In an estate agency the listings sit on property portals and the buyer requirements sit on the agents’ phones. A client who asked for a “3-bed with a garden near a school” three months ago is forgotten the day the perfect property comes in, and listings stay live after the agency agreement has expired. In the system we build, every listing and requirement is recorded with the same criteria, and when a new property is added, suitable buyers and tenants are matched automatically and the agent is notified. Viewing records are signed on the phone, and agreement terms and portal feeds are tracked from one dashboard.
Problems estate agencies face
- Old requirements never matched to new listings
- Viewing records left on paper
- Listings with expired agency agreements going untracked
- Client information leaving when an agent does
Modules
Listing records
Listing card with location, rooms, size, price, title status and photos.
Requirement matching
Automatic suggestions of properties that fit buyer and tenant criteria.
Viewing record
Digitally signed viewing record and visit notes on mobile.
Agency agreement
Sales and letting agreement dates with renewal reminders.
Listing management
Publishing to the agency site and feed files for property portals.
Agent performance
Reports on listings, viewings, offers and commission.
How it works day to day
- 1
The agent records the new listing with photos and location.
- 2
The system finds suitable requirements and lists them for the agent.
- 3
A listing link is sent to the client on WhatsApp.
- 4
At the viewing the record is signed on the phone.
- 5
When the sale or letting completes, commission and reports are updated.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For small agencies with a single agent, ready-made real estate CRM apps may be enough to start with.
When custom software pays off
In agencies with many agents or needing matching rules specific to your area’s listings, a custom system improves closing rates and keeps client data inside the agency.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 20 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Are listings pushed to portals automatically?
To the extent the portals’ XML or integration methods are supported, listings are transferred in bulk.
Can our old listings and client list be migrated?
Lists from Excel or your current program are imported during setup.
Can agents see each other’s clients?
You set the access rules; an agent can see only their own clients or the agency’s shared pool.
Is client data handled in line with GDPR?
Consent records, access rights and deletion requests are managed within the system.
