Renewal auto outreach is a drip campaign tied to your client's mortgage maturity date. We fire emails at each milestone in your sequence so your client hears from you the whole way to their renewal decision.
The Cadence
Out of the box the sequence is 12, 7, 3, and 1 months to maturity:
- 12 months to maturity - first heads-up.
- 7 months to maturity - most lenders open renewal offers.
- 3 months to maturity - decision window.
- 1 month to maturity - final reminder.
For every client in your renewal book, one email is queued per step in your sequence. Each email is sent on the next available send day at or after the milestone is hit.
Each milestone email goes out at 9am in the client's local timezone, set from the property address on their import. if a client's address isn't on file, the send falls back to your own timezone (auto-detected from your browser).
Customizing The Sequence
The sequence is yours to shape. In Settings > Outreach Settings, turning on renewal auto outreach reveals a sequence editor: a row of month chips you can remove, plus an input to add new steps. Each step is a number of months before maturity, anywhere from 0.5 to 24 (you can't schedule a reminder earlier than 24 months out).
You can also enter half steps like 12.5 to land mid-month instead of on a whole-month boundary. A half step targets the halfway point of that month before maturity and then snaps to the nearest active outreach day (your send-days setting, weekdays by default), so a 12.5 lands on a weekday rather than whatever day it happens to fall on.
So you can build something denser like 13, 9, 5, 4, 3, 2, 1, or a 12.5 for a six-week lead, or add an extra touchpoint or two. The copy for each step lives in Templates > Renewal, which shows one editor per configured step. brand-new steps you add come pre-filled with an editable default, so you never start from a blank email.
It Stops When They Reply Or Book
The moment a client replies - positive or negative - all remaining milestone emails for that client are cancelled. The client moves to Interested or Not Interested on Contacted.
The drip also stops when a client books time on your calendar through Calendly or Cal.com. We never see your calendar - those services email a booking confirmation to your connected inbox, and we recognize it and match the invitee's email address to the client. The match only works if they book with the email we have on file. The client is marked Interested, and a meeting entry lands on their engagement history so you can see why the drip stopped. Cancellations and declined events don't count; a reschedule keeps the meeting and still counts. Like reply detection, this needs your inbox connected.
You don't need to manually pause anything.
Save As Draft For You To Approve
In Settings > Outreach Settings, renewal auto outreach has a Save as draft for me to approve toggle. With it on, each milestone that would normally send is instead saved as a draft in your connected email inbox (Gmail or Outlook). nothing sends on its own - you review and send each one yourself from your own inbox.
The drip still advances through your sequence: every 12/7/3/1-month touchpoint still comes due on schedule and creates its own draft. only the send changes. because the message goes out from your own inbox, we don't track delivery or replies for drafted messages, and the "stops once they reply" behavior doesn't apply to them. a client whose message was drafted shows a Draft state in the renewals list instead of Contacted.
This only affects automatic renewal outreach. manual sends and reports still send normally.
Not Capped By The Daily Send Limit
Unlike refinance auto outreach, renewals are not paced by the Auto Sends Per Day slider. Every milestone email goes out for every client that hits the milestone, regardless of how many renewal sends that adds up to on a given day.
The reason: renewals are time-bound. Capping them would mean missing the milestone for someone, which defeats the point.
Only Eligible Deal Statuses Get The Drip
The drip has its own Eligible deal statuses allow-list, separate from the refinance one. In Settings > Outreach Settings, turning on renewal auto outreach reveals a Check statuses dropdown listing the deal statuses found in your imported data. Only clients whose status is checked receive milestone emails.
By default, lead, new, withdrawn, expired, cancelled, and declined start unchecked and everything else starts checked. Flip any status on or off - the change takes effect at the next milestone evaluation. Because the list is independent from refinance, you can drip renewals to funded deals only while refinance outreach casts wider, or vice versa.
One Mortgage Per Property
Sometimes a client has more than one mortgage recorded against the same property, like a first mortgage and a separately-tracked second mortgage at the same address. In that case the renewal drip will only ever contact them about one of those mortgages: the one with the latest closing date (the most recently originated). A later second mortgage takes priority over the older first.
HELOCs are never treated as that latest mortgage. They are revolving prime-plus products rather than amortizing mortgages, so they are excluded from this pick. If every record on a property is a HELOC, none of them gets auto-contacted.
This is a hard rule. If the latest-closing mortgage on a property isn't eligible (wrong deal status, on your block list, already replied, and so on), the client simply isn't dripped about that property. The system does not fall back to the older mortgage.
If a client has a single mortgage on a property, which is the common case, nothing here changes. This only matters when a second mortgage exists as its own separate record on the same address.
Respects Send Days
The drip still respects the send days you picked. If you've restricted sends to Tue-Thu, a client hitting their 7-month milestone on a Sunday will get their email on the following Tuesday.
Tone By Milestone
Each step's template can have a very different tone. Tune them in Settings > Templates. on the default sequence that looks like:
- 12-Month - soft, conversational. "Just on your radar."
- 7-Month - competitive. "Now's the time most banks open their renewal offers."
- 3-Month - decisive. "Decision window."
- 1-Month - last call.
Layering Custom Alerts On Top
If you want a personal touch between milestones (say, at 10 months or 5 months), set a custom maturity-month alert and you'll get a notification to reach out manually.
What To Do Next
- Tune the milestone templates: Editing The Renewal Email Templates.
- Add custom alerts for personal touch points: Setting Up Custom Maturity-Month Alerts.