Commercial real estate runs on relationships that go quiet. A tenant who signed a lease two years ago, an investor who toured a property last spring, a developer who got your market report and never replied: they're all sitting in your database as dormant revenue. The math backs this up. Klaviyo's 2026 Omnichannel Benchmark Report found the top 10% of win-back emails generate $1.60 in revenue per recipient, and research consistently shows reactivating a past client costs far less than winning a new one. For brokerages, where a single deal can be worth thousands in commission, one reactivated relationship can pay for an entire campaign. The challenge is that CRE win-back work is different from retail. You're not offering 20% off socks. You're re-opening conversations about leases, acquisitions, and market timing, often months or years after the last touch. That takes the right mix of outreach, personalization, and follow-through. We reviewed seven platforms that handle this well for commercial brokerages, from done-for-you reactivation services to automation tools you run yourself. Here's how they compare in 2026.
#1 CallMyCustomers — One-time Campaign Setup fee based on list size (quoted at the free list review), plus Outreach Minutes at 9 to 21 cents per minute depending on monthly volume. Campaign management is folded into the plan.
CallMyCustomers is a done-for-you customer reactivation and win-back service built for businesses that live on repeat relationships, and commercial real estate brokerages fit that description exactly. The premise is simple: your next booked client already knows your business. Instead of buying software and building sequences yourself, their team plans the campaign with you, you approve every script, offer, and message before anything goes out, and then they run it. Calls are made by their team on your behalf, while texts and emails go out in your brokerage's name. Replies route straight into your booking process so a reactivated client becomes a scheduled conversation, not a notification you have to chase.
Pros
- You see your rate, setup cost, and what your list can produce before spending a dollar
- Campaigns typically run two to four weeks end to end, with replies often coming in the first wave
- Works from a CRM, spreadsheet, or point-of-sale list exactly as it is
- Real humans handle the judgment calls; automation handles the scale
Cons
- Not a self-serve platform; you're outsourcing execution rather than building campaigns in-house
- Pricing requires a conversation rather than a published rate card
- Best suited to businesses with an existing customer or contact list to reactivate
Best for: Brokerages and service businesses that want a reactivation engine run for them, with full approval control, rather than another dashboard to manage
#2 Klaviyo — Contact for pricing; plans scale with contact count and message volume
Klaviyo is a marketing automation platform with strong win-back email capabilities, and its 2026 Omnichannel Benchmark Report gives it real credibility in this category. According to Klaviyo's own guidance, win-back flows work best when you set inactivity windows around your typical repurchase cycle and use RFM analysis to tailor messaging to different dormant segments. For a brokerage, that means you can build one flow for investors who went quiet six months ago and another for past clients dormant for two years. Klaviyo's AI marketing agent, built into its CRM, can help set up win-back flows and suggest how to engage lapsed contacts with personalized content. Churn risk prediction lets you trigger a win-back email the moment a contact moves into an at-risk segment, before they disengage completely.
Pros
- Publishes its own benchmark data, so best practices are well documented
- Deep segmentation and personalization based on contact behavior
- Predictive analytics catch contacts before they fully churn
Cons
- Requires setup and ongoing management by your own team
- Pricing can climb as your contact database grows
- Built primarily for ecommerce, so CRE use cases need custom configuration
Best for: Brokerages with in-house marketing staff who want data-driven, self-managed win-back automation
#3 Constant Contact — Contact for pricing; plans vary by contact list size and features
Constant Contact is an email marketing platform that real estate professionals use for listing updates, open house promotion, reminders, and follow-up, all from one place. According to its website, it offers drag-and-drop email builders, landing pages, audience segmentation for organizing buyers, sellers, past clients, and referral partners, and automated email series for follow-ups after events and new inquiries. For a commercial brokerage, the segmentation tools matter most: you can separate past clients from cold prospects and send re-engagement messaging only to the right groups. The platform also supports both email and text messaging, includes an AI content generator for drafting copy faster, and gives brokerages multi-level account management and brand control features. Its G2 reviews consistently praise easy setup and simple list management, which matters when your team's time is better spent on deals than on software.
Pros
- Frequently praised in reviews as easier to learn than complex alternatives
- Combines email, text, landing pages, and reporting in one account
- Brokerage-level brand control features
Cons
- Win-back campaigns are manual to configure rather than a dedicated product
- Not real-estate-specific, so CRE workflows need custom setup
- Advanced automation is lighter than dedicated platforms offer
Best for: Brokerages and teams that want an easy-to-learn platform for regular outreach and simple win-back follow-up
#4 ActiveCampaign — Contact for pricing; tiers scale by contact count and feature level
ActiveCampaign is an automation-focused email platform that gives agents and brokerages detailed control over follow-up sequences. According to its website and reviews cited by Constant Contact's comparison guide, it lets you send different follow-up emails based on a contact's actions, supports both email and text message follow-up in one platform, and offers a large integration library for connecting outside tools. For win-back work, that action-based automation is the draw: you can trigger a re-engagement sequence when a contact stops opening emails, or branch the sequence depending on whether they click a market report. G2 reviewers highlight the platform's control over automated follow-up, though they also note it's harder to learn than simpler email tools and takes time to set up well. If your brokerage has someone who can own the automation build, ActiveCampaign rewards the investment.
Pros
- Very flexible automation for behavior-based win-back sequences
- Combines email and SMS follow-up
- Strong integration ecosystem
Cons
- Steeper learning curve than simpler platforms
- Initial setup is time-consuming
- You build and maintain the win-back logic yourself
Best for: Brokerages that want granular control over automated re-engagement logic
#5 HubSpot — Contact for pricing; free tier available with paid tiers scaling by features and contacts
HubSpot combines contact management, email marketing, forms, landing pages, and reporting in one shared system. According to its website, it provides automated follow-up based on form submissions, page visits, and contact activity, along with shared dashboards for tracking campaign results and contact activity. For commercial brokerages, the appeal is having every touchpoint with a past client in one record: if an investor downloaded your cap rate report in 2024 and has gone quiet, HubSpot's activity history gives you the context to write a win-back email that references something real. G2 reviewers highlight the ability to keep forms, email, reporting, and contact information together, but note it can be expensive for smaller teams and more than many small operations need. It's best suited to brokerages that want win-back campaigns tied to a broader CRM strategy.
Pros
- Complete contact history makes win-back emails genuinely personal
- Free tier lets small teams start without commitment
- Strong reporting on what campaigns produce
Cons
- Can get expensive as teams and contacts grow
- More capability than many small brokerages need
- Requires internal ownership to run campaigns well
Best for: Brokerages that want win-back campaigns integrated with a full CRM
#6 Mailchimp — Contact for pricing; free tier available, paid plans scale with contact count
Mailchimp is a general email marketing platform that gives real estate professionals tools for newsletters, listing updates, sign-up forms, and basic automated follow-up. According to its website, it provides ready-made templates for newsletters and announcements, audience organization tools and forms for managing contact groups, and built-in reporting for tracking campaign performance. For a brokerage dipping a toe into win-back outreach, Mailchimp is a familiar, low-friction starting point: import your dormant contacts, pick a re-engagement template, and send. Capterra reviewers usually praise it for being easy to start with and useful for regular sends, though they note it becomes more expensive as your contact list grows and is less appealing if you need advanced features over time. Commercial brokerages with large, mostly inactive databases should watch that per-contact pricing, since you pay for names whether or not they ever engage.
Pros
- Very easy to get started
- Free tier for small lists
- Good template library
Cons
- Costs rise as your dormant database grows
- Limited advanced automation for sophisticated win-back flows
- General-purpose tool with no real-estate-specific workflows
Best for: Brokerages that want a simple, familiar tool for occasional win-back sends
#7 monday.com (monday campaigns) — Contact for pricing; monday.com uses tiered per-seat pricing
monday campaigns is the email marketing layer of monday.com, and its real value for brokerages is the connection to monday CRM. According to monday.com's own guidance for real estate agents, every contact in your database, from a buyer who toured last spring to a past client who closed two years ago, represents revenue waiting to happen, and the platform's lifecycle-based workflows send the right message at the right stage. Because monday campaigns links directly to monday CRM, engagement signals automatically update contact records, so when a dormant contact opens your win-back email, your team sees it without checking a separate tool. The platform emphasizes segmenting contacts by timeline, price range, and property type, and measuring open rates, click rates, and conversions to see which emails move contacts toward a deal. For brokerages already using monday CRM, it's a natural fit.
