High Meadow aerial
Proposed · 2027 Program

The High Meadow Hub

Our vision for one place your sales team and your management run the company from. Year one builds the lot map and the foundation underneath it.

Prepared for High Meadow Development Company · by Marathon Creative
What this is

You asked for a live lot map.
This is the system it belongs in.

A map fixes how buyers see your inventory. It does not fix how an inquiry reaches a salesperson, whether anyone followed up, which advertising produced the buyer who signed, or how long you wait on a flyer. Those are the things costing you sales today, and they are all the same system.

Right now your lot inventory lives in spreadsheets and reaches the public as a PDF. The moment a lot goes under contract, the published version is wrong, and a buyer calls to ask what is still available.

Your website forms arrive with Daniel. He distributes them by hand and logs them by hand. That puts your sales manager in the middle of every inquiry as a dispatcher, and it means nothing happens overnight or at the weekend, which is exactly when acreage buyers browse.

Nobody can tell you which advertisement produced a buyer who signed, because the inquiry and the contract are never connected by anything other than memory.

And a request for a flyer can take weeks. You have described six revision rounds on a single event piece. That is not a design problem, it is the absence of a system with a date in it.

What changes

Eight things you do by hand today

TodayIn the Hub
Lot inventory in spreadsheets, published as a PDF.
Website forms land with Daniel to distribute by hand.
No automated follow up. Nothing happens overnight.
Hot, warm or cold decided only after someone has already called.
No way to connect advertising to a signed contract.
Marketing requests take weeks, with repeated revision rounds.
Events run out of one person's head, with RSVP split across two systems.
No absorption or days on market figure without building a spreadsheet.

One of those eight rows is a mapping problem. That is the reason to build the system rather than rent the map. Year one fixes the first five; the rest follow as the system grows.

The vision

Where this goes. And what year one buys.

This is the whole system as we see it for High Meadow. Year one builds the lot map and the foundation underneath it, marked below. The rest is the direction of travel, scoped and priced as you grow into it, never charged for before it is built.

In year one, covered by the figure on this page Already yours under the annual marketing program The vision beyond year one, priced separately when you want it
ONE

Map

  • Live clickable map, every community and section
  • For sale, under contract, sold, and any status you add later
  • Satellite and road views
  • Topography and flood plain layers, staff only unless you say otherwise
  • Acreage, dimensions, setbacks, price, photos, documents per lot
  • Show a price, hide it behind the form, or call for pricing, lot by lot
  • A direct link to a single lot a rep can text to a buyer
  • Set status in bulk from the map on a phone
TWO

Leads

  • Every inquiry, form, RSVP and ad lead in one list
  • The lot and the campaign attached to each one
  • Instant text and email inside a minute, around the clock
  • Assigned to a named rep by community, with a due time
  • The simple call-and-log screen your reps use
  • Full pipeline from new through to closedLATER
  • Response time measured on every leadLATER
  • Long-cycle nurture for acreage shoppersLATER
  • Buyers save lots and get told when one changesLATER
THREE

Sales

  • Lot status and price history
  • Reservation, contract and closing dates per lotLATER
  • Documents against the lot, not in an inboxLATER
  • Days on market, calculatedLATER
  • Absorption by community and by sectionLATER
  • Featured builder roster and active lotsLATER
  • Referrals to builders, and what came of themLATER
FOUR

Marketing

  • Requests answered with a committed dateIN PROGRAM
  • Content calendar across all your accountsIN PROGRAM
  • You approve before anything schedulesIN PROGRAM
  • Photography, video, logos and plat artworkIN PROGRAM
  • Events end to endIN PROGRAM
  • Campaign spend against resultsIN PROGRAM
  • Your own window into all of it, self serveLATER
Marathon already does every one of these for you under the annual marketing program. What this section adds later is your own screen to see it, rather than asking us.
FIVE

Reports

  • Inventory count and value
  • Percentage sold, average price, price range
  • Inquiry volume by week and by community
  • Which lots draw inquiries and which are never openedLATER
  • Response time by salespersonLATER
  • Advertisement to contract attributionLATER
  • One dashboard Daniel opens without asking anyoneLATER
Your monthly campaign reporting continues as part of the annual program. What this section adds is the live inventory and inquiry picture beside it, without waiting for a report.
High Meadow West
How your team works

The same system, three different jobs

Everyone signs in to one place and sees only what their job needs. A salesperson does not see portfolio financials. This is how the team works once the full system is in place; year one delivers the map, the lead capture and the rep screen that the rest is built on.

Your salesperson

Scoped to their communities
Morning, on a phone, in the truck
  1. Opens the Hub to My Leads. Last night's inquiries are already answered automatically, already assigned to them, with a time they are due by.
  2. Each one says which lot the buyer asked about and which advertisement or event sent them. They know what the call is about before it starts.
  3. Calls, logs the outcome in two taps, sets the next action. Quick enough that it actually gets logged.
  4. Standing on lot 14 that afternoon, taps it and marks it under contract. The website is correct immediately. No email to the office.
  5. Texts the next buyer a link to one specific lot, instead of asking them to find it on a map.

Daniel

Sales manager · all communities
At a desk weekly, on a phone daily
  1. A pipeline board by stage across every community. Sees what has stalled without asking anybody.
  2. Response time per salesperson. Who answered inside the window and who did not. In land sales that single number moves conversion more than anything else on this page.
  3. Moves a lead that has gone quiet to another rep in two taps.
  4. One dashboard: inventory value, percentage sold, days on market by community, contracts this month. Absorption against target, and which lots are getting no attention at all.
  5. Drills from the portfolio, to a community, to a lot, to the individual buyer and the advertisement that produced them.
  6. Stops being the dispatcher. Inquiries route themselves to the right rep instead of passing through him by hand first.

Michelle

Marketing, no contract values
Daily
  1. Files a request and gets a committed delivery date the same day, then watches its status. No chasing.
  2. Approves everything before it schedules, rather than reviewing the same piece six times.
  3. Runs an event in one place: RSVP, reminders, check in at the gate, follow up afterwards.
  4. Loads builder photography into the library once, and stops being asked for files.
On the alternative you are considering

Groov is a good product. We would rather be honest about that.

What it does well

Groov is a proper, actively developed lot inventory platform, built by people who know land development. It runs developments, phases and lots in one place, shades them for sale, under contract and sold, carries price, acreage and photography, imports from engineering files, splits what the public sees from what your reps see, reports absorption and days on market, and charges nothing per user.

It is live today and it works. If the question were only "how do we show our lots on a live map", it would be a reasonable answer and we would say so.

Why we are proposing this instead

Groov solves the first of the nine rows on this page. It is lot inventory software, so the advertisement, the event RSVP, the website visit and the lot inquiry stay in separate systems, which is the reason you cannot currently connect a signed contract to the marketing that produced it.

Three differences beyond the features. You own this, the application and the data, rather than renting a seat on someone else's platform. Pricing is agreed with you, reviewed once a year against what the system actually does, rather than set by a vendor you have no relationship with. And one company is accountable for the map, the website, the campaigns and the reporting, so there is one phone call when something is wrong rather than a conversation about whose end it is.

Investment

The same annual figure you were already quoted

$4,000
Year one · all developments
A separate line, outside the 2027 marketing program. Priced to match what you were quoted for a map alone, with no charge per user and no charge per community. This figure covers the lot map and the foundation of the Hub. Everything marked later on this page is scoped and priced separately, when you want it.
  • The interactive lot map, every community and section
  • Lot records: status, pricing, photos, documents, overlays
  • The map built into your new website
  • Lead capture, tagged to the lot and the campaign
  • Instant automated reply and routing to a named rep
  • The simple call-and-log screen your reps use
  • Logins and permissions for your whole team, no per-user fee
  • Inventory reporting: count, value, percentage sold
  • Hosting, security, backups and support
  • Loading new sections as they are platted

Year one pricing

The figure above covers the lot map and the foundation of the Hub for the first year: everything marked in the vision above as year one. Pricing is reviewed annually, and any change is discussed with you before renewal. There are no automatic increases and nothing changes mid-term.

As the system grows and takes on more of how the company runs, the scope and the price are agreed together rather than adjusted at our discretion.

Text and email usage

Automated texts and emails carry a per-message usage fee. These are billed monthly on what was actually sent at standard platform rates, and are not included in the figure above.

As a guide, $10 covers roughly 750 text segments or 7,500 emails. A text longer than about 160 characters counts as more than one segment. You can see exactly what was sent at any time, and at normal inquiry volumes this is a small monthly figure.

Sequence

Built in phases, like you build a section

You do not buy the whole vision up front. Year one puts the map and the foundation in the ground. Everything after it is a decision you make once you have seen the first part working, with its own scope and its own number.

Year oneCovered by this page
The interactive lot map across every community, built into your new website. Lot records, pricing and status. Lead capture tagged to the lot and the campaign, with instant automated reply and routing. The simple call-and-log screen for your reps. Logins for your team and inventory reporting.
Launches with the new website
NextScoped separately
Full pipeline and response time reporting. Contract and closing tracking. Absorption and days on market. Nurture sequences and buyer watchlists. The featured builder roster and referrals.
Priced when you want it
BeyondScoped separately
The marketing request queue and content calendar. The events module. Full advertisement to contract attribution. A portal for your featured builders.
Priced when you want it

Nothing beyond year one is charged for before it is built, and nothing is assumed. If the map and the lead capture do not earn their place, the conversation stops there.

What we need from you

Four things, none of them large

  1. One lot file from your engineers, as early as possible. Whatever they hold for a platted section. The format they work in changes how the import is built, so seeing one real file before we start is the single most useful thing you can give us.
  2. Half an hour on the CRM you built yourself. We need to agree whether this becomes the record, or sits in front of yours and passes everything through. Either works. We would rather decide it with you than guess.
  3. Who gets a login, and at what level. Your reps, Daniel, and Michelle.
  4. A decision on where the $4,000 sits. Added to the 2027 program, or taken from it for the first year. We are comfortable either way.
Where this goes next

One idea we are deliberately not building yet

Worth putting on the table now so the system is built to accept it later, and worth leaving out of the first version so the core lands on time.

Future consideration

A portal for your featured builders

Your featured builders currently work on a handshake. The Hub will already track the roster, which lots each builder is active on, and every referral you send them, so the record exists from day one on your side.

The further step is giving the builders their own secure login, so they see what you send them without going through Michelle.

What it would do
  • Each builder sees only the leads you referred to them, and nothing about any other builder
  • They pull approved photography and marketing files themselves
  • They submit a finished home photograph for Michelle to approve before it goes anywhere
  • You see which referrals turned into contracts, by builder

Why it is not in the first version. Giving outside companies a login into a system that holds your pricing and your buyers is the part that has to be exactly right. It deserves its own conversation and its own build, once the core is running and earning its keep.

The map is the part you can see. The system behind it is the part that sells lots.
We are already building your website, running your campaigns and producing your collateral. This is the same work, finally joined up, and it ends with you owning it.