CRM stands for Customer Relationship Management systems, and they have become an essential tool for businesses across many industries. In property and real estate, CRM have been tailored to help property professionals manage, track, oversee, and nurture their client relationships, ensuring no lead or opportunity is lost.

For this reason, the importance of using real estate CRM cannot be understated, especially when relationships can be the difference between success and failure. It can’t be denied that when CRMs are used correctly and effectively, they can play a pivotal role in the success and efficiency of an agency.

CRM systems blend traditional relationship-driven sales with modern-day technology to enhance efficiency, ensure thoroughness, and increase the agent’s ability to deliver exceptional and memorable service to their clients. CRM systems can be used to manage leads from initial contact to the final sale, client profiles can be created so agents have all the information they need at the click of a button, and all communication can be tracked to ensure agents can refer to previous discussions.

And that’s not all; they have features for task scheduling, marketing automation, property listing segmentation, performance analytics, and collaboration. Indeed, the realm of CRM is vast, and when used correctly, it can take real estate agencies to the next level.

CRM stands for Customer Relationship Management systems, and they have become an essential tool for businesses across many industries. In property and real estate, CRM have been tailored to help property professionals manage, track, oversee, and nurture their client relationships, ensuring no lead or opportunity is lost.

For this reason, the importance of using real estate CRM cannot be understated, especially when relationships can be the difference between success and failure. It can’t be denied that when CRMs are used correctly and effectively, they can play a pivotal role in the success and efficiency of an agency.

CRM systems blend traditional relationship-driven sales with modern-day technology to enhance efficiency, ensure thoroughness, and increase the agent’s ability to deliver exceptional and memorable service to their clients. CRM systems can be used to manage leads from initial contact to the final sale, client profiles can be created so agents have all the information they need at the click of a button, and all communication can be tracked to ensure agents can refer to previous discussions.

And that’s not all; they have features for task scheduling, marketing automation, property listing segmentation, performance analytics, and collaboration. Indeed, the realm of CRM is vast, and when used correctly, it can take real estate agencies to the next level.

What is Real Estate CRM?

A real estate CRM is a specialized tool designed for real estate agents, brokers, and agencies to help streamline sales processes, organize client information, and manage leads, properties, and appointments efficiently.

With a Real estate CRM like Oas36ty, you can effectively communicate with your prospects and existing customers via phone calls and WhatsApp, track real-time performance of your agents, automate repetitive tasks, and generate comprehensive performance reports on important metrics to make data-driven decisions.

What is Real Estate CRM important for Real Estate Agents?

Keeping track of team activity and performance, customer interactions, and managing sales pipeline is a huge challenge for all real estate agencies. And that's where a real estate CRM like Oas36ty can help. With a real estate CRM, you can:

• Stay on Top of Follow-ups: Don't lose leads due to ineffective communication; always follow up on time.
• Boost Calling Efficiency: Make more accurate calls with features like auto-dialer and click-to-call from web and convert more deals than ever before.
• Effortlessly Manage All Leads: Securely capture and store lead data in one central hub by integrating with third-party platforms for easy access and management.
• Track and Manage Team Remotely: Track your team's location from anywhere with Oas36ty's check-in option that captures site visits.
• Automate Routine Tasks: Automatically capture and distribute leads, send instant welcome messages to leads, update deal status, and more.
• Nurture Multiple Leads at Once: Send personalized bulk WhatsApp marketing messages to leads about property listings, hot deals, etc based on their stage in the sales process.

Implementing CRM Real Estate Best Practices

Successfully implementing these systems into your real estate business isn’t just about investing in software and entering the appropriate information. It requires a methodical approach, constant monitoring, and the ability to understand the system. Here, we reveal a step-by-step approach to ensure you implement a CRM software that is set up for success from the off.

• Assessment of needs: Before you invest in a CRM tool, write down your requirements. These will depend on your specific needs and goals, as well as the services you provide to your clients. For example, do you need a system that integrates with listing services or email marketing? Do you need a system that is accessible via mobile or simply desktop devices?
• Training and education: Once you’ve found the right CRM to suit your desires as listed above, spend some time learning about the system and how it works. While this might seem like a waste of time to begin with, especially when your to-do list is already mounting up, it will allow you and your team to effectively harness all of the chosen CRM’s features. Plus, it’ll likely save you money in the long run.
• Data entry: The difference between a CRM that works and one that doesn’t is consistent data, which is why this needs to be a priority. Whether inputting new client details or categorizing leads, consistent data will ensure you’re better able to search for and track in a more easy and efficient way. Again, this might take up a little of your time to begin with, but it will be worth it in the future when the system is doing all the hard work for you.
• Stay updated regularly: In addition to the above, ensure you’re adding relevant and updated client details. If, for example, someone makes a property booking or rents an apartment, be sure to update their details on the system. This means you’ll have a better and more complete understanding and overview of your clients. After all, a CRM system is only as good as the data inputted.
• Automation: If you’ve never used a CRM system before, you might be hesitant to give full control to the technology’s automation features. But this is exactly where the power of the CRM system comes in. Spend time learning what the CRM system can do and try a few different features to see what works for you. While each CRM system is different, as a brief overview, generally, a CRM system will allow you to automate reminders for follow-ups with clients, email campaigns, and even property viewing schedules.
• Integration: Again, another advantage of CRM systems is that they easily integrate with other tools you use, including email platforms, social media, and listing services. Don’t be scared about setting this up. Instead, take it slowly and try one at a time. Then, once you’ve got the hang of one integration, start rolling it out. Gradually, you’ll find your days becoming more efficient with more time-consuming and laborious tasks being taken care of by the CRM system.
• Feedback loop: For CRM systems to really work, it’s important that people are on board with it. Therefore, it can be really beneficial to ask team members using the CRM system what they think of it. If they are struggling with certain areas, it might be that a simple training session can help, or you may identify features that don’t work for your team, as well as areas for improvement.

Why Agents Need a CRM

As a real estate agent, you’re probably juggling multiple clients at a time and prospecting for new ones — all while trying to keep your appointments and contracts organized. Using a CRM for real estate agents can automate the repetitive aspects of your workload so you can focus on more meaningful tasks.

Here are some of the key features a CRM offers to make your life easier:

• Organize prospect information, making it easy to find (i.e., no more hunting through spreadsheets).
• Quickly respond to property inquiries without having to dig through your inbox.
• Keep track of which prospects you've reached out to and which are farther along in the home-buying process.
• Gather digital metrics, such as your prospects' website activity or whether they opened your emails.
• Manage your sales pipeline in one place and keep track of closings.
• Maintain contact with past clients for relationship management and referrals.
• Automate tasks and workflow, such as email follow-ups after open-houses.

There are dozens of CRM platforms on the market, but not all of them are good. You may have had a poor experience in the past with clunky interfaces, limited functionality, or a lack of support.

But no more. To save you time, I found and reviewed the 12 best CRMs for real estate agents. These 12 tools have powerful communication tools, analytics, integrations, and AI-powered insights to transform your business at an affordable price.

If you're new to using a CRM and are looking for a low-risk way to test one out, many of these software has free trials or basic levels. However, most businesses find that a CRM pays for itself with value added and time saved.

Manage Real Estate Leads Efficiently

Streamline your sales processes, respond inquiries instantly, automatically qualify leads for sales outreach, and more.

Capture inquiries

Never miss out on property inquiries. Capture all offline and online opportunities to build your funnel.

• Website queries
• Social Media
• Buyer Referrals
• Walk-in site visits
• Property marketplaces
• Segment leads intelligently

Segment your prospective home buyers based on various factors – property types, preferences, location, demographics, financial status, home loan status, and more. Use this information to always maintain relevant messaging with property buyers across all communication channels.

Reduce response times

Set up autoresponders on Email, WhatsApp, and text messages for inbound inquiries. Distribute leads to sales agents in real time for quick follow-up.

Track conversations, interactions like ad clicks, email opens, website page visits, etc., in one place.

Automate lead and task assignments

Automate notifications (text, email, app) to your agents when a new lead is assigned to them, or if a new site visit is booked. Our real estate CRM sets tasks for them based on their calendar availability so that they don’t have to do it manually.