Pros
- CRM and email in one workspace, no data silos
- Engagement signals flow back into contact records automatically
- Visual workflow builder is approachable
Cons
- Win-back capability depends on you building the workflows
- Not real-estate-specific out of the box
- Per-seat pricing can add up for larger teams
Best for: Brokerages already on monday CRM that want win-back outreach connected to their deal pipeline
Win-back campaigns are the highest-leverage marketing a commercial brokerage can run. Your dormant contacts already know you, already trusted you enough to work with you once, and research from Klaviyo and others shows reactivating them costs a fraction of acquiring someone new. The question is execution. If your team has the time and skills to build and manage automated sequences, Klaviyo, ActiveCampaign, or HubSpot will serve you well. If you'd rather have someone plan the campaign with you, get your sign-off on every message, make the calls, and route replies straight into your booking process, that's exactly what CallMyCustomers does. Either way, start with a free list review: segment your dormant contacts by recency and past deal type, pick one reason to reconnect that feels useful rather than pushy, and run a two-to-four-week campaign. One reactivated client can cover the entire effort. Your next deal is probably already in your database. Go get it.
Frequently asked questions
What makes CallMyCustomers different from the other platforms on this list?
The others are software you run yourself. CallMyCustomers is a done-for-you service: their team plans the win-back campaign with you, you approve every script, offer, and message before anything is sent, and then they make the calls and send the texts and emails on your behalf. Replies route into your existing booking process, so a reactivated contact becomes a scheduled conversation. There's no software to buy or learn, and you can start with a free list review to see what your database can produce before spending anything.
How long should a commercial real estate win-back campaign run?
Most win-back campaigns work best as a sequence rather than a single message. Research summarized by MailCharts and MessageGears recommends multiple touches over several weeks. CallMyCustomers campaigns typically run two to four weeks end to end, with replies often arriving as soon as the first wave goes out. For CRE specifically, remember the sales cycle is long: a contact dormant for two years may simply not have had a deal to do yet, so keep them in a nurture rotation rather than writing them off.
When should a brokerage consider a contact 'dormant'?
There's no universal window. Klaviyo recommends basing your inactivity window on your typical repurchase or deal cycle, finding the point where 75 to 85% of clients would have transacted again. For commercial real estate, where deals can take years, that window is much longer than the 3 to 6 months commonly cited in retail. Segment by recency (30 days, 6 months, 12+ months) and tailor the message: a recent lapse deserves a check-in, while a two-year-old contact deserves a fresh market update as the reason to reconnect.
What should a win-back message to a past CRE client actually say?
Lead with value, not a sales pitch. A market update relevant to their property type, a note about what's changed since you last spoke, or a renewal or lease-expiration reminder all work because they're useful. Klaviyo's research suggests starting with a soft re-engagement before any incentive, and saving stronger offers for contacts who don't respond to early touches. Personalize by referencing the actual relationship: the property they leased, the report they downloaded, or the deal you closed together.
How much does a win-back campaign cost?
It varies widely by approach. Self-serve platforms like Mailchimp and Klaviyo price by contact count or usage, so costs depend on your database size. CallMyCustomers uses a one-time Campaign Setup fee based on list size, quoted at a free list review, plus Outreach Minutes at 9 to 21 cents per minute depending on monthly volume (for example, 2,000 minutes runs $420 at 21 cents or $180 at 9 cents). Texts and emails aren't billed separately; the quote covers the full campaign mix.
Are win-back campaigns compliant with calling and texting regulations?
They need to be, and this is where done-for-you services earn their keep. CallMyCustomers works only from lists of real customers, honors opt-outs immediately, and follows calling and texting regulations including TCPA and A2P 10DLC in practice, with booking flows that collect explicit consent. If you run campaigns yourself through a platform, make sure your contact lists are permission-based and that you honor unsubscribe and opt-out requests promptly.
Can I run win-back campaigns from a CRM I already use?
Yes. Most of the platforms listed integrate with or sit alongside popular CRMs, and CallMyCustomers works from a CRM, spreadsheet, or point-of-sale list exactly as it is, with no migration required. The key is segmentation: pull your dormant contacts by recency and deal type, and make sure engagement data flows back into the CRM so your team knows who responded and who to follow up with next.