Enquiries from property portals, your website, Facebook and WhatsApp land in one pipeline, matched to the right listing and the right agent. Viewings are booked without phone tag, offers and promise-of-sale dates are tracked, and the commission split is worked out for you. A custom CRM shaped like an agency, not a generic sales board.
An enquiry arrives on Sunday evening about a two-bedroom in Sliema. By Monday morning the agent who saw it is out viewing, the listing has been updated by someone else, and the buyer has messaged three other agencies. Property sales run on speed, and the details sit in too many places: portal inboxes, personal WhatsApp, a listings sheet and notes on a phone. A spreadsheet works until it doesn’t; the comparison of spreadsheets and a proper system is honest about where that line is.
Pick the ones you need. Each is built around how your team already works, then joined up on one set of data.
Portal enquiry emails, website forms, Facebook messages and WhatsApp are filed against the person and the listing automatically. Where a portal sends enquiries by email, they are parsed into the pipeline; where it offers a feed, the feed is used.
Budget, area, bedrooms, must-haves and timing recorded against each buyer, so a new listing shows you who to call first, and the agent doesn’t have to remember.
Properties, units and status (available, under offer, sold or let), with photos and documents, and a feed to your website so the site and the system never disagree.
Slots booked against agent calendars with the address, access instructions and reminders, plus a feedback note after each viewing that builds up the picture for the seller.
Offer, accepted, promise of sale signed, deposit received, final deed booked, completed. Each stage has its date and the documents attached, and the board flags a deal that has sat too long.
Owners, instructions, agreed fees and the history of every conversation, so whoever picks up the phone knows where things stand.
Fee per deal, split between listing and selling agents or referrals, calculated from the record and shown per agent each month.
Lead sources and what they convert, days to offer, listings by agent and the pipeline value, live, without an export to Excel.
I haven’t built a real estate CRM for a named client yet. The pipeline, the inbox and the contract-date tracking are the same building blocks running live in a storage company and a contractor.
A client lifecycle with renewals that follow the contract term, a unified inbox for Gmail, WhatsApp, Messenger and Instagram, and a quote pipeline that flags missed steps.
Read the case study Construction · Live · portal v1Nathan Fenech ConcretingLead capture that stores and references every enquiry, after the old form had been silently dropping them.
Read the case studyThe same five steps on every project, sized to yours.
Tell me how the business runs today: the tools, the workarounds, the bit that drives you mad. The quote builder takes about five minutes and gives me a scoped brief.
I reply with a fixed price and a phase plan. The must-haves go first, so you are using the system while the rest is still being built.
You see the real system on a private link while it is being built, with your own data in it as early as possible. Changes are cheap at this stage, so this is where we make them.
Spreadsheets, an old system, email threads: the data comes with you, checked against the source so nothing is lost on the way.
Your team gets a walkthrough, and I stay on for fixes and new features, either on a monthly support plan or pay as you go.
Where a portal sends enquiry emails, yes: they are read into the pipeline and matched to the listing. Where it offers a feed, I use that. What each portal allows differs, so tell me which ones you use and I’ll confirm how each connects before quoting.
Yes. Buyer requirements are stored as fields, so a new listing produces a short list of people whose budget, area and size fit. The agent still makes the call. The system just stops good matches being forgotten.
Yes. Sales and lettings can share the same contacts and listings with different pipelines. For letting after the deal, see rent invoicing and the owner and tenant portal.
Yes. Listings can feed a Wix, WordPress or custom site, and website enquiries come back into the CRM.
A focused first version with the pipeline, listings and viewings is typically a few weeks. Customer records are roughly 40 to 80 build hours, bookings 40 to 90, on top of 30 to 50 hours of shared groundwork. The quote builder shows the total as you choose.
Enquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.
IndustryPropertyLeads, viewings, tenancies, renewals, maintenance and an owner portal.
SystemOwner and tenant portalOwner statements and activity, tenant requests with photos, documents and payments in one login.
SystemRent invoicingRent schedules, deposits, receipts, utility recharges, arrears reminders and owner statements.
ComparisonSpreadsheets vs a systemWhen Excel or Google Sheets is enough, and the signs it’s time for a system.
GuideSpreadsheets to a CRMA step-by-step plan for leaving the spreadsheet behind without losing a single client.
IntegrationWhatsAppMessages filed against the client, reminders and updates sent from your CRM or booking system.
Case studyStorexA storage and logistics company’s whole operation in one custom system: quotes, clients, invoicing, the warehouse and the crew in the field.
Enquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.
PropertyLeads, viewings, tenancies, renewals, maintenance and an owner portal.
Booking systemsOnline booking with your rules: deposits, reminders, waitlists and calendar sync.
IntegrationsWix, Shopify, Gmail, WhatsApp, Stripe, calendars and accounts, synced both ways.
How pricing works · Digitalise Your SME grants · All case studies
The quote builder opens with the parts on this page already switched on. Add or remove what you like, and I reply with a fixed quote.