The 7 Best CRM Tools for Estate Agents

You can’t succeed as an estate agent without loyal, satisfied customers. Your clients are the foundation of your business, which is why customer relationship management tools (CRMs) are so important for estate agents. These software systems and tools help agents manage customer interactions and help foster relationships with clients, both current and future. 

Having the right tools in place could be the difference between generating new leads for your estate agency and remaining stagnant while your competitors soar.

It’s difficult to keep track of leads: which lead is awaiting a property valuation? Which has a tenancy renewal coming up? And which client is looking to buy a property? A CRM tool will help busy estate agents keep track of all these types of details and the relevant next steps.

But with so many CRM tools available and each one claiming to be the best, how can you choose? The best CRM tools increase leads and income, help keep you organized, save time, and keep you connected with your clients.

In this article, we’ll provide an extensive list of the best CRM tools for estate agents so you can pick and choose which ones deserve your attention and will benefit you most.

1. Freshsales

Freshsales is a free CRM tool designed to personalize customer engagement, generate more leads, and shorten the sales cycle. Freshsales provides a 360-degree view of your customers so you can better meet their needs. 

The tools available with Freshsales free version include:

• Appointment management
• Email marketing
• Telephonic features
• Online web form generation
• Email designs and workflow management using drag-and-drop capabilities

The free version also allows for an unlimited number of users and access using the software’s mobile app. Now, you can ensure that you never miss an appointment and that your clients never miss an email. If you want to upgrade your plan to include more features and users, you can. Freshsales offers three other pricing packages as follows:

• Growth Plan (£13 per user, per month)
• Pro Plan (£35 per user, per month)
• Enterprise Plan (£60 per user, per month)

Some of the top features of this CRM tool include an easy-to-navigate dashboard and the ability to capture leads and automatically transfer them to your database. The fact that the free version also allows for an unlimited number of users makes it a great option for real estate brokers and larger agencies. 

The free version does, however, offer limited options for dashboard customization and doesn’t automatically integrate with listing platforms like Rightmove and Zoopla. You may also find it difficult to export your data to another platform if and when the time comes.

2. Agile

When it comes to social media management and appointment management, there’s no better CRM tool for estate agents than Agile.Similar to Freshsales, Agile offers several useful tools with its free version.

Agents can capitalize on Agile’s free appointment scheduling tool to help organize and schedule viewings, initial meetings, closings, and more.

Agile’s database automatically syncs with Google Workspace, so if you use Google Docs, Sheets, or Meet Ups, you can do it all seamlessly using this platform.

When it comes to social media marketing and management, Agile has you covered. The free version provides Twitter monitoring and leads capture by letting you set a tweet schedule. Now, you can stay active and relevant on social media, helping you capture and convert more potential clients. 

Another way to ensure you never miss an opportunity is with live chat assistance and ad pop-ups. Agile offers these free web engagement tools and more. If you choose to upgrade your package and add more users, you can expect to pay the following fees:

• Starter pack (£11.00 per user, per month)
• Regular pack (£37.00 per user, per month)
• Enterprise pack  (£59.00 per user, per month)

Estate agents get access to unlimited document storage, tasks, and sales using this CRM tool. Agile also offers integrated marketing, sales, and customer service tools to help create seamless interactions between agents and both current and potential clients. Some downsides include limited campaign workflows, limited space for storing contacts, and limited third-party software integration, depending on the pack you choose. 

If you are an agent looking to boost leads via social media, check out our guide below:

• TikTok for estate agents
• Facebook ads
• Use Instagram to get seller & landlord leads

3. Hubspot

You can’t really talk about the best CRM tools for estate agents without mentioning Hubspot. Hubspot is one of the leading marketing software companies for sales, inbound marketing, and customer service. The platform is easy to use and offers a variety of tools to help estate agents efficiently manage current clients and future leads. 

One of the most notable features of Hubspot is its website builder. Here, you can design a landing page and free blog. An estate agent’s website says a lot about their abilities and professionalism and Hubspot can help you make a winning first impression. 

Hubspot offers 2,000 emails per month as part of its email marketing services. Event marketing tools include flowcharts, built-in timelines, and user guides. Now, agents can plan meetings, webinars, and conferences with the click of a button. Hubspot’s mobile app also lets agents manage their time, schedules, and clients from anywhere at any time. 

Hubspot offers a wide variety of CRM tools and packages for different price points. The free version offers limited features, with other plans ranging from £17 per month up to £33 per month, depending on what features you want and need. Options include everything from sales and marketing to tools for start-ups and access to a complete CRM suite. 

Agents have access to 24/7 customer service support and built-in telephonic features. You can also utilize Hubspot’s supplemental marketing tools for your blog or website, a great way to boost your agency’s SEO. Other Hubspot tools to improve your website include template creation and blog idea generation to help pull in leads & site visitors.

One downside of Hubspot for estate agents is that there are no free tools built specifically for the real estate market. If you need social media management tools and services, you’ll need to pay for them.

4. monday.com

Every week starts with Monday and every successful estate agent’s business starts with its customers. monday.com helps agents manage every single interaction with their customers – both current and future. 

Monday.com helps agents attract and convert prospects into loyal clients and run all other aspects of their business with ease. The biggest advantage of this CRM tool for estate agents is its heavy focus on customer relationship management including data consolidation, workflow automation, sales pipeline optimization, sales forecasting, contact management, and third-party integrations. 

