Importing Leads below for the full walkthrough.
Every interaction with a seller is logged in the Activity Log. The status pipeline tracks where each deal stands.
Update the status as the deal progresses. The Sellers list can be filtered by status so your pipeline is always visible.
Open a seller record and scroll to Activity Log. Every call, SMS, email, mail piece, and note is logged here automatically when you use the communication tools. You can also add manual entries for in-person conversations or other interactions.
Each entry captures: date, time, method, result, notes, and which agent logged it. The log is capped at 500 entries per record.
Tip: Set the lead status at the same time you log an activity. If a call turns into a negotiation, update the status before closing the modal.
All outreach tools are on the seller record. Each one logs automatically to the Activity Log.
Click Call on a seller record. Parcel CRM initiates a call from your Twilio number — your agent phone (configured in Settings) rings first, then connects to the seller when you answer. The call is logged automatically. Requires Twilio configured with an Agent Number.
Click SMS to open the SMS thread for that seller. Type a message and send — it goes out from your Twilio number and the conversation thread updates in real time. Replies come in automatically. Requires Twilio configured.
Click Email to compose and send directly from the record. The email goes out via SendGrid using your configured From address. Subject and body are saved to the activity log entry. Requires SendGrid configured.
Click VM Drop to send a pre-recorded voicemail without ringing the seller's phone. The message is the Voicemail Script you entered in Twilio settings. Useful for high-volume outreach. Requires Twilio configured with a Voicemail Script.
Click Mail to send a physical letter or postcard. The mailing address auto-populates from the seller record. Select a template, preview, and send. Lob prints and mails it within 1–3 business days. Logged automatically. Requires Lob configured.
Costs: Each communication method uses your own account and incurs charges from the respective service (Twilio, SendGrid, Lob). Parcel CRM does not mark these up — you pay providers directly.
Track active buyers and their acquisition criteria so you can match deals as they come in.
Each buyer can have multiple target areas. The mini-map on the buyer record lets you draw or select geographic areas they're interested in. Areas are stored alongside buy box criteria for matching.
When you have a seller under contract, check your buyer list for matching criteria. Filter by state, county, acreage, and price to find buyers likely to be interested, then reach out directly through the buyer's contact info.
Once a seller agrees to terms, move the deal through contract and closing.
Before you can send a document for signature, create at least one template in Settings → Agreement Templates. Templates support plain text or HTML. Use merge fields (seller name, property address, price) that auto-populate when the document is generated.
Once the agreement is signed, update the seller status to Under Contract. Use the Title Tracking fields on the record to log the title company, escrow officer, open date, and expected close date. Update to Closed when the deal funds.
The dashboard gives you a live view of your pipeline and team activity.
The dashboard shows configurable tiles for: total leads, leads by status, activity volume, calls per agent, SMS volume, deals under contract, and recent closes. Each user can customize which tiles they see via the gear icon on the dashboard.
Admins can set org-wide default tile visibility in Settings → Dashboard.
Go to Reports in the sidebar for a full breakdown by agent: call count, average call duration, SMS volume, email volume, and outcome distribution. Filter by date range. Useful for weekly team reviews.
Tip: Activity entries logged via the communication tools automatically include the agent who sent them, so reporting is accurate without agents manually attributing their work.
Bring in a list of seller leads from a spreadsheet or migrate from another CRM.
When the auto-mapper can't confidently match a column (confidence below 75%), it calls an AI model to interpret the header and suggest the correct field. Columns resolved this way are marked with a 🤖 badge in the mapping stage.
Always review 🤖-marked columns before proceeding — AI suggestions are usually correct but not guaranteed. If a mapping is wrong, change it using the dropdown. Your correction is immediately fed back into the system with full confidence, so the same column header will be resolved correctly for your org — and every other org — from that point forward.
When you accept an AI-resolved mapping without changing it (by clicking Next: Preview), that acceptance is also recorded. Over time, as more users confirm or correct AI resolutions, the system relies less on live AI calls and more on its accumulated knowledge — reducing both cost and wait time.
If you're switching from another CRM (REsimpli, FreedomSoft, Podio, etc.), the importer will detect your source CRM from the column signature and pre-load the appropriate field mapping template. Export your data from the source CRM, then follow the CSV import steps above.
Large files: Files over 500 records are processed server-side. You'll see a progress indicator and receive an in-app notification when the import completes.
The importer deduplicates on APN first, then name + address. Records that match an existing lead are skipped by default. Use Incremental Sync mode to add only net-new records from a re-exported file.
Support is built into the app — you don't need to leave to get answers.
Click the Support button (bottom of the sidebar) to open the Claude-powered support chat. Ask anything about how the app works, what a field means, or how to accomplish a specific workflow. The assistant has full knowledge of Parcel CRM's features.
Go to Tools → Data Integrity Tests to run 11 automated checks on your data. These catch common issues like orphaned records, activity cap violations, and sync inconsistencies. Run this after any large import.
Founding Members receive priority support. Reach us at [email protected]. Include your org name and a description of the issue.
Founding Member perk: As a beta user, your feedback directly shapes the roadmap. If something doesn't work the way you expect, that's something we want to know about.