Set up your own project management tool on your phone and start tracking every grain of information.

And you can easily keep track of what stage of the sales process they are in with the CRM. 

This is a huge bummer, as I've been using it for 10 years and I think it's a super useful tool.

Make sure you put discount clauses and subordination verbiage in your offer.Use the Installment down payment clause.A Front Porch clause can be used to completely eliminate the down payment requirement.Write in your offer that seller pays all transfer, contributes X-$'s to you at settlement and that you receive all positive escrows if there is a mortgage to be paid off, and the seller agrees to leave stuff in the house or garage - all furniture, the old car in the garage, tools and garden stuff.

MLS is one tool that has advantages and disadvantages.

I have several blacklisted in my CRM for exactly that reason.I had one especially egregious case recently. 

What softwares/tools do you use and what has your past experience taught you that im glossing over?

BiggerPockets has over 2 million members and provides education, tools, and a community.

KBKR has free webinars covering their cost segregation tools that I am going to check out (free CPE!).

Leverage is a tool just like a table saw.