A Challenge Worth Tackling

DealMachine had a clear mission: revolutionize real estate investing with a cutting-edge SaaS platform that automates and simplifies lead generation. But even with a strong product and growing user base, one number loomed large—15%. That was their monthly churn rate, and it was siphoning off potential growth at an unsustainable pace.

For DealMachine, reducing churn wasn’t just a business goal—it was a necessity to unlock their platform’s full potential. They didn’t need surface-level fixes; they needed a partner ready to dig deep, challenge assumptions, and deliver actionable results. That’s where Insivia stepped in.

Setting the Foundation

At Insivia, we know that great retention doesn’t happen by accident. It starts with clarity—getting the right data, asking the right questions, and taking bold action to solve problems. For DealMachine, we rolled up our sleeves and got to work with our proven Retention Framework.

Retention: Data Tracking + Experience Mapping

Step 1: Tracking What Matters

We began by identifying a single critical metric: churn rate. Everything tied back to this number. From here, we built the infrastructure to track user activity and engagement across tools like Firebase, Analytics, and HotJar. But tracking data wasn’t enough; we needed to transform it into insight.

We asked questions designed to uncover the truth:

  • What features were most “sticky” for long-term users?
  • Which behaviors in the first month predicted whether a user would churn or stay?
  • What interactions left users feeling less confident or frustrated?

The answers led to custom dashboards and visualizations that gave DealMachine clarity on the patterns driving churn—and the behaviors that could stop it.

Retention Data Tracking

Step 2: Mapping the Experience

With data in hand, we turned to the user journey. The first month of any SaaS experience is critical, and our focus was laser-sharp: make every touchpoint count.

We mapped out every stage, from signup to the first successful action, identifying where friction or confusion might creep in. Then, we went further—finding ways to exceed expectations both physically (through intuitive interfaces and seamless processes) and emotionally (through celebratory milestones and motivational messaging).

For DealMachine, this meant redesigning their onboarding process to get users to value faster and crafting tailored communications to keep users engaged when they might otherwise fall off.

Retention Experience Mapping

The Work: From Strategy to Execution

A plan is only as good as its execution, and Insivia prides itself on delivering results. Over the course of our engagement, we worked closely with DealMachine’s team, blending strategic insights with agile execution.

Prioritizing What Moves the Needle

Through weekly coaching sessions, we scored potential actions based on impact and effort. This ensured that DealMachine’s team focused their energy where it mattered most—whether it was enhancing a feature, rethinking communication flows, or creating new user incentives.

Driving Engagement Through Action

We developed an interactive customer dashboard packed with tools that made retention proactive, not reactive:

  • User Gamification: Encouraged behaviors tied to retention, like adding properties and sending mailers, with an internal points system.
  • Simplified Onboarding: Streamlined the signup process and introduced quick-start guides to help users hit the ground running.
  • Proactive Communication: Sent targeted messages to re-engage users showing signs of churn before it was too late.

Refining Through Iteration

No strategy survives without refinement. Every improvement was tested, measured, and adjusted in real-time, ensuring every action brought DealMachine closer to their retention goals.

Internal User Gamification

A Story of Transformation

By the end of our engagement, the numbers told a new story. DealMachine’s churn dropped from 15% to 10%, saving the company $35,000 every month. And this wasn’t just a quick fix—it was a foundational shift that positioned them to reach their ultimate goal of a 7% churn rate.

But beyond the metrics, DealMachine had something even more valuable: a clear, repeatable retention strategy that empowered their team to sustain growth far into the future.

 

“Definitely work with Insivia. Their ideas are grounded in expertise and deliver real results. Every recommendation we implemented paid off.”

— David Lecko, CEO & Founder of DealMachine

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