✕
14 October 2026From Dineth and Phil

You've got the leads.
Let's get them signing.

Jase, Tamara, Tiana, and Simon when you get him in the room. Thanks for last Thursday. You were dead honest with us about where things are at, so here's our honest go back at it.

You've built a great business. 325 purchases, $60 million bought before it hit the internet, 140 five star reviews, the agents on the Coast sending you their frustrated buyers. None of that has gone anywhere. The market has moved and the process hasn't yet. This next stretch is about shedding what worked in the old market, learning fast, tweaking, and pushing through into the new one. Two weeks of us under the bonnet, then ninety days of doing it, with most of what you pay us tied to clients signing.

01What we heard

Where you're at, in your numbers

First the baseline, because it matters. Then what's changed this year. Two of the numbers are your rough guesses from our call, marked, and getting the real ones out of GHL is the first thing we'd do.

325property purchases
$60M+bought pre or off market
32 daysaverage to purchase
140+five star Google reviews
50+ yrscombined experience
Purchases
1 a week→1 every 6 weeks
Down about 83%
Leads that sign
1 in 4→0 in 30
25% to 0%. You said 10% would do
Discovery calls held*
4 booked→1 held
3 in 4 didn't happen
Website enquiries a month*
4 to 6→0
Down 100%. Referrals the same

* Your rough guesses from our call. We confirm them from GHL and your inbox at kick off.

The sixty from Magic of Marketing, two months inWhere they went
60 leads Real people, real enquiries 30 can actually buy Half fall out at triage. Normal. Booked a discovery call "Most of them." Number to confirm from GHL Turned up: about 1 in 4 Your guess. The no-show leak Signed: 0 "Sounds great, when we're ready" ▼ 50% ▼ ? ▼ ~75% ▼ 100%

If those two middle numbers hold, the biggest single leak isn't the pitch. It's that three in four good buyers never hear it.

Same process that did one in four

Text, call, book the DC, send the pack, follow up in 48 hours. That worked when buyers were in a hurry. Nobody's in a hurry now and the process hasn't changed to match.

We haven't been able to identify where it's breaking down, other than the market.You, 8 October

Half the couple on the call, no deal

You already know this one. One partner on the DC, "sounds great", then two days later "she wasn't as keen". Every time.

We don't have any success when we do a one-legged presentation.You, 8 October

GHL is paid for and barely used

The sequences fought your process so you switched some off. Nobody trained you on it. Totally normal. We hear this from half the BAs we talk to.

What I'm hearing today is that we are totally under-utilising it.You, 8 October

02Where it leaks

One lead, six steps.
Where it goes now, and where it goes with this plan.

A couple in Melbourne click your ad on a Tuesday night. Same six steps either way. Three of them leak today. We've kept the how for discovery, this is the what.

1
The lead landsTuesday, 9:40pm
Sits in GHL until someone sees it. Could be the next morning.
They hear back inside minutes, in your words, with a link to book.
2
First call and bookingNext morning
DC booked days out, one name on it. Lots cancel on the day.Leak: the no-shows
Both partners on the booking, and reminders that give them a reason to turn up.
3
The discovery callThursday, 2pm
A good conversation, notes in someone's head. Half the time it's one partner.Leak: the one-legged DC
Recorded, both partners on, and you already know them before you dial.
4
The follow upThe hour after
Same pack to everyone, hours later. Looks like every other buyers agent's email.Leak: nothing about them
A follow up that's about them, with the numbers that matter to them, while they're still warm.
5
The chaseDays 2 to 21
One call at 48 hours. "We'll call you when we're ready." Then nothing.
Three more touches, each with a reason to reply. Drafted for you, sent by you, stops when they answer.
6
The "next year" peopleMonth two on
Sit in GHL with the other thirty. Nobody owns them.
Owned, kept warm once a month, and the first to hear about a matching off market.
Same lead. Same team. Signed.

None of this is new tech. It's the process you already run, with the waiting taken out and a reason to act put in at every step. What goes in each message, who sends it and when, is what discovery works out.

03No silver bullet

Three pillars. Everything we do sits under one of them.

0 in 30good leads signed

There's no switch that fixes this. The process was built for a market where the buyer had the urgency. Now the urgency has to come from you, and it has to be built into the process so nobody has to remember to do it. Three pillars, and every idea on this page belongs to one of them.

1

The thirty

Thirty good people who liked you and said "next year". Nobody owns them right now, and they're the cheapest clients you'll ever sign. Split them into waiting and need-to-sell-first. The waiting pile gets a short, honest note from Jase once a month, no pitch. Every one of them gets a matching off market the minute one lands, and you've got 350 of those. That's urgency nobody else on the Coast can make.