Help your agents work smartly

Help your sales team identify the best sales opportunities by using the lead quality score. Define what qualifies as a high-quality lead to you and let our CRM system qualify leads henceforth.

Prioritize your sales team’s tasks by using a combination of lead quality score and activity score (based on the prospect beh Oas36ty avior and conversation tracking). Let them focus on high-potential deals first.

Manage Your Real Estate Inventory with Ease

With automated inventory mapping, agents can view in real-time the inventory for different projects based on buyer preference.

Build your assembly line for property management

Design milestones, assign pre-set buyer scores, plan field agent meetings, & more

• Track buyer actions
• Auto-update opportunity stages
• Program efficient site-visit mapping
• Encourage buyers to buyers to take action with personalized nudges

Stay on top of your listings with seamless inventory management

Track and monitor every project, listing, and property 

• Build micro-sites to showcase listings and capture inquiries
• Map field agents to each listing or project
• View trend reports on how each property is performing
• Add offer opportunities and map potential buyers
• Easily edit your inventory to add/remove properties

Key Features in a Real Estate CRM Software

A real estate CRM like Oas36ty has a unique set of features tailored to meet the unique requirements of all real estate businesses.

Track your team effortlessly

Because you need to know what your staff is doing in real-time.

• Automatically track and record all calls.
• Revisit conversations and track agent performance by accessing the call recordings.
• Use the recordings as a learning resource to train your agents.

Capture leads from all Real Estate Portals

Why manage leads manually from 15 different platforms when you can manage them from a centralized hub?

• Effortlessly capture leads from everywhere in one place
• Automatically assign leads to your agents.
• Connect with leads instantly with Oas36ty’s WhatsApp Chatbot.

Boost calling efficiency

Because quick, efficient calling = more calls = more deals

• With Auto dialler, your team spends less time typing numbers and more in closing deals
• Use Oas36ty's web application to make calls from your mobile in one click.
• Eliminate manual effort and automatically sync call feedback (call connected, disconnected, missed, etc.)

Complete client interaction history in one place

Because when you focus on the wrong leads, your team won't get any results even if they are working hard

• Manage and track every inbound/outbound call, WhatsApp message, SMS, email, etc from one central hub.
• Securely store lead documents, registration certificates, and purchase invoices, or any document for easy access.
• Streamline your lead communication and sales pipeline.

Appointment and callback reminders

Because letting follow-ups slip through means losing deals.

• Don't miss call appointments with timely notifications on WhatsApp.
• Get notified when it's time to call
• Always follow up on time and close more deals.

Field executive tracking

Without tracking they make mistakes and you lose business

• Track field executives' location with check-ins to know exactly what they are doing.

Site visit & day planner

Because without a plan your people will work hard and still achieve nothing

• Easily assign tasks to your team members.
• Track their real-time progress and provide feedback within the CRM.
• Send automated reminders to leads and clients on WhatsApp about scheduled meet-ups.

Real-time tracking and reporting

Because you need to know what's happening in your business RIGHT NOW!

• Get detailed analytics in a single dashboard.
• Effortlessly manage your sales pipeline and track the entire team's work.

Why do Real Estate Professionals use Oas36ty?

Real Estate Agents

Effortlessly organize client data, manage follow-ups, and make calls with just one click. Never miss an important follow-up opportunity and stay ahead of the game. Securely store crucial documents, and track the entire interaction history from one place to personalize your services to leads and close more deals than ever before.

You can also send bulk WhatsApp messages to nurture multiple leads simultaneously and customize workflows to automate repetitive tasks. Oas36ty is your ultimate assistant for boosting efficiency and closing more deals. Oas36ty's Real Estate CRM= better connectivity = more deal closures!

Real Estate Brokers

Keep track of field executives' location throughout the day, listen to call recordings, and know exactly what they are doing with live check-ins. You can also track and manage the sales pipeline, and generate comprehensive reports on the performance of your agents and important sales metrics to make effective growth strategies.

With Oas36ty's integration capabilities, you can effortlessly capture leads from real estate portals, Google, Website, etc, and assign them automatically. Manage your agents, check the performance of properties, and assess the effectiveness of marketing campaigns- all with one single app- Oas36ty!

