Property Matching and Viewing History
The agent records the budget, preferred area, and criteria that guide the decision. After a viewing, they note why the buyer passed so the next shortlist reflects that feedback.
Custom Development
CRM for Real Estate Agencies
Real estate agents need to know whether a property is still available before confirming a viewing. We’ll design a CRM that brings together buyer and tenant inquiries, property records, a viewing calendar, and negotiation stages.
When Client Requirements and Listings Don’t Line Up
- Property and client details are stored on agents’ personal phones. When an agent leaves, their records are lost.
- A client is looking for a one-bedroom apartment. A suitable listing comes in, but no one connects it to the client’s request.
- Viewings are scheduled without a shared calendar, leading to clashes and missed appointments.
- Owners want to know who viewed their property and what feedback they gave, but agents have no clear reports to share.
- It’s hard to assess advertising performance, agent performance, and which channels bring in clients.
An Agent’s Workspace from Property Search to Closing
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Property Availability Checks
Before booking a viewing, the agent checks the property’s status and price and confirms the arrangement with the owner. If the property is ruled out, the reason stays in the buyer’s shortlist.
Documents and Commissions
The coordinator tracks document readiness and agreed commission terms separately from negotiation progress. Each team member sees only the stages relevant to their work.
Additional Features
- Negotiations and Next Steps
- The manager can see open inquiries, scheduled viewings, and negotiations awaiting a decision. Each inquiry can have an owner, a follow-up deadline, and a reason for any pause. If a client is reassigned, their viewing history and current shortlist go with them.
- Transaction Documents
- The coordinator defines the documents required for each transaction and tracks which versions have been received, reviewed, or sent back for clarification. Access can differ for the agent and the document reviewer. The record shows who signed off on the file and what each party still needs to provide.
- Commission Accrual and Payment
- Finance can link commissions to the transaction, agents, and partner firm. Separate statuses track the agreed split, the accrued commission, and the actual payment. If the deal is canceled or its terms change, an adjustment preserves the original calculation and the reason for the change.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
The Owner Changes the Terms Before a Viewing
The owner announces a new price. The agent checks the scheduled viewings and asks the clients whether the revised offer still works for them.
The Buyer Revisits the Shortlist
The client rules out several apartments because they’re on higher floors. The agent updates the preference and builds a new shortlist while keeping earlier viewings and feedback on record.
What to Include in the First Release
The first release will connect client requirements, property records, and viewings. We’ll agree on who can confirm that a listing is current and how duplicates are flagged. We’ll cover cases where several apartments share a street address or different agents work with the same owner.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
How Do We Track Multiple Requests from the Same Buyer?
Each request can have its own budget, target areas, and decision date. One contact record ties them together, while the agent can close or reopen each request separately.
Can We Split Commission Between Agents?
The transaction record can capture the parties involved, commission splits, and the basis for the calculation. We’ll define the rules for working with partner agencies during design.
How Do We Merge Duplicate Listings Without Losing Their History?
We’ll agree on the attributes that identify a property and store listing sources separately. Different apartments can share an address. An agent reviews the proposed merge, and links to earlier viewings and the owner’s contact details are retained.
What Determines the Scope of Development for an Agency?
The estimate depends on transaction types, how property records are structured, partner access, commission rules, and whether viewing history needs to be migrated. We assess listing portal integrations after reviewing the available data exchange options. The first phase can cover one team and its active inquiries.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.