I got a complaint and need the full communication history on a transaction. Can I pull it?
Yes. Once your Outlook is connected, every email and attachment is retained, including mail you later delete. If a client dispute or a commission complaint means producing the whole correspondence on a deal, the record exists whether or not you kept it in your inbox.
Does this replace Outlook?
No. You keep working in Outlook exactly as you do now. Warm Vanilla Inbox reads it in the background and builds a separate record. It never sends, drafts, or reorganizes your mail.
Who at my firm can read my email?
Nobody. Your mailbox stays yours and no other broker can read your correspondence. What's shared is the deal and property record built from it, inside your firm's workspace. Per-deal permission controls are still being built, so if a sensitive negotiation needs to stay walled off, raise it on the call.
Does it work with Gmail?
Not yet. Microsoft 365 and Outlook today. Gmail is on the list but isn't built, so we won't claim it.
How does it know what counts as a deal?
A deal is created only from an executed document: a signed listing agreement, an executed contract, a lease. No document, no deal. Every deal links back to the paperwork that created it, so you can click through and check the source yourself.
What happens when it can't read something?
It leaves the field blank. Warm Vanilla Inbox doesn't guess at a price, a date, or a party it can't verify from the document. A blank field is a prompt to look. A wrong field is a liability.
Can I find everyone who ever asked about a specific building?
Yes. Search a street address and you get every person who ever inquired on that property, which platform they came through, what they did, and when. For two owners at one firm, over a single year, that was 485 prospects.
How do I capture a lead that came in by phone?
Record a voice memo from your phone. About a minute later it's in the app, transcribed, with the person's name, number, the property, what they're looking for, and any follow-up date pulled out of what you said.
How long does setup take?
You connect Outlook once. A full year of your mail is read and extracted before your walkthrough, so the first thing you see is your own deals and your own clients, not a sample account.
I already have a CRM. Do I have to switch?
No. Most firms we talk to have already bought one and barely use it, because keeping it current is the job nobody wants. Warm Vanilla Inbox builds its record whether or not anyone touches it, so you can run it alongside what you have and decide once you've seen what it finds.
My assistant sends most of the paperwork. Does that still work?
Yes, and you should connect their mailbox too. If your assistant sends the listing agreement out for signature and the executed copy lands in their inbox, that's where the document lives. Firms normally connect brokers and assistants together so no deal is missing the paperwork behind it.
Will it email my clients or do anything on my behalf?
No. The connection is read-only. It never drafts, never sends, never replies, and never moves or deletes anything in your mailbox. It reads and it files. That's the entire scope of what it does.
What about deals that start as a text message?
Not captured yet, and that's a real gap. A lot of brokerage happens over text, and a phone can lose that history permanently. Voice memos cover the phone call: you say what happened and it becomes a record in about a minute. Text capture is something we want to solve. It isn't solved.
Is this only for brokerages, or can one broker use it?
Both. An individual broker gets the same record built from their own Outlook. A firm gets one shared workspace across its brokers. We're taking on individual brokers as design partners right now.