2

The follow up

A recorder on the first call and the DC for a couple of weeks, and we listen back together as a team to find the moment the buyer goes quiet. It's a process thing, not a people thing. Then no more one-legged DCs, a follow up that's about them inside ten minutes with time saved and money saved up top, and three more touches over three weeks that each give them a reason to reply.

3

What they see

Your reviews already say it: found in a week after three months alone, seven off markets in the first week, well under valuation. Almost none of that is on the homepage, and there's no button to book a call. Keep your voice, "property and lifestyle matchmakers", "what we know, who we know", and put the results up top with a way to book. And Instagram: your feed has drifted from the polished walk-throughs and team stories that used to carry it, to mostly quick to-camera updates from the car. The polished stuff is still the stuff that gets saved. Bring it back, fast, same volume, Jase and Tiana out front.

04The plan

Two weeks under the bonnet. Then ninety days. Monday stays until you say otherwise.

We can't tell you who should send what, or where the real bottleneck is, from one Zoom call. Nobody can. So whichever option you pick, the first two weeks are discovery, and the plan gets written from what we find, not from what we guess.

  1. DiscoveryWeeks 1 and 2, from Melbourne

    A recorder on the first calls and the DCs. The sixty leads out of GHL so we have real numbers, not guesses. Half an hour with each of you on what you actually do in a day, where it piles up, who owns what. Monday and GHL, screen share, line by line. Your Magic of Marketing catch up, with us in it. End of week two you get one page: your process drawn as it really runs, every leak marked, who's carrying what, and the first three things to change.

  2. Quick winsWeeks 2 to 4

    The thirty get their first note. Booking link live. No more one-legged DCs. The ten minute follow up and the three week chase, switched on. These don't wait for the big decision.

  3. Check the fitWeek 3

    If discovery says PropVault isn't the right home for this, we'll tell you, and we'll quote the "work inside Monday and GHL" route separately. We'd rather lose the platform than push it where it doesn't fit.

  4. Run itWeeks 4 to 12

    Phil with you every fortnight on the numbers and what to change next. Website top section and Instagram in there too, once the follow up is humming.

  5. Look at the numbers, then decideDay 90

    Five numbers against where you started. If they moved, we talk about what's next. If they didn't, you keep everything we built and we're still mates.

05Ideas

Seven ideas, by pillar.

Tell us in the group which of these feel right. We'd rather build the three you're fired up about than the seven we think are clever.

Pillar 1 · The thirty

Go back to the thirty

The "next year" people get a note from Jase once a month and an off market when one matches. Two or three signings off this list is your best quarter since March.

Pillar 2 · The follow up

Record the calls, listen back together

A recorder on the first call and the DC for two weeks. We go through five of them with you and find the moment the buyer goes quiet. Process, not people.

Pillar 2 · The follow up

A follow up that's actually about them, in ten minutes

From the recorded call we draft it. Their suburbs, what you bought nearby, hours and dollars saved, agreement attached. One of you changes a line and sends.

Pillar 2 · The follow up

No more one-legged DCs

Booking asks who's buying. Two names, two invites, a reminder video. If one shows, the second call is booked before they hang up.

Pillar 3 · What they see

Your results at the top of the homepage, and a button to book

"The Sunshine Coast's property and lifestyle matchmakers. 32 days, not six months. $60 million bought before it listed. 140 five star reviews." Your words, your style, then a button. The rest of the site stays as it is.

Pillar 3 · What they see

Instagram, back to the good stuff

Same posting volume. The walk-throughs and team stories that used to carry the feed, Jase and Tiana out front, one purchase story a week with the numbers. Simon's advice page linked from the site so his crowd finds Coast.

Discovery

Two days in your office

Only if discovery says we need it. We'd be there for one thing: to see the leads land and the calls happen in real time, and to sit with Simon face to face. You'd cover flights and a night or two. If the remote stuff is working, we don't need to come.

06The scoreboard

Five numbers, every Monday, no opinions

This is all we'll report on. The "now" column gets filled in properly in discovery. The targets are a punt from a 90 minute call and get reset at the same time.

NumberNowDay 90Why it matters
DCs held out of DCs bookedYour guess, about 1 in 4 From GHL3 in 4Nothing converts if the call doesn't happen
Both partners on the callRareMostYour words. One-legged calls never sign
Minutes from call end to follow up sentHours, sometimes a day From sent itemsUnder 15They're most impressed in the hour after the call
Signings from the thirty02 to 3Cheapest clients you'll ever win
Lead to signed, all sources0 in 301 in 10Your own number for "that'd be enough"

07The offer

PropVault takes over. We help you run it.

One path, not a menu. You asked us in August how PropVault sits with Monday. Here's the straight answer, including the bit that isn't ready, and what it costs.

What moves, and what doesn't

Moves. Monday and the follow up side of GHL come into PropVault. Leads, follow up, client board, agreements, the client's own view, dates and the Monday morning numbers, in one login. Our engineers do the migration and the set up. You don't lift a finger on the move, and we run it with you for the ninety days.

Doesn't move. The ads and the landing page. That's Magic of Marketing's job and they're good at it. The lead still comes in through them, it just lands with us.

Day 90. You tell us if it stays. If not, Monday's exactly where you left it. You'd be the first agency we do this with, in a market that's actually testing it, and we'd build the missing bits with you in the room.

If PropVault turns out not to be the answer

Discovery might show that the right fix is to leave your tools alone and work inside Monday and GHL by hand. If so, we'll say it in week two, and we'll quote that separately. It's more hands-on for everyone, so it costs more per month, and we're not putting it beside this as a menu item because we don't want you choosing on price. You should choose on fit, and discovery is what tells us the fit.

Two things we'd park for now and maybe look at later: helping the sell-first half of the thirty with their sale, only if it doesn't mess with your agent relationships, and swapping buyers between Coast and D36 when someone's moving between Melbourne and the Coast. Neither is ready. Both are worth a chat over a beer.

08How you pay us

Half price to start. The rest only when a client signs.

Ninety days, starting with two weeks of discovery. The platform and onboarding are half price and paid up front. The rest only when a client signs, with no cap. All ex GST.

The offer

PropVault takes over. We help you run it.

PropVault, six seats, three monthsNormally $690 a month. Half price at $345 a month, all three months paid up front. Then $690 a month if you keep it$1,035
Onboarding, migration and set upNormally $2,000. Half price$1,000
Each client that signs through thisIn the ninety days. No cap$1,500
Paid up front, before we startPlatform for three months plus onboarding$2,035

What you're not paying: $1,035 off the platform and $1,000 off onboarding. $2,035 we'd normally charge, carried by the success fee instead. In August we quoted $690 a month plus $2,000 to set up. This is the same thing, half price, with the rest riding on results.

Discovery, the migration, the sequences, Phil every fortnight on the numbers and what to change next, and day 90 you decide if it stays.

What one signing is worth against this

Move these to your numbers. We've guessed your fee. You'll know it.

Fees coming in
To us, all in

Signings and fees are yours to set. This only tells you what the maths looks like if the plan does what we think it will. It's a forecast, not a promise, and not financial advice.

A partnershipPaid up front, committed both ways

This is a partnership and it's pretty blue sky for both of us, so we both commit up front. You commit to the three months and onboarding, $2,035, paid before we start. We commit our time, and put most of what we earn on clients actually signing. If discovery says PropVault isn't the fit, we tell you and quote the other route. If it doesn't work, you're out $2,035 and you keep the discovery page, the booking page, the follow ups and the sequences. Monday's where you left it.

09What we need, and straight answers

Six things from you. Most take ten minutes.

What we need for discovery

The sixty leads as a list, a GHL export is fine. A recorder on the next five first calls and DCs, Fathom is free and takes two minutes. The follow up you send after a DC, exactly as the client gets it. Half an hour each with Jase, Tamara, Tiana and whoever runs the calls. Logins to GHL and Monday, and a seat in your next Magic of Marketing catch up. And twenty minutes with Simon. He should hear this from us, not second hand.

Straight answers

We're not a marketing agency. Magic of Marketing keep the ads. We work on what happens after the lead lands, and we'll sit in their meeting with you so nobody's pulling in different directions.

There's no silver bullet, and nobody's on trial. Not the team, not the process, not Monday. The calls are just where we'll learn the most, and we go through them with you, not about you.

We don't need to come up to start. Discovery works from Melbourne. If it says we need to see it in person, we'll say why and what you'd get out of it before anyone books a flight. Happy to sign an NDA before anything moves.

10Next steps

Where to from here

  1. Tell us what feels right, in the group

    Today or tomorrow. Each of you separately beats one answer for all of you

  2. Twenty minutes with Simon, this week

    Jase picks the time. We bring the funnel, the offer, and nothing else

  3. Half an hour, all of us, next week

    Both time zones on the invite this time, promise. We go through what landed, change what didn't, and if it's a yes, discovery starts the Monday after

You're good at buying houses. The results say so. The market's blocking you, not your work. Say yes to two weeks of looking and we'll find out where.

Dineth Ekanayake0404 901 345dineth@propvault.com.auPhil Savannah
FromDineth Ekanayake and Phil Savannah, PropVault, 14 October 2026. For Jase Jobson, Tamara Parker, Tiana Barnett and Simon Thomas, Coast Property Buyers
Built fromOur calls on 14 August and 8 October, your WhatsApp messages on 7 October, and a proper look at your website, Instagram, reviews and seven other Sunshine Coast agencies on 8 October
NumbersBaseline figures are from your website. Lead, call and purchase figures are yours from our call on 8 October. Two are your rough guesses and are marked. Targets are our best guess and get reset in discovery. General information, not financial advice