A seller signs with you on Tuesday morning. Somewhere in your contacts is a buyer who told a colleague months ago that this is exactly what they want. If nobody remembers that conversation, the listing waits, and the buyer may find something similar through another agency.

Matching is where EstateCRM saves the most time. Whenever a requirement is saved or a listing is added or changed, the two are compared, and the listings that fit appear for the client with a score. Nobody has to remember which buyer wanted what.

It starts with a good requirement

Every buyer or tenant in EstateCRM can have one or more requirements, recorded under Looking for on their contact. A requirement holds what the client actually asked for:

  • whether they want to buy or rent, and the budget from and up to
  • the areas they would consider, where a district includes every town in it
  • the property types, bedrooms, bathrooms, covered area and plot size
  • Must have features such as a pool, parking or an available title deed
  • Nice to have features that are welcome but not required

Take a buyer looking for a 3-bedroom apartment under €420,000 in two neighbouring areas, who would love a sea view. You enter the budget, pick the two areas, tick apartment, set bedrooms to at least three and add sea view as nice to have. Press Save & match and a message tells you how many listings already fit.

If the same client also wants a small holiday flat, add a second requirement with its own label. When they stop looking, pause it. It stops matching and sends nothing, and what you already sent stays on record.

When a listing matches

A listing matches a requirement when it passes every condition:

  • it is available and offered for what the client wants, sale or rent
  • the price is within the budget, with 10% leeway either side, and a listing with price on request is not excluded by budget
  • the type is one the client ticked and it sits in one of their areas
  • it has at least the bedrooms and bathrooms asked for, with the same 10% leeway on covered area and plot
  • every must-have is met

Drafts, reserved, sold and withdrawn listings never match.

The leeway matters in practice. A buyer who says €420,000 will usually look at a great flat at €440,000, and EstateCRM shows it to you instead of hiding it.

The match score. Every match scores between 60 and 100. Passing the conditions gives 60. Up to 15 more points come from a price inside the exact budget, up to 10 from a size inside the exact range, and up to 15 from the nice-to-have features the listing has.

The best fits come first. So tick Must have only for real deal-breakers and put the rest under Nice to have. That way extra wishes raise the score instead of hiding listings.

Sending matches in one click

Matches in the sidebar lists new matches per client, best first, in tabs for New, Interested, Sent and Not for them. The same matches show on the contact under each requirement and on the listing under Matching buyers & tenants, so you can work from either side.

To send them, tick the listings you want, press Email to, add a short personal note and send. The e-mail carries photos, prices and your contact details, and each listing links to its own share page. The matches move to Sent and the e-mail is logged on the client's timeline for the whole team to see.

For a more formal shortlist, choose Proposal PDF instead. It builds one branded PDF with 2 to 20 listings: a cover with your note, a page per listing with photos and key facts, and your contact details.

As the client reacts, mark matches Interested or Not for them. The outcome of a viewing does the same automatically, so the inbox stays accurate without extra typing.

Alerts that keep working while you are busy

Each requirement has an Automatic e-mail alerts setting:

  • Off, when you prefer to send matches yourself
  • Daily digest, one e-mail each morning with any new matches
  • Instant, where new matches go out within minutes, with a short wait so several listings or quick edits arrive in one e-mail

Each alert holds up to 10 listings, best first. When you lower a price, clients who were sent the listing or marked it Interested, and have alerts on, get a price-reduced e-mail showing the old and new price. Every automatic e-mail carries a link the client can use to stop them. Listings brought in through an import never trigger alerts, so moving your data over never floods your clients.

See matching with your own listings

Buyers talk to more than one agency, and the one that sends a relevant listing first, with a personal note, is usually the one they call back. Matching turns that into a routine. The best way to judge it is to watch it run on buyers like yours. Book a demo at estatecrm.cy and bring a typical requirement with you.