One example of how monday.com helps estate agents optimize their business interactions is by offering easy customization tools. For example, you can design workflow and tasks that track your sales pipeline from start to finish including your growing list of contacts. Here, you can edit each stage of the contract process, automate the sales process, close and finalize sales, set reminders, and notifications, and manage other features of client communication. 

Monday.com also provides insight into current deals by using a variety of analytic tools. Now, you can rearrange important information, remove or add columns, view contact details, and collaborate with team members in real time. With a clearer picture of your business growth, you can boost productivity and gain more visibility. 

Some of monday.com’s key features include:

• Contact management
• Customer projects and onboarding
• Lead capture and management
• Sales pipeline
• Integrations and automation
• Team tasks and projects 
• 24/7 customer support
• Territory management 
• Segmentation
• Proposals and quotes

The only important feature this CRM tool doesn’t offer is internal chat integration.

5. Bitrix

For those estate agents who love digital tools and high-tech gadgets, Bitrix may be the perfect CRM tool for you. With built-in video conferencing and screen-sharing software available, you can interact with your customers and clients from anywhere at any time. The mobile card scanner lets you close deals in an instant. 

Bitrix also offers free calendar integrations with Google and Outlook so you’ll never miss a meeting, important, or conference call. Project management capabilities included with Bitrix’s free plan include task monitoring, delegation, and a centralized place for supervisors to track activity. Now, your team will always be on the same page, working together. Once you land a deal, you can use Bitrix’s invoice management and quote proposal generation tools. 

Agents can easily use the free version of Bitrix to manage clients and team members, but you can also upgrade to more extensive plans. The more users you need, the more you’ll pay. For example, for £18 per month, you can have access for 2 users. If you have a large team of agents, you can have access to up to 50 users for  £73 per month. Unlimited users will cost you  £145 per month. Bitrix also offers a 30-day free trial. 

The good news is that you get access to nearly all of Bitrix’s project management tools in the free version, including the mobile app. Some drawbacks of this CRM tool for estate agents are that it doesn’t offer telephonic tools as part of the free plan and customer service capabilities are only available during standard business hours. You also can’t customize your tasks unless you upgrade to a paid plan.

6. Insightly

Insightly is another CRM tool for estate agents known for its wide range of customization tools. The free version alone allows for task tracking, custom project processing, and calendar synchronization. Insightly helps agents convert winning leads to projects. When it comes to email marketing, no other service does it quite as well as Mailchimp. Insightly integrates beautifully with this email marketing tool. Agents also receive free reports that track specific sales milestones.

You can try Insightly for free and get access to most of its features including 2,500 records, 10 mass emails per day, and access for up to two users. For those agencies that need to add multiple users, you can upgrade starting at £26 per month up to £95. 

Some of the best features of Insightly for estate agents include customizable workflows, real-time data synchronization with Insightly’s mobile app, and third-party software integration. If you need to send mass emails, Insightly might not be the best CRM tool for you since they limit the number of emails that you can send. The in-app dialer feature will cost you extra, as will any of the workflow automation tools. While Insightly does offer a free plan, it’s limited to two users, which may not work for larger agencies or agents looking to expand their business. 

7. Ixact 

When it comes to free features, no CRM tool for estate agents performs quite as well as Ixact. The free version offers everything from social media management to detailed customer profiles and website creation, both helping you stay on top of your agency leads. Ixact understands the inner workings of the property market and offers all the tools agents need to succeed.

The platform’s built-in contact intelligence feature helps you monitor both former and current customers. Ixact collects data from customers’ social media accounts and profiles to gather information including birthdays, referrals, and move-in history. The more you know about your clients, the better able you’ll be to serve them. The personalized road map tool lets agents create sales goals by outlining the steps and objectives needed to reach them. Other social media management tools include social steaming. This CRM tool lets you automate both finding and posting content to multiple social media pages across multiple platforms. 

Ixact isn’t without its fair share of customer service tools as well. The platform’s concierge setup services support all members of your team by helping individual agents upload their contact lists, develop their own IDX (Internet Data Display) website, and develop relevant newsletters. Ixact will even help you create an IDX website that shows up-to-date listings automatically. 

Agents can take advantage of Ixact’s five-week free trial or up to six months of free access for new estate agents. After the trial period ends, agents need to upgrade to Ixact’s contact plan which you can pay either monthly or yearly, per user. 

The biggest benefit to using Ixact is that it’s designed specifically for estate agents. That means all of its features are meant to help agents foster, grow, and keep their businesses running. From marketing to management, these well-designed tools are perfect for beginners and new agents just starting out. Ixact also helps agents of all experience levels set goals and monitor their progress using the platform’s executive summary tools.

A few downsides to Ixact include a less-than-impressive interface and limited contact communication and task management while using the mobile app. 

Make the Most Out of Your Leads and Time

Whether you’re an estate agent just starting out, looking to grow your business, or expanding your reach, these CRM tools for estate agents can help. The best CRM tools for estate agents focus on the customer experience. 

Learn more about your clients and customer base so you can serve them better and never miss an opportunity to convert a lead into a sale. With a variety of free and paid options, you can choose the best CRM tools for your needs and budget.