Most estate agencies run on a mix of tools. Listings sit in one spreadsheet, buyers in another, viewings in someone's phone calendar, and the real story of each client lives in a WhatsApp thread that only one agent can read. It works until the day a buyer slips through, two agents call the same seller, or a good agent leaves and takes half the office's memory with them.

EstateCRM is the working system of an estate agency. Every listing, every client and what they are looking for, every viewing, deal and enquiry sits in one place that the whole team shares. It runs in the browser on computers, tablets and phones, with nothing to install.

Who it is for

EstateCRM is built around the people in a typical agency, and each person sees only the pages their role allows.

  • Owners see the whole business: the deals in progress, the commission they carry, and which agent and which lead source bring results.
  • Managers and team leaders assign leads, plan viewings and keep listings and clients in good shape.
  • Agents get their day on one screen: today's viewings, who to call back, and which new listings fit which buyer.
  • Office staff and assistants add listings, photos and contacts, and send brochures.

The main parts

Listings. Every property for sale or rent, with photos, floor plans, price history, the owner and the agreement with the owner. Search by reference, address or area, and see the results as a table, a photo grid or on a map.

Buyers and their requirements. Every client is a contact, and what a buyer or tenant wants is recorded as a requirement: budget, areas, property types, bedrooms, must-haves and nice-to-haves. One client can have several requirements, and the contact page keeps the full timeline of calls, messages, e-mails and viewings.

Matching. Whenever a listing is added or a requirement is saved, EstateCRM compares the two and shows the listings that fit each client, scored so the best fits come first. You send them to the client in a few clicks, or let automatic alerts do it for you.

Viewings. Viewings, calls, meetings and tasks go on a shared calendar with e-mail reminders. After a viewing you record the outcome, and the client can sign a viewing form on your phone that shows which properties your agency introduced.

Deals. Every sale or letting you are working towards sits on a board by stage, with the commission in each column. Commission can be split between agents, and a won deal counts in that month's reports.

Leads. Enquiries from share pages, your website and portal e-mails become contacts, are routed to the right agent by your own rules, and land as a reply task on that agent's list.

Brochures and share pages. Branded PDF brochures in one click, and a share page for any listing that you can send by WhatsApp or e-mail, with photos, key facts, a mortgage calculator and an enquiry form.

Portal feeds and your website. XML feeds hand your available listings to portals and partner agencies, and a website API lets your own site show them. Change a price once and every channel follows.

Reports. Commission earned, win rate, open pipeline, lead sources, reply times and cost per lead, by agent and by month, plus monthly targets and reports you build yourself.

Why one workspace beats scattered tools

Most of the value of a CRM comes from the connections between these parts.

When a new listing comes in, the buyers it fits are already shown on its page. When a viewing ends, the outcome updates that buyer's match, so the whole team knows where things stand. When an enquiry arrives from a share link an agent sent, it goes straight to that agent. When a deal is won, the commission appears in the reports without anyone copying numbers into a spreadsheet.

Scattered tools can't make those connections. Every link between them depends on a person remembering to do something, and that is exactly where deals get lost.

One workspace also means the agency keeps its own knowledge. Every call, message, viewing and change sits on the timeline of the client or the listing, visible to the people who should see it. When someone leaves, you deactivate their account, and their listings, contacts and history stay with the agency.

Built for the way agencies work

The fields, words and steps come from how property is actually sold: title deed status, energy class, VAT and communal fees, exclusive or open agreements with owners, commission as a percentage or a fixed fee. Agencies where every agent keeps their own clients and agencies where everyone shares them both fit, because roles decide who sees which contacts.

Every page works on a phone too. Many agents keep EstateCRM open during viewings to check what a client asked for, call them, or have a viewing form signed on the spot.

See it for yourself

The quickest way to judge a CRM is to watch it handle listings and buyers like yours. Book a demo at estatecrm.cy and we will walk you through an ordinary week in an agency, from a new listing to a signed deal.