The CRM that feeds itself

01 · Capture

Every interaction. Automatically.

Connect Outlook or Gmail. Warm Vanilla Inbox reads every email, calendar event, and meeting across your firm. No manual entry. Every interaction becomes part of your firm's relationship graph.

Connect once, capture forever.

A one-time OAuth connection to your work inbox. Warm Vanilla Inbox reads your mail in the background, without touching what's already there. Disconnect anytime.

Every broker, every assistant.

Add your team and your assistants to build one shared graph across the firm. If a broker moves on, the firm's deal history stays intact.

Calendar, meetings, and attachments.

Not just email. Calendar events become meeting history. Executed documents become deal records. Attachments stay attached to what they're about.

Your inbox stays untouched.

Warm Vanilla Inbox reads. It doesn't reorganize, edit, or move the email you've already received. Your Outlook stays exactly where you left it.

Warm Vanilla Inbox capture: Outlook and Gmail accounts connected, meeting and email ingestion running

02 · Extract

Every deal, traced to its signed document.

Deals aren't guessed from subject lines. They're created from the executed document that made them real. Contract, listing agreement, lease. If a deal exists in Warm Vanilla Inbox, you can click through to the source.

Deals come from documents.

A signed listing agreement creates a listing deal. An executed contract creates a sale deal. A signed lease creates a lease deal. No document, no deal. No guessing.

Click to see the source.

Every deal in your workspace has a document behind it. Click through to see the exact contract, agreement, or lease it was created from. Full audit trail, always.

Counterparties auto-linked.

The parties named on the document become the counterparties on the deal. Their email addresses, pulled from the signed page and linked to the record automatically.

Properties auto-linked.

The address on the document becomes the property record. If you've worked that property before, the new deal joins the existing history. If not, a new property is created.

A deal in Warm Vanilla Inbox with a click-through to the executed document that created it

03 · Views

Three ways to look at the same data.

Deals, clients, properties. Every entity you care about, three ways to see it. Drill into any panel to see the connections between them. The graph runs in every direction.

The deal panel.

Price, lifecycle stage, counterparties on both sides, timeline of every interaction. The full picture of a single transaction, on one screen.

The client panel.

Every deal a client has been on and every property they've touched, connected to the emails that got them there.

The property panel.

Every deal your firm has worked on this property, in order. The transaction history you've lived, surfaced from your own email trail.

Everything connects.

Click a deal, jump to its property. Click a property, see every counterparty who's touched it. Click a client, see the full history. No dead ends. No lost context.

Warm Vanilla Inbox deal panel view with drill-through to counterparties and properties

Shipping next

One system for the whole deal.

Everything above is real and demoable today. Here's what's coming next. The goal is to fold the disparate systems your firm pays for now, marketing, e-signature, contact tools, into one that already knows your data.

Intelligence

Sharper signal from your data.

Match listings against every past inquiry. The buyer who circled a warehouse in 2023 gets flagged the moment a similar one hits your book. Every active listing checked against every past client, automatically.

Turn lost prospects into new leads. Twenty buyers inquired on last year's listing. One bought. The other nineteen are prospects for your next one, ranked by fit and surfaced automatically.

Re-engage before they forget your name. Timing nudges based on your actual reply cadence with each client. The one you haven't emailed in six months surfaces before the relationship fades.

People-aware search. Search "Rachel Foster" and see every conversation across every email address she's ever used, from every account across the firm. The client who used three addresses shows up as one person.

Deal execution

One system for the whole deal, not just the intelligence.

Native digital signatures. Send, sign, and countersign LOIs, listing agreements, and leases inside Warm Vanilla Inbox. No DocuSign tab. The signed document becomes the deal record automatically.

Marketing campaigns to your past clients. Blast your new listing to every past inquiry that fits, from inside the system that already knows who they are. No exporting to Constant Contact. No re-uploading contact lists.

Team & permissions

Shared where it makes sense. Private where it matters.

Deal-level privacy. Granular controls for negotiations that shouldn't be firm-wide. Sensitive deals visible only to the brokers on them. Everything else stays shared by default.

Private notes. Notes only you can see, inside a workspace shared with your firm. Your candid impressions, negotiation strategy, and personal reminders, kept out of the team view.

For brokerages

See it work on your inbox.

Reading about the product is one thing. Watching your own deals, clients, and properties assemble themselves from the emails you've already sent is another. We'll build it against your real inbox and show you what surfaces.

Live walkthrough on your firm's actual email history, not a canned demo
30 minutes, on your calendar, with the founder
Free 6-month backfill so you can see the pipeline before you decide
Honest answers on fit, pricing, and timeline

For brokerages of 5+

Book a 30-minute walkthrough.

If your brokerage has at least five brokers and you want to see the product running on your own data, this is the path.

See it on your inbox

Hosted by the founder. No SDR. No script.

The CRM your inbox already filled out.