Real Estate Developers

Easily assign tasks to your team, track real-time progress by generating reports on any metric, and send automated reminders to leads and clients about scheduled meet-ups. You can easily manage interactions with real estate agents and brokers with features like auto-dialler, click-to-call from web, WhatsApp integration, etc.

The business requirements of real estate developers are unique. You can customize Oas36ty to accurately reflect your sales processes and workflows. Stay organized and in control, even when dealing with multiple projects. Take your real estate business to the next level with Oas36ty!

Property Managers

Manage client and tenant interactions and appointments with features like auto-dialler, click-to-call from web, call recording and WhatsApp integration. Send personalized bulk WhatsApp marketing messages to potential clients and convert them into paying customers.

With Oas36ty, you can send rent reminders automatically at the end of every month to tenants to keep everything organized and on time. You can also track rental payments effortlessly by integrating with payment gateways. Stay connected with clients and ensure nothing slips through the cracks with Oas36ty!

The Best Strategies for Maximizing the Use of a Real Estate Agent CRM

As mentioned, and just like any other technology, real estate CRM is just about implementing it and allowing it to do all the hard work. Success comes down to best-practice advice and a team of committed professionals behind it.

Segmentation

While CRM systems make your day-to-day responsibilities as a real estate agent easier, you do need to give it a little helping hand. Begin by grouping your contacts in separate categories based on their stage of the customer journey, their desires, and even your proposed service offering to them. This means you can target them with specific communication and better serve their needs.

Communication

On the topic of communication, with your contacts grouped together, you can use the data in the CRM system to send them personalized and specific messages and emails. For example, if you know one client group that has a budget of $1,000,000+ and you see a new property come up for sale in that price range, you can send them a bespoke email with details of the property. What’s more, those clients with budgets out of that range don’t need to be included in the email chain.

Task and Calendar Management

CRM systems aren’t just great for communication. They can also be used to schedule tasks, viewings, and follow-ups. Think of it like a PA system, ensuring you never miss an appointment. This means you don’t need to cover your desk in sticky note reminders and can instead use the all-encompassing, centralized CRM system to help you stay on track. Plus, with improved organization, you’ll better serve your clients, which will do wonders for their satisfaction, loyalty, retention, and referrals.

Performance Analytics

As well as the above, many CRM systems also come with advanced analytics tools. This provides you with the opportunity to track leads, including where they come from, how likely they are to convert, and existing sales patterns and trends. This information can help you forecast future patterns, and you can also use it to identify areas for improvement. For example, is there an obvious trend where clients who sign up for rental alerts are falling off the customer journey? Or maybe you realize that after an initial viewing, too many clients aren’t coming back. This insightful data can help you look into specific areas of the customer journey and ensure they are performing just right.

Client History

As a real estate professional, you’re likely dealing with various clients and properties, but it’s also important that each client has your undivided attention. A CRM system makes this easier. For example, just before any client meeting or call, or even when a client calls up, spend a few moments going through their details on the CRM system to ensure you’re prepared and informed. This is a great tactic for showing your commitment and dedication to a client and, again, does wonders for their satisfaction.

Mobile Access

When choosing a CRM system to invest in, consider one with mobile access. This allows you to access and update crucial client information on-the-go. Then, when you’re back at your desk, you can access the data and continue where you left off. It also means you can update information when you’re out and about for the team in the office to keep up to date with. In short, it helps to create a more efficient and harmonious work force.

Common Mistakes to Avoid When Using a Real Estate Agent CRM

As well as the best-practice advice listed above, there are a few common pitfalls to avoid. Here, we round up the ones to be aware of so you can sidestep them and instead successfully use your CRM.

Incomplete Data Entry

As previously mentioned, a CRM system is only as good as the data inserted. It pays to spend time entering complete and correct data. The more comprehensive the data, the more valuable the CRM becomes, and the more efficient you will be as a real estate agent.

Not Using All CRM Features

Most CRMs come packed with various features, and while you don’t need to use them all immediately, not using them all will undoubtedly deny you of all the full benefits. Give yourself a goal of learning about a new feature every other day and try to have the full system rolled out within the first month of using it.

Software Updates

To keep your CRM system efficient and valuable, CRM developers will regularly roll out updates. This can include new security features, so it’s important you keep your CRM updated so you know you’re always getting the most out of it.

Being Inconsistent

When it comes to CRM systems, it’s best to find one that suits your needs and stick to it. Using multiple systems can only cause confusion. In addition to this, ensure your team is using the same methods to insert data. If not, you’re at risk of confusion and missed opportunities.

Neglecting Training

CRM systems are always advancing, so it’s important to ensure you’re keeping up to date with the latest features and trends. What’s more, if new team members join, ensure they are adequately trained and comfortable with using the system.

FAQ’s

Why Real Estate CRM Could Change Your Agency?

The truth is, when maximized, CRM systems can be the linchpin of an agent’s journey to success. It can enhance client relationships, improve operational efficiency, and ensure those all-important opportunities are never missed. In such a saturated and competitive market, leveraging CRM systems can undoubtedly give you a competitive advantage. So, whether you’re starting out in the world of CRM or want to refine your usage, remember the above insights, and you’ll be one step closer to success.

Why Oas36ty CRM is a popular online real estate crm?

Oas36ty CRM is used to great success by more than 250,000 businesses of all sizes and types around the world. With more than two decades of delivering world-class software technology to the global business community, Oas36ty has been the winner of major awards in the CRM tech space and is consistently rated highly by both critics and users. Sign up for a free trial and start your CRM journey today with the world's favorite real-estate CRM solution. sales@Oas36ty.com

Is Oas36ty CRM suite for small real estate business?

Oas36ty CRM comes with a streamlined, easy-to-use interface that can help small real-estate businesses start selling in no time. Oas36ty CRM includes functionalities such as marketing automation, email marketing, customer support and team collaboration which lets your team get up and running as fast as possible without purchasing additional software. sales@Oas36ty.com

How to choose best real estate crm software by comparison?

While most CRM solutions in the market might be robust and secure, the amount of complexity leads to the user experience suffering, which often requires you to change the way you work to suit the software. Oas36ty CRM—with its broad coverage, deep features, and intuitive UI—can go head-to-head against any other big brand name when it comes to technology and functionality.

What are the benefits of real estate lead management software?

By implementing a real-estate lead management software, you can organize your leads and contacts, nurture prospects and convert them, manage your property lists, maintain a clean history of leads and their stages before they become a deal, handle transactions and collect payments. sales@Oas36ty.com

How Oas36ty is important for realtors & brokers?

It’s extremely important for the digital transformation of your Real Estate business. Oas36ty is an Integrated Solution designed exclusively for the Real Estate industry. It empowers developers and brokers with advanced CRM automation. Oas36ty helps to reduce manual effort, save time, establish better connections with clients and increase chances of conversion!

Why choose Oas36ty for real estate?

Oas36ty is a leading Real Estate CRM Software that is exclusively designed and developed for market experts. Oas36ty automates the complete sales and marketing cycle and enables your team to get more bookings with minimum efforts.

How does Oas36ty Real Estate CRM software work?

Real estate CRM helps you with everything from pre-sales, sales, and post-sales to advanced CRM functionalities. The platform keeps up with your business's needs and growth, enabling you to efficiently and effectively manage people, processes, and technologies. An effective real estate CRM puts all of the features, analytics and insights in one place so developers and brokers can focus on selling instead of managing day-to-day tasks.

How the best real estate CRMs handle every stage of the customer lifecycle?

With Oas36ty CRM you can engage customers across multiple channels at each stage of the customer lifecycle. Generate leads from real-estate sites such as Zillow and Trulia, follow up your prospects with automated lead nurturing, convert them to leads and contacts, generate and send invoices, see your conversion rates, identify where the potentials churn the most, and measure the overall efficiency of your sales process. sales@Oas36ty.com

How to evaluate best contact management software for realtors and real estate agents?

Ensure that the real estate CRM software you are going for enables you to manage leads, client inquiries, customer contacts, marketing campaigns, and after-sales services. The software needs to give you a single, centralized platform where you get a complete picture of your sales activities, sales pipeline, and inventory. sales@Oas36ty.com