SOLUTIONS // CRM // REAL ESTATE
Real estate CRM software, from enquiry to handover.
We build real estate CRM software for builders, developers and brokerages. Every lead from a portal, an advertisement, a walk-in or a channel partner lands in one place, tied to the unit it becomes and the payments that follow.
THE PROBLEM
What goes wrong today.
A property sale takes months and passes through many hands, and many sales teams track it in four places: a portal inbox, a telecaller's sheet, an availability chart and an accounts ledger. The buyer, the unit and the money are never seen together.
Leads arrive from property portals, ad forms, the site office and brokers. The same buyer enquires on two portals, walks in on Sunday, and is entered three times under three salespeople. Site visits are fixed by phone and never recorded, so nobody can say how many visits a campaign produced.
Inventory is the next argument. One executive holds a flat on a verbal promise while another quotes it to a different buyer, because the availability chart is a spreadsheet last updated on Friday. When a channel partner says the buyer was theirs, there is no dated record to settle it. After booking, demand letters tied to construction milestones are typed one by one from a sheet.
A general-purpose CRM stops at "deal won". In real estate, much of the work starts there. A custom CRM is worth building when unit inventory, broker commissions and milestone payments have to live in the same system as the lead. For a small brokerage that only needs lead follow-up, a packaged CRM will usually do.
Signs it is time
- The same buyer appears under three salespeople
- Two executives promise one flat to different buyers
- Site visits happen but are never logged against the lead
- Channel partners dispute who brought the buyer
- Demand letters are typed by hand from a payment sheet
THE WORKFLOW
What the system follows, step by step.
A real estate CRM carries a buyer from lead capture through qualification, site visit, unit blocking and booking, agreement, payment schedule and demand letters, to handover. The record that starts as an enquiry ends as a possession file.
- 01
Lead capture
Enquiries from portals, ad forms, the website and the site-office register are created automatically and matched on phone number. A repeat enquiry joins the existing buyer and stays with the first owner, which ends duplicate entries.
- 02
Qualification
A telecaller records budget, configuration, funding and timeline, then passes the lead to a sales executive or parks it with a follow-up date. Leads left untouched escalate after the interval you set.
- 03
Site visit
The visit is scheduled with a date and a host, and the buyer receives a confirmation. The executive closes it with notes at the site, so visits can be counted by source and by salesperson.
- 04
Unit blocking and booking
A unit is blocked for a fixed period against one buyer, and released automatically if the token amount is not received. Booking records the agreed price, any approved discount and the channel partner.
- 05
Agreement and payment schedule
The cost sheet, allotment letter and agreement draft are produced from the booking record. The payment plan is attached to the unit, with instalments tied to dates or to construction milestones.
- 06
Demand letters and handover
When a milestone is marked complete for a tower, demand letters go to every buyer whose instalment falls due. Handover is cleared only when dues, documents and the snag list are closed.
WHAT WE BUILD
The modules this sector needs.
Real estate CRM software needs two things a sales CRM lacks: a live inventory of units and a post-sale ledger for each buyer. Around them sit lead management, site visits, channel partners and document generation.
Lead inbox and de-duplication
One list for every source, matched on phone and email, with round-robin or project-wise assignment and a visible owner for each lead.
Project and unit inventory
Projects, towers, floors and units with area, facing, price and status: available, blocked, booked or sold.
Site visit calendar
Scheduled, completed and no-show visits for each project, with reminders to buyer and executive.
Channel partner register
Brokers recorded with their documents, leads tagged to them with a date and a validity window, and commission worked out from the booking by the slab you set.
Cost sheets and approvals
Base price, floor rise, parking, other charges and taxes built into a cost sheet that sales can share. Discounts beyond a role's limit go for approval.
Payment plans and demand letters
Construction-linked, time-linked or custom plans for each unit, with demand letters and reminders generated in bulk.
Buyer ledger and documents
Each buyer's receipts, dues, agreement, loan papers and correspondence in one file, through to registration and possession.
INTEGRATIONS
What it connects to.
A real estate CRM connects to the places leads come from and the tools used to reach buyers: property portals, ad platforms, telephony, WhatsApp, payments and accounting. We build each connection to your own accounts and confirm the list in discovery.
| System | What flows across |
|---|---|
| Property portal lead feeds | Enquiries from portals such as 99acres, MagicBricks and Housing.com, or Property Finder and Bayut in the UAE, are pulled into the lead inbox with the listing they came from, where your portal subscription provides a feed. |
| Meta and Google lead forms | Form submissions from ad campaigns arrive tagged with the campaign and the ad, so site visits and bookings can be traced back to the spend. |
| Telephony and IVR | Calls placed from the CRM through your cloud telephony provider are logged with duration and recording, and missed calls to the project number become leads. |
| WhatsApp Business API | Brochures, visit confirmations, demand letters and payment reminders are sent from your business number, using approved templates. |
| Razorpay | Payment links for token amounts and instalments, with each receipt matched to the buyer's schedule. |
| Tally or Zoho Books | Receipts, demand notes and commission payables are posted to the accounts, so finance does not rekey the sales team's figures. |
QUESTIONS WE GET ASKED
Before you decide.
Can a real estate CRM capture leads from property portals?
Yes, where the portal gives you a lead feed or forwards enquiries by email. We connect that feed to the CRM so each enquiry arrives with its source and listing. What a portal provides depends on your subscription with it, so we check that in discovery.
Should a builder buy a packaged real estate CRM or build one?
For a developer with standard projects, a packaged real estate CRM that covers leads, inventory and payment plans may do. Compare it on per-user cost over several years and on how it handles your payment plans and commission rules. Our piece on Zoho CRM against a custom CRM works through the same decision.
How does the CRM stop two salespeople selling the same unit?
Unit status is held in one place and changes only through a block or a booking. A block names one buyer, carries an expiry time and is visible to everyone at once, so a second executive sees the unit as unavailable.
Can it calculate channel partner commissions?
Yes. A lead is tagged to the channel partner on the date it is registered, with a validity period, and the tag follows the buyer to booking. Commission is computed from the agreement value by your slabs.
Does it handle construction-linked payment plans and demand letters?
Yes. Each unit carries a payment plan whose instalments are tied to milestones such as plinth, floor slabs and possession. Marking a milestone complete raises the demand letters for that tower, and overdue instalments go to a follow-up list.
THE FULL PICTURE
This page covers one sector. Process, cost drivers, the comparison with packaged software and our published work are on the main page for custom CRM development.
Further reading
- Custom CRM Development vs Off-the-Shelf CRM: How to Choose the Right FitWhen your team is working around the CRM instead of with it, it is time to ask whether a system built around your sales process would serve you better. Here is how to decide honestly.
- How Much Does a Custom CRM Cost in India? (2026)A custom CRM has no rate card, because its cost follows your sales process and not a feature count. Here is what decides the number, where a packaged CRM is the cheaper answer, and how to get a quote you can hold a vendor to.
Where we work
We deliver real estate CRM software from Infopark, Kochi, for businesses in Kochi and across Kerala, the UAE and Australia.
NEXT STEP
Tell us how the work runs today.
Describe the workflow and where it breaks. If a packaged product would serve you better than a custom CRM, we will say so.