Real estate sales CRM

Whether you work with land or residential, commercial or industrial properties, Pipedrive saves you time and increases revenue by keeping track of your deals on the go.

  • Create pipelines for properties, investors and buyers
  • Keep track of conversations with clients digitally
  • Follow up and take notes on your phone between showings

Why Pipedrive is the best CRM for real estate

Discover how a CRM solution can boost your real estate sales – and why Pipedrive is the answer

Property, buyer or investor pipelines

Use one CRM tool to track each of your portfolios in its own visual pipeline

  • See how close each opportunity is to closing
  • Prioritize which opportunities to work on first
  • Import data fast or see sample properties instantly

Track conversation histories

Review your calls, emails and WhatsApp messages to nail follow-ups later

  • Remember your conversations
  • Organize messages by client and property
  • Check the last time you contacted a client

Work from your phone on-site

Record discussions before you forget and access property details with our mobile app

  • Take audio notes between showings
  • Get reminders to follow up on time
  • Update property or client information anywhere

What is a CRM in real estate?

Real estate CRM software enables businesses to manage and build stronger relationships with contacts, including leads, prospects and existing customers. The best CRM for real estate agents keeps all your contact data in one organized sales pipeline management system, automates mundane tasks and helps you become a top producer.

Buyer and seller data input

Manually recording buyer or seller details cuts into time spent closing or nurturing potential buyers. With real estate CRM software, you can input your contacts’ details, communication and activity automatically.

Full funnel visibility

Keeping on top of every activity with potential buyers or sellers is challenging. A CRM for realtors makes it easy by showing you where every contact in your pipeline is, indicating what the next step should be and automatically moving them to the next stage of the funnel.

Property details

A real estate CRM can manage more than just your contacts. By collecting and organizing property details in your CRM, you’ll have all the information readily available whenever you (or a potential buyer) might need it.

Customer insights

Have a client meeting scheduled? A real estate CRM can bring up your relevant notes at the tap of a button, so you’re always ready to deliver a truly personalized service.

Follow-ups and reminders

Keep deals moving with automatic messages, reminders and other email marketing capabilities. A CRM for realtors helps you nurture new leads and ensure no contact gets forgotten with automated follow-up emails and drip campaigns.

In-depth analysis

Where is a deal likely to fall through? How long is your sales cycle? What tasks and activities get the best results? With in-depth insights, the best CRM for real estate will help you see exactly what’s working (and what isn’t) so you can make smarter decisions.

How to choose a real estate CRM

Watch our quick video to see how you can choose the right CRM for your real estate or property business.

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Download your free real estate sales ebook (EN)

When it comes to real estate sales, the right processes are essential. Real estate CRM software allows you to automate those processes and methodically move clients through the sales funnel.

This ebook will teach you how to:

  • Set up your real estate CRM

  • Accurately price a seller’s home and set up your listings

  • Organize and streamline your sales processes

  • Conduct a foolproof comparative market analysis

  • Create and automate high-performing promotional marketing campaigns

  • Improve task management across your team

  • Negotiate confidently

  • Warm up cold leads and close the sale

Why CRM is important for real estate management

One of the main reasons real estate agencies use a CRM for property management is to organize their sales process to improve efficiency and better manage client relationships. Good relationships can give you a head start on a new property before it’s listed, help you work out a fair price and create word-of-mouth advertising – a powerful lead generator.

To keep relationships strong, you need to check in with clients frequently. That means having the right information, at the right time, at your fingertips – whether that’s available properties, possible neighborhoods or client requirements.

An excellent real estate CRM that’s easily customizable for your specific needs helps you stay on top of it all. Once you start using Pipedrive, you’ll discover many more benefits to your business.

Smarter reporting

Many variables affect a realtor’s sales target, such as commissions and selling fees, so keeping costs in check while trying to meet annual quotas can be a nightmare.

A real estate CRM gives realtors the tools to master key metrics, such as conversion rates, through visually appealing charts and reports. Pipedrive’s smarter reports give your agency a clear picture of current customers and their financial status and where you need to be to hit your revenue targets.

Discover Pipedrive’s reporting features

Easier segmentation of leads

No matter the size of your real estate agency, a decent CRM property management solution saves you valuable time by giving you the tools to identify your lead sources, manage referrals and segment lists in your lead capture forms.

With Pipedrive, you control where a real estate lead lands in your sales funnel and what list they belong to. You can choose whether to segment a prospect by budget, timeline or even their zip code.

Read about Pipedrive’s lead management tools

Follow-up automatically

To nurture leads and keep them engaged, realtors need to consistently follow up with inquisitive buyers or tenants.

A real estate CRM like Pipedrive makes it easy to automate your follow-ups and keep your own tone and style with custom templates. Whether it’s five days after an open house or six months after a new tenant moves in, Pipedrive will remind you to follow up (or send an email for you, if you prefer).

Discover how Pipedrive’s email communication features can help you

Build customer relationships

Building customer relationships is a great way to engage leads and boost customer loyalty. And what better way to build relationships than with social media?

Using Pipedrive’s Zapier integration, you can integrate social platforms and social listening tools with your real estate CRM. You’ll have all your social media stats in one place so you can better manage customer relationships, track their journey through your sales funnel and make improvements in real time.

How CRM works in real estate

The right CRM for real estate professionals can help with day-to-day task management and lead management. This helps you:

  • Keep client and property details, including photographs, organized and easily accessible

  • Automatically update contact information with the latest details

  • Stay connected with clients throughout the process with email reminders and notifications

  • Support and manage remote real estate reps with cloud software and mobile apps

  • Prioritize leads and establish a lead qualification system

  • Use email tracking to see if a lead is interested based on clicks and opens

  • Onboard new clients and explain their next steps

Using a CRM for transaction management in real estate

From managing transaction plans to evaluating contracts and lease agreements, transaction management often feels complex and overwhelming.

Simplify transaction management for your entire real estate team with Pipedrive. Store everything in one location, share access with relevant team members and keep up to date with all your transactions and contractual agreements.

Create your perfect transaction management process

Using Pipedrive’s filters, you can create a transaction management process that’s perfect for your business. Automate reminders, send emails and instantly share updates with your team.

With clear processes in place, your transactions become easier to follow. Everyone’s on the same page and up to speed with how things are progressing. As a result, team members can spend less time asking for updates and more time focusing on their work.

Manage transactions in one location

Keep on top of all transactions with a real estate CRM. Monitor transaction progress, see when payments are due and track down missing or overdue payments – all at a single glance.

Managing data from one location allows you to streamline communication. Your entire real estate team can add comments to query transactions, ask for updates and share any relevant information. All of this communication stays within your CRM, making it quicker and easier for teams to stay in touch.

How Pipedrive helped a real estate company increase its revenue by 20%

Spain-based real estate agency J’achète en Espagne was straining to manage incoming leads due to the high demand for their services.

Pipedrive’s integrations and customizable CRM features let J’achète en Espagne follow up with buyers and sellers much quicker. In addition, automated emails added value for their clients and improved their reputation.

As a result, they increased their revenue by 20% in the second half of 2019.

Read the case study

We manage to follow up on more leads and customers than before, but without having had to raise the number of employees.

Thomas RouerFounder, J’achète en Espagne

Choosing the right CRM for your real estate business

Just like finding the perfect house for your client, it’s important to choose a CRM platform that works for your unique situation.

A CRM that’s built with the real estate industry in mind is easy to use, has only the functionality you need and simplifies collaboration. In designing Pipedrive, we set out to create the best possible tool to organize all aspects of real estate sales, including contact management and lead tracking.

Here’s what to look for when you’re evaluating a potential residential or commercial real estate CRM solution.

Simple to use

Look for a CRM system that is straightforward to use, without requiring weeks of training or a team of developers to get started. With Pipedrive, you can be up and running in minutes.

Built-in marketing tools

With the right CRM for real estate, you can set up user-triggered emails and text messages, as well as drip email campaigns and autoresponders.

Automations lets you send automated follow-ups and emails that allow buyers to schedule their own meetings, freeing you up to focus on closing more sales.

Native mobile apps

Pipedrive is a CRM designed for mobile use and is available on both iOS and Android. Simply pick up your smartphone, open the app and in a couple of taps, you’ll have everything you need.

Easy integrations

When choosing a CRM for realtors, look for one that integrates with your existing technology stack. This will allow all of your APIs and IDX platforms (as well as sales, marketing and other essential tools) to work in harmony. Pipedrive comes with a marketplace of over 400 apps and integrations, allowing you to link your favorite tools and expand your capabilities.

Pipedrive named best real estate CRM software

Pipedrive is one of the most effective real estate software solutions for managing clients and tracking sales activities in the real estate market.

We have an intuitive user interface, marketing automation tools, a marketplace with hundreds of integrations and a native mobile app accessible on any mobile device.

Users also have access to our 24/7 customer support. From small businesses to large agencies, our customer service team are on hand to support you however we can. Simply log in to your Pipedrive account and click the ‘talk to us’ button to open a chat.

In real estate, people are often in and out of the office and have monthly or quarterly deadlines for financial reporting. Therefore, there are certain sweet spots in terms of when to get in touch with them, and Pipedrive helps us take this into account when targeting them.
JBJustin ButterworthFounder & CEO, Snug, online renting platform
Using Pipedrive is a good way to automate tasks. For example, when the clients sign a contract with us we need to ask for a lot of documents. With Pipedrive, we have exactly the files we need, so we don’t have to open each email to find them.
SAStanislas AllauzenCo-Founder, PropriLib, full-service real estate agency
Using Pipedrive and Autopilot made it possible to handle an exponential amount of work, and we were able to handle four times the amount of inbound business with the same human resources.
MDMatt DoyleChief Operating Officer, Intrnz, student housing company

Setting up your real estate CRM

Once you’ve chosen a property management CRM that meets your needs, it’s time to set it up for success. Here are some best practices for using a CRM for your real estate agency.

  • 1. Customize your CRM for when a lead first hits your funnel

    When collecting a potential client’s details, set up custom fields to ensure you have all the information you need to provide the best service possible. For example, you could segment leads by the number of bedrooms they’re looking for, their budget or whether they’re looking for a school or hospital nearby.

    Not only will you have their details on file, it’ll also be easier to follow up when a suitable property comes onto the market because you know exactly what they’re looking for. Customizing will also help you keep on top of your real estate prospecting activities, so you don’t let any opportunities fall through the gaps.

  • 2. Follow up with a call

    Let’s say a new lead has just filled in a web form and entered your funnel. Now, it’s time for you to follow up with a call to welcome them and let them know that you’re already hunting for their dream property.

    Once you make contact, all you need to do is click a button and your CRM will advance the prospect to the next stage of your pipeline. You’ll also get a reminder for when it’s time to take the next step with the prospect: when a suitable property pops up.

  • 3. Keep an eye on potential properties

    As a real estate agent, you’ve always got your ear to the ground when it comes to the property market. How else will you become the follow-up boss of the office? If you’re expecting a listing to hit the market soon, enter this information into your CRM.

    From there, sit back and let your CRM remind you when it’s time to act. It’ll also pull all related information about the property and any potential buyers who might take an interest. When you find a property that matches a buyer’s needs, your realty software will automatically alert you.

  • 4. Make contact with potential buyers at the right time

    You’ve got a killer property that’s fresh on the market and a lead in your pipeline that would be the perfect fit. The next step is to make contact.

    Every point of contact you’ve had with the lead so far will be archived in your CRM, so when you make contact, the software will pull up your notes on the client. Once they book in to view the property or attend the open house, you can move them into the next stage of your CRM’s sales pipeline.

  • 5. Seal the deal in the negotiation phase

    You’ve kept the buyer interested and the seller is happy with how the deal is progressing. Now it’s time to close the deal.

    The best CRM for real estate gives you the ability to quickly respond to inquiries, arrange meetings with the buyer and seller and track your results. You can also store contracts and email templates to make following up with potential buyers more efficient.

    This will ensure you’re on track to conduct a final walkthrough with the potential buyer before you hand over the keys and sign the contract. Once it’s clear they’re happy with the property, you can move them to the final stage of the deal on your CRM: signing the after-sale paperwork.

  • 6. Add a personal touch once the paperwork is signed

    Getting the paperwork signed is the most crucial phase of the deal. Although you understand the jargon within those contracts, it’s unlikely the buyer or seller will. Make sure you explain any terms or parts of the deal they’re unsure about.

    With Pipedrive’s Smart Docs feature, you can create and manage documents and templates from inside the real estate CRM, which can be shared with colleagues and contacts in real time. It even has eSignature functionality.

    Once the papers are signed, it’s time to hand over the keys. You can set up your CRM to then automatically move the deal to the end of your sales funnel.

    It’s at the end of a real estate deal that Pipedrive’s CRM really shines. You can create custom fields in your pipeline to alert you when it’s move-in day for the new buyer. That way, no deal is ever forgotten and you can send the new homeowners a move-in gift (along with a gift for the seller).

    Small touches like these set real estate agencies apart, so let your real estate software help you stand out from the crowd.

Upgrade your real estate CRM with features and integrations

Integrations are your property management CRM’s secret weapon. Not only can the right integrations supercharge your real estate sales activities, but they also add extra functionality that helps your team in every aspect of their job.

Here are some of the integrations and add-ons a real estate CRM should never be without.

Check out the full marketplace of Pipedrive integrations for more ways to enhance your CRM software for real estate.

Spend less time on admin and more time closing deals!