Arvin Guillermo

Cowork Plugin consolidate < 1 week

We'll build a Claude skill, a plugin your team turns on rather than a new subscription, that runs the whole out-of-area referral hand-off. It looks up your Preferred Agents list right inside Follow Up Boss, using the exact tagging system your own CRM manual already lays out: tag a partner with the agent tag, the preferred tag, and the market they serve (Calgary, Kelowna, and so on), and Follow Up Boss's own Smart List finds the match. The skill drafts the referral introduction in Gmail, and logs the expected fee and closing date in your transaction register so a referral never just falls off your radar. It's one of two connected projects: the other rebuilds the tag structure this one runs on, and they get sequenced together.

Cowork Plugin automate < 1 week

A Claude AI skill that logs every new video into a Content Pipeline tracker in Google Sheets, a tool your team already uses, so no new subscription, with a submission date, an deadline, and a red/amber/green status flag. It reads the transcript from the VA's Descript project (pasted in manually, since Descript doesn't offer a way to pull it automatically) and drafts 2-3 title options, a description, and thumbnail text in your voice. Once you approve a draft, it builds a Canva thumbnail brief through Canva's official connection and hands the VA a ready-to-post packaging brief.

Cowork Plugin automate 1-2 weeks

This runs as a Claude skill connected to the tools you already use: Gmail, Google Sheets, Google Drive and QuickBooks. No new software to log into, and all the data lives in a Google Sheet you can open any time, with QuickBooks kept as a synced copy for your accountant. We turn on the receipt capture QuickBooks already includes on your plan (Receipt Snap, free, no extra cost) and wrap it with the piece that's missing: a place you can actually see where the money's going. Paper receipts get photographed straight into that QuickBooks inbox. Email receipts keep riding the Gmail label you already use for taxes, land as a row in the spending sheet with a copy of the image saved to Drive, and get pushed into QuickBooks so your accountant's copy stays complete without the year-end rebuild. No bank or card feed anywhere, since your accounts are shared with family. Capture happens at the receipt instead, which keeps that spending out of the picture entirely. The same sheet carries a subscription tab. You already sent over your real list, in your own words: "I am working on consolidating my financial and bookkeeping systems, so part of that process will be creating a complete subscription register showing each service, monthly or annual cost, payment method, and whether it is still necessary." That means this isn't a from-scratch audit anymore. It's a place to keep that list current and catch things sitting in plain sight, like Canva still being paid on a personal card even though your brokerage licence already covers it, or Claude Pro getting cancelled in April and restarted in August without anyone deciding whether it should be. We'll flag those. What to keep or cut is your call.

Cowork Plugin automate 1-2 weeks

Four nurture programs, built directly inside Follow Up Boss (the CRM Arvin already runs) and Canva Pro (already in use for design), so there's no new software to learn. A monthly newsletter: 'So I'd like a monthly newsletter set up by my VA so I can send that to them.' A market assessment sent every three months to seller leads about a year out: 'If it's a seller lead that's looking to sell in about a year, I would provide them with a market assessment every three months.' A yearly touch for home anniversaries and birthdays: 'have like a yearly touch point based on their home anniversary, their birthday, if I know their spouse, like their, their wedding anniversary.' And a structured plan for the small group who refer him consistently, close to the pace he described himself: 'maybe a 36 touch plan over the year and then work that.' Each contact gets matched to a tier, Advocate, Promoter, Nurture, or Broadcast, so the highest-value relationships get the most attention and everyone else still hears from him regularly.

Cowork Plugin automate 1-2 weeks

A voice AI agent that answers Arvin's line and handles the call itself, available 24/7. It can field a general question, take a booking, or capture a new lead's details, log everything into Follow Up Boss, and put through or flag anything that genuinely needs him. It covers as much of the day as he wants, from after-hours only through to every call, so a caller reaches a real conversation instead of voicemail.

Cowork Plugin automate 1-2 weeks

A voice AI agent that calls a new lead within moments of it landing in Follow Up Boss. Arvin has since been specific about how far he wants this to go: 'I am not necessarily looking to eliminate my involvement in conversations. The goal would be to make sure opportunities are responded to quickly, basic information is captured, and the appropriate calls are routed to me.' So this isn't a deep qualifying interview, it's a fast call that captures the basics (what the lead's looking for, the best way to reach them) and gets anything that needs Arvin routed straight to him, with the VA as the other landing spot once she's actively working that queue day to day. It connects directly to Follow Up Boss's own new-lead alert, so one connection covers Realtor.ca and Facebook leads without a separate setup for each, and calls go out through a dedicated business phone number, gated to permitted calling hours. Every call opens with a plain, upfront statement that the lead is talking to an AI on Arvin's behalf, with an immediate option to reach a real person instead. Worth knowing: because these are brand-new inquiries, people who just submitted their own information, calling them back like this already sits inside the standard allowance for following up with someone who recently reached out, so this isn't the grey-area compliance question the first pass of this audit flagged. We'll still gate calls to permitted calling hours and confirm with eXp that the brokerage's do-not-call registration already covers calls placed on Arvin's behalf, both are quick to check, neither is a reason to hold the build. The Facebook side needs Follow Up Boss's own free connection to Facebook lead ads switched on first, a separate quick win flagged elsewhere in this audit.