How to sell to Heads of Operations at Proptech companies
Heads of Operations in Proptech are primarily measured on operational efficiency, specifically the time it takes to onboard new property listings. They respond to outreach that demonstrates a clear understanding of their challenges, like streamlining listing management or integrating with existing software to reduce time spent on manual tasks.
Written and maintained by the SoloRiff team, who build outbound software and run outbound with it. The figures below are our own: we measured 518 proptech company domains over public DNS on 2026-09-03. Last updated 2026-09-03.
What actually hurts
- slow onboarding processes
- inefficient listing management
- software integration challenges
The playbook
- 01
Identify recent funding rounds
Filter for Proptech companies that have recently secured funding. These companies are often looking to scale operations and may be more open to new solutions that promise efficiency. Use databases like Crunchbase to find this information.
- 02
Research operational pain points
Dive into reviews and discussions on forums like Proptech-specific LinkedIn groups. Look for recurring themes related to listing management inefficiencies or integration issues with existing software. This insight will help you tailor your messaging.
- 03
Craft a message around onboarding speed
Compose your outreach focusing on how your solution can significantly reduce the time required to onboard new listings. Highlight specific features that automate manual processes, making it clear how this aligns with their operational efficiency goals.
- 04
Anticipate objections about implementation
Prepare to address concerns about the complexity of integrating new tools. Have examples ready of how similar companies successfully implemented solutions with minimal disruption. This will help alleviate fears and encourage a conversation.
- 05
Suggest a brief call post-webinar
After identifying a company that attended a recent Proptech webinar, reach out to suggest a brief call. Mention the insights shared during the webinar and propose discussing how your solution can support their operational goals.
Can proptech companies even receive your mail?
We measured the DNS of 518 proptech companies, sampled evenly across company sizes, to see how many authenticate their own email. It matters in both directions: a domain that does not authenticate is a domain whose team is used to mail going missing — and if your own domain is in the gap, yours is the mail going missing.
Publishes a DMARC policy of quarantine or reject — the domain actually asks receivers to act on failures.
The gap is the finding: 27% of 1–10-person companies against 55.6% of the largest — 29 points apart. Small companies are where the unauthenticated domains are, and small companies are who most cold outreach is aimed at.
Where does your domain sit?
Same three lookups, run live against your domain. Nothing is stored and nothing is emailed to you.
How this was measured
Company domains were sampled within employee-count bands, then queried over public DNS for SPF (TXT at the apex), DMARC (TXT at _dmarc.) and MX. One domain per company, deduplicated. Anyone can reproduce any single row of this with dig.
DKIM is deliberately absent. A DKIM key lives under a selector that cannot be enumerated from outside the domain, so a company with flawless DKIM under a name we did not guess would be counted as having none. That would measure our guess list, not the industry.
Domains with no MX record are excluded rather than counted as failures — parked and redirect-only domains would otherwise drag every figure down and make the result an artefact of the sample.
Sampled within bands, so this describes the population of companies, not of employees: a 10-person company counts once, as does a 10,000-person one. Each band is at least 60 domains; bands below that are not published. Figures are percentages of the sample, not of the whole industry, and we publish no company names — only counts.
Measured 2026-09-03. Re-measured monthly.
The full census across every industry — sortable, with sample sizes, free to reuse under CC BY 4.0.
Subject lines that fit
- Streamline your property onboarding
- Improve listing management efficiency
- Transform your operations today
Questions
- Why do Heads of Operations in Proptech ignore sales emails?
- They often receive numerous outreach attempts and prioritize messages that directly address their specific operational challenges. If your email doesn't quickly convey an understanding of their pain points, it may be overlooked.
- What operational metrics do Proptech COOs focus on?
- COOs typically focus on metrics such as the average time to onboard new listings, operational costs, and the efficiency of their current technology stack. These metrics directly impact their ability to scale and improve service delivery.
- How can I get a response from a busy COO?
- To capture their attention, your outreach should be concise and highlight a specific solution to a pressing operational issue. Mentioning recent industry developments or funding can also create relevance and urgency.
- What challenges do Proptech operations leaders face?
- They often struggle with managing rapid growth, ensuring software integrations work seamlessly, and maintaining operational efficiency. These challenges can lead to delays in onboarding and increased operational costs.
Or have it run itself
SoloRiff does every step above on its own — finds the companies, finds the people, writes each of them individually, and handles the replies. Drop your URL and watch it work before you sign up for anything.
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