Client Profile
The client is a rapidly growing Real Estate Broking Agency specializing in residential and commercial property sales, leasing, and investment advisory across India and the UAE. With a diverse portfolio including luxury apartments, commercial units, plots, and rental properties, their business depends heavily on accurate property listings, fast lead response, and smooth coordination between agents, developers, and customers.
The agency works with individual buyers, property investors, and large developers, requiring a centralized system to manage leads, property inventory, site visits, documentation, and deal closures efficiently.
Before implementing Zoho, the client used disconnected tools, Excel sheets, and WhatsApp communication to manage leads and property inquiries. Property details were scattered, agent assignments were unclear, and follow-ups were inconsistent—resulting in lost opportunities and slower sales cycles.
India & UAE
B2C & B2B
Real Estate – Property Broking & Advisory
The agency aimed to modernize operations by digitizing property listings, automating lead management, and streamlining communication between sales agents and clients. Their goal was to:
- Centralize leads from all marketing channels
- Track property availability, pricing, and documentation
- Automate follow-ups and appointment scheduling
- Improve agent productivity and monitoring
- Create transparency in the sales funnel and deal pipeline
- Centralized CRM for leads, clients, and property management
- Automated lead allocation based on location, budget, and property type
- Mobile app for field agents to update visits and inquiries
- Integration of property listings, site visits, and sales pipeline
- Document management for agreements, property titles, and KYC
- Real-time dashboards for management and branch heads
Challenges Faced by Real Estate Broking Agencies
Lead Leakage Across Multiple Channels
Leads came from portals (99acres, MagicBricks), social ads, website, and referrals. Without automation, many inquiries were missed or responded to late, reducing conversion.
Unorganized Property Inventory
Property listings were maintained manually, resulting in outdated information, duplicate entries, and confusion about availability or pricing changes.
Manual Follow-ups and Delayed Response Time
Agents followed up using personal phones and WhatsApp, with no central monitoring or reminders, causing inconsistent customer experience.
Lack of Tracking for Site Visits
Coordinating and tracking site visits was slow. Managers had no visibility into scheduled visits, cancellations, or feedback collected.
Disorganized Documentation Workflow
Important files like Title Deeds, MOUs, Agreements, and KYC were stored in emails or local folders—leading to risk of loss, version conflicts, and compliance gaps.
Minimal Insights on Performance
Without analytics, the management struggled to measure agent performance, lead sources ROI, property attractiveness, and deal conversion rates.
Our Solution for the Real Estate Broking Agency
A custom CRM setup was built to manage end-to-end sales—including lead capture, qualification, allocation, follow-ups, and closure. All leads from portals, website forms, and ads integrated automatically into CRM. Automated workflows assigned leads to agents based on property type and location, ensuring zero lead leakage.
A custom application was created to track all property details—inventory, pricing, amenities, availability status, owner details, photos, and documents. Agents could filter properties by configuration, area, budget, and location during client interactions.
Zoho Forms were used for capturing customer requirements, booking site visits, and collecting feedback after each visit. These forms automated notifications and updated CRM records instantly.
All property documents were stored securely in WorkDrive with folder-level permissions. Agents accessed updated agreements, brochures, and KYC templates from a centralized repository.
Zoho Books streamlined financial tracking—brokerage invoices, commissions, payments from developers, and customer receipts—all recorded automatically with proper categorization.
Powerful dashboards were created for the management team, showing insights like:
- Most profitable property categories
- Best-performing agents
- High-converting lead sources
- Site visit completion rates
- Revenue generated per project
Results Achieved with Zoho
Key Outcomes Included
Improved Lead Response & Zero Lead Leakage
Automated lead routing and reminders ensured faster agent response, improving client satisfaction and boosting conversions.
Streamlined Property Management
Real-time property inventory allowed agents to pitch relevant properties instantly, reducing customer wait times and increasing closure speed.
Higher Agent Productivity
Digitized site visit tracking and mobile access enabled agents to provide instant updates, reducing coordination delays.
Enhanced Documentation Accuracy
Centralized document storage removed version conflicts and ensured 100% compliance during deal finalization.
Better Revenue Tracking
Integrated financial workflows improved transparency in brokerage payments and developer commissions.
Performance Improvements
Increase in Lead-to-Sale Conversion Rates
Reduction in Lead Leakage
Faster Property Matching for Client Requirements
Increase in Agent Productivity
Accuracy in Documentation & Compliance
Improvement in Site Visit Completion Rates
About CRM Masters Infotech
(ISO: 9001-2015 & ISO 27001:2022) Certified Company.
As a Zoho Premium Partner, CRM Masters Infotech has over 10+ years of experience in delivering tailored CRM and workflow automation solutions for real estate agencies worldwide. Our expertise spans property management, sales automation, and multi-branch coordination for leading broking firms.
With 4000+ successful Zoho projects, we empower real estate businesses to accelerate sales cycles, improve operational efficiency, and deliver outstanding customer service.
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