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Your contacts are scattered across your phone, your inbox, your old CRMs, your closing files, and Facebook. Found gets them all in one place: cleaned up and merged, with every past client's closing history and birthday, ready to import into your CRM.

"Your Database is easily worth $100k a year in income. Take really good care of it."

— Rebecca Green

Cleaning up your database is step one to a healthier, more scalable, more profitable business.

"These people have already interacted with you. They're warmer leads than the cold prospects you're paying to attract."

— Rebecca Green

Most agents never pull it all together. Contacts live in a phone, past clients live in an inbox, birthdays live on Facebook, and the closing history lives in a box of files. Found pulls it into one place, with AI doing the digging.

• Master Contacts: your phone, Google, and Outlook contacts in one clean file, with the junk gone.
• Your closings: who you helped, the address, your side, and when it closed.
• Two files ready for your CRM: a Contacts file (one row per person, with email, phone, and birthday) and a Closing History file (one row per closing, so repeat clients keep every deal).
• Three bonuses: merge every platform your contacts live on, find the clients hiding in Facebook and Instagram, and get birthdays into your database.

1. Gather your contacts (Step 1). Your phone, Google, and Outlook contacts in one clean file, sorted: sphere, agents, lenders, escrow and title, vendors.
2. Find your closings (Steps 2–3). Who you helped, the address, your side, and when it closed, checked against a second source.
3. Put the two together (Step 4). Every past client ends up with their deal and how to reach them, on one row.
4. Go further with the bonuses. Merge every other platform your contacts live on, find the clients hiding in your Facebook and Instagram, and get birthdays into your database.
5. Export to your CRM (Step 5). Two files, ready to import, in your CRM's required template if it has one.

• Claude. File creation and connectors work on the free plan. A paid plan is worth it here, because searching years of email hits the free plan's limits fast.
• Your phone. Your phone is usually where your clients' emails and phone numbers actually live. Step 1 shows you how to export them.
• Gmail users: the Gmail connector, turned on.
• Outlook users: the Microsoft 365 connector, turned on. It needs a work account on a Microsoft business plan, so personal @outlook.com, @hotmail.com, and @live.com accounts can't connect. A Microsoft admin also has to approve it once. If you own your Microsoft business account, that admin is you.
• Contracts in Dropbox or Google Drive? That connector, turned on too.
• Pace: one year per chat. Each year gets its own file, and Step 5 merges them.

"GET YOUR OWN EMAIL — IF YOU DO NOTHING ELSE, DO THIS."

— Rebecca Green

"One of my favorite sayings is that everything is fine until it's not."

— Rebecca Green

When your email belongs to your brokerage, so does your client history. Leave, and your access ends. Every tool you want to connect needs their IT's permission.

• Brokerage Gmail: the Gmail connector usually works. Some brokerages block outside apps.
• Brokerage Outlook: your brokerage's IT admin has to approve the Microsoft 365 connector before it will connect.
• Check your brokerage's policy before connecting Claude or exporting anything.
• Won't connect? Do Step 1, then use Route A, B, or C in Step 2 and skip the email search.
• Already forwarding your brokerage email to a Gmail you own? Connect that one. Forwarding only copies incoming mail from the day it was turned on, so Step 1 fills in what's missing.
• Use this as your moment to move. Set up your own email on your own domain, forward your brokerage email to it, and bring your Step 1 contacts with you.

You don't need everything connected to start. Pick the option below that best fits. You'll need to do 10–30 minutes of work up front, depending on your route. Then Claude handles years of backlog.

• Route A — You have a list of your closings. An MLS closed-sales report, a transaction export from your brokerage system (reZEN, SkySlope, Dotloop, Brokermint), or any list of client names.
  • Why it's the best start: the hard part is already done. Your deals are on the list, so Claude only has to find contact info. Least work for you, and the least chance of missing a closing.
• Route B — You have your settlement statements. Saved on your computer, in Dropbox, or in Google Drive. Claude reads them and pulls the deals out.
  • Why it matters: a settlement statement is proof the deal closed. It has the real closing date, the address, and your clients' names in one place, so there's very little guessing.
• Route C — You have your contracts saved. Signed purchase agreements on your computer, in Dropbox, or in Google Drive. Claude reads them and pulls the deals out.
  • Why it matters: contracts name your clients and often include their contact info. The catch: they include deals that fell through, and the closing date is the scheduled one. Step 3 sorts that out.
• Route D — All you have is your email. Claude searches your inbox for closing emails and rebuilds the list from scratch.
  • Why it still works: no files, no reports, no problem. It's the most digging for Claude and the most likely to miss a deal, because closing emails vary and Claude can't open attachments. Step 3 is where you catch what it missed.

Have more than one? Start with the highest one on this list. You'll use the others to check your work in Step 3.

Up next, Step 1: gather your contacts.