Real Estate CRM to Turn Property Leads Into Bookings

A real estate CRM is a customer relationship management system made for property sales. Unlike a general CRM, it understands projects, units, site visits, bookings, payment plans and channel partners.

Property buyers take weeks or months to decide. They compare many projects, visit sites, talk to family and come back later. Without a CRM, these leads sit in phone call logs and personal WhatsApp chats. When a salesperson leaves, the leads go with them. A real estate CRM keeps this history with your company. Read more about general CRM solutions.

Who uses a real estate CRM

• Builders and developers selling flats, plots or commercial units
• Property dealers and brokers handling resale and rentals
• Channel partner firms working with many builders
• Real estate marketing agencies running ads for projects

The must-have features are lead capture, auto-assignment, follow-up reminders, site visit tracking, unit inventory, bookings and reports. Payment tracking and channel partner login are useful for builders.

Most portals and ad platforms can send leads to a CRM by API, email parsing or a lead form link. Once connected, each new lead appears in the CRM within minutes and is assigned to a salesperson.

1. 1

   Connect sources

   We link your website forms, Facebook and Instagram lead ads, Google lead forms and portal accounts using API integration where the platform allows.

2. 2

   Check for duplicates

   If the same phone number already exists, the CRM adds the new enquiry to the old lead instead of creating a copy.

3. 3

   Assign the lead

   Rules send the lead to the right person by project, area or language.

4. 4

   Instant reply

   The buyer gets an automatic WhatsApp or SMS with project details and the salesperson's name.

5. 5

   Remind to call

   The salesperson gets an alert to call quickly, and the manager sees uncalled leads.

Excel is fine for a handful of leads. A general CRM works for simple broker teams. Builders and active brokers get the most value from a CRM built for real estate.

Our parent team, Shivah Web Tech, has its own real estate CRM product that can be customised for your projects, or we can set up and customise a ready-made CRM if that fits better.

Each lead moves through stages such as new, contacted, visit scheduled, visit done, negotiation, booked and lost. Bookings link to a unit and a payment plan, and the CRM tracks each instalment.

Typical sales stages

1. New lead
2. Contacted and interested
3. Site visit scheduled
4. Site visit done, with feedback
5. Negotiation or second visit
6. Unit blocked with token amount
7. Booking done
8. Lost, with a reason

After booking

The CRM stores booking details, buyer documents and the payment plan. It creates payment demands as per plan, sends reminders, and records receipts. Builders can share a simple customer login where buyers see their payments and construction updates. Repeated reminders can run on their own with business automation.

We learn your sales process, set up projects and units, connect lead sources, import old leads, train your team and review results with you after go-live.

1. Understand your projects, team structure and sales stages.
2. Add projects, towers, units and price lists.
3. Connect portals, ads, website and WhatsApp.
4. Import old leads from Excel and phone lists after cleaning.
5. Set assignment rules, reminders and message templates.
6. Train sales staff, managers and the owner, each by role.
7. Review reports with you after the first few weeks and fine-tune.

The CRM works on mobile, so sales staff can update leads right after a call or site visit. It runs as a secure web application.

Owners should check lead response time, site visits, bookings by source and lost reasons every week. These four reports show where money and effort are working and where they are wasted.

Linking ads with bookings

Many builders judge ads by cost per lead. But a cheap lead that never visits the site is not cheap. When the CRM records the source of each booking, you can compare cost per site visit and cost per booking. This helps your ad team or agency spend on what really sells. Our data analytics team can build these dashboards for you.

Most CRM failures come from slow adoption, messy data and missing rules, not from the software itself.

• Leads still go to personal phones. Route every source into the CRM first.
• No call-back rule. Decide how fast new leads must be called and track it.
• Lost leads without reasons. Reasons like budget, location or timing guide your next project and ads.
• Owner never checks reports. When the owner reviews the CRM in weekly meetings, the team keeps it updated.
• Too many fields. Ask only what the team needs to close the sale.

Cost depends on users, projects, lead sources and extra modules like payments and partner login. You get a clear quote after a free call.

• Number of sales users and managers
• Number of projects and units
• Lead sources to connect
• WhatsApp Business API and calling integration
• Booking, payment plan and customer login modules
• Channel partner module
• Data import, training and yearly support

• List your lead sources today
• Write down your sales stages
• Collect your project and unit details
• Export old leads from sheets and phones
• Pick one manager to own the CRM rollout

SI Company is powered by Shivah Web Tech, Mohali. If your ads also need work, see our data analytics service for source and cost reports. Contact us to book a free call.

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