A boutique real estate agency replaced spreadsheets and disconnected tools with a unified CRM system — automating workflows, centralizing data, and eliminating manual admin work.
A growing boutique real estate agency with 10 team members managing residential sales across multiple regions.
The agency was growing — but their tech stack couldn't keep up. Disconnected tools, manual data entry, and zero automation was costing them over 100 hours every month.
Using 8 different tools — leads in one place, contacts in another, deals in spreadsheets. No single source of truth.
Every lead manually entered into 3+ systems. 2–3 hours daily across the team just copying data.
No automated follow-ups, no task assignment, no lead nurture. Everything required manual action.
Agency owner had zero real-time visibility into team performance, deals, or revenue forecasting.
We built a completely custom CRM system from scratch — designed around their exact processes, integrated with their existing tools, and automated every manual workflow.
All leads from Facebook, Google, website, referrals, and portals flow into one unified system automatically.
Round-robin distribution, territory-based routing, and custom rules assign leads to the right agent instantly.
90-day email + SMS nurture sequences, task reminders, and callback scheduling — fully automated.
Visual deal stages, drag-and-drop movement, probability tracking, and revenue forecasting.
Clients book appraisals and viewings directly into agent calendars with automated confirmations and reminders.
Click-to-call, SMS from the platform, full conversation history logged automatically.
Unified contact database with property listings, viewing history, and buyer preferences.
Real-time metrics — leads per agent, conversion rates, deals in pipeline, revenue forecasts.
Connects to Gmail, Google Calendar, Twilio, Facebook Ads, Google Ads, and Zapier for custom workflows.
Fully responsive — agents access everything from their phones on-site at viewings and appraisals.
Task creation triggered by deal stages, lead status changes, and time-based rules.
Migrated 4,200+ contacts and 890 active deals from old systems, with full team training included.
Every team member gets real-time visibility into leads, deals, tasks, and performance metrics — all in one unified interface.
Real-time performance overview
Custom-built dashboard with real-time data synchronization across all team members
From discovery call to live system in under 2 weeks.
Here's what changed inside the agency after the custom CRM went live.
Here's what the custom CRM delivered in the first three months.
"Before the custom CRM, we were drowning in spreadsheets and juggling 8 different tools. Now everything runs automatically — leads are assigned, follow-ups happen without us thinking about it, and I can see exactly what's happening across the entire team in real-time. We're saving over 100 hours a month. Best investment we've made."
Book a free strategy call. We'll audit your current workflow and show you exactly what a custom system would look like for your team.
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