Like in other competitive niches, real estate companies should ensure their processes are streamlined and the sales pipeline is managed properly to grow their businesses. It is where a robust Customer Relationship Management (CRM) system comes in handy. What’s more, if CRM is implemented properly, every dollar spent yields a return of $8.71.


If you’re considering implementing a custom CRM system for your property businesses, this article is for you. Based on Inoxoft’s experience as a tailor-made real estate software development company, we explain all the necessary details and steps of such integrations. 


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Why is CRM Important for Real Estate?

Real estate is a relationship-driven industry where maintaining strong connections with clients is crucial for success. A CRM enables real estate professionals to centralize their client data, automate repetitive tasks, and provide personalized experiences for customers. By having a comprehensive view of client’s needs and preferences, they can deliver exceptional service and increase customer loyalty.

According to the latest insights, developing a custom CRM for your real estate businesses can help you: 

  • Boost sales up to 29%. 
  • Increase your sales managers’ productivity by 34. 
  • Improve sales accuracy by 42%. 
  • Grow conversion rate to 300%. 
  • Reduce sales cycles by 8-14%.

Moreover, in an increasingly competitive market, the ability to leverage data-driven insights provided by CRM systems can give a strategic advantage. By analyzing trends, identifying opportunities, and forecasting market demands, agents can make informed decisions that drive revenue and foster long-term relationships with clients.

3 Things to Consider Before Building a Custom CRM for Your Real Estate Business 

Understanding the intricacies of your real estate business is crucial in developing a tailored CRM solution that can streamline operations and drive growth. By delving deep into the day-to-day activities of your agents, analyzing how leads are generated and nurtured, and evaluating the effectiveness of your marketing strategies, you can pinpoint the exact pain points that a customized CRM system can address.

Assessing your business processes

Take a closer look at your existing business processes to identify areas that can be improved with the help of a customized CRM. Are there any bottlenecks or inefficiencies in your sales or marketing processes? Are you facing challenges in tracking and managing your leads? Understanding your pain points will help you define the functionalities and features you need in your custom CRM.

Determining your CRM requirements

Once you have identified the areