From signup to a database that works itself.
What happens at each step, what runs on its own, and what stays in your hands. Most accounts are running by the end of the setup call.
14-day free trial. No credit card, no contract.
- Day 1
Import your contacts
Bring in a spreadsheet, a CSV, or the contacts file from your phone. Every import shows a preview with column mapping and a duplicate check, and can be rolled back. Likely duplicates are merged so one person is one record.
You pick the file. We handle the mapping on the setup call if you want.
- Day 1
Connect your inbox
Gmail or Outlook connects in two clicks. Up to a year of email with each contact is pulled onto their record, so the history is already there, and people you email who aren't in the system yet are suggested. From now on, emails send from your own address and replies are watched.
Nothing sends yet. Connecting only reads history and prepares sending.
- Day 1 or 2
Setup session with our team
A working call. We set your sender profile, pick the starter pipeline for your business, build the first sequence for the contacts you want worked, and switch on the date rules that matter to you. You leave with it running.
You tell us who should be followed up with first and how you talk to them.
- That night
It starts working
Every contact and deal is scored. The first follow ups are written from each person's history. Sequences are scheduled and your pipeline rules start watching for stages, quiet deals, and dates.
You choose per sequence: drafts wait in your queue, or run on autopilot.
- Every morning
You approve and call
Open Today: drafts to approve, new leads nobody has touched, tasks due, closings this week, and the people you haven't talked to in 90 days. Approve or edit the drafts, accept the suggested next steps, then get on the phone.
This is the whole daily job. Everything else is already done.
- Ongoing
Replies come back to you
When a contact replies, their sequence stops, a response is drafted for you, and the conversation sits in your real inbox. New leads from your inbox or website are added, tagged, and routed. Scores update with every reply, note, and task.
Ask Theia anything about your book, send a newsletter, make a flyer. It does the busywork, you hit Apply.
Everyone you know hears from you. Personally. Without you writing it.
Why it works when a blast doesn't.
FromYour Name via a mailing service
To{First Name}
SubjectYour October Market Update
Hi {First Name},
Just checking in! The market is moving fast. Here's what homes in your area did this month. Let me know if you have any questions!
Fromyou@yourbrokerage.com
ToDana W., closed June 2025
Subjectbeen about a year
Hi Dana,
Realized it's been almost a year since we closed on Maplewood. Did you two ever get the basement finished?
No agenda, just thinking of you. If you're ever curious what it would list for now, that's a five minute favor.
- It comes from you. Your real Gmail or Outlook, your name, your signature. It lands like any other email from a person, because it is one.
- It remembers. Every email is written from what you actually have with that person: past emails, notes, the deal, who they know. A real detail reads like you. "Just checking in" reads like a list.
- It stops when they answer. A reply ends their sequence and your response is drafted. Nobody gets a canned follow up after they already wrote back.
Common questions.
Something else? Contact us.
Is my data used to train AI for other companies?
No. Each account is isolated at the database layer. What Theia learns from your contacts, deals, and documents stays in your account, never improves another customer's AI, and is never sold.
Do you work with Gmail and Outlook?
Yes. Theia connects to your existing Gmail or Outlook account, sends approved emails from your own address, and watches for replies. Tasks can be pushed to your Google Calendar.
Can it send something without me seeing it?
Only if you choose that. Every sequence and pipeline rule is set to either your approval queue or autopilot, and you can change it any time. Whatever the setting, a reply from the contact stops their sequence.
What documents can it analyze?
Full mortgage packages: paystubs, W-2s, bank statements, VOEs, credit reports, tax returns, and more, as PDFs or photos. Pages are classified, income is calculated, documents are cross-checked, and a conditions list is produced. Enabled for lending accounts during onboarding.
Can my whole team use it?
Yes. Admins manage the account, each user works their own book with their own inbox connection, and owners see across every pipeline. Teams of two to five are self-serve. Larger teams are set up with us.
What happens after the free trial?
The trial is 14 days. You choose a plan or walk away. No credit card is required to start, so there is nothing to cancel if it isn't for you.
Put your book of business to work tonight.
Import your contacts today. Wake up tomorrow knowing exactly who to call.
14-day free trial. No credit card, no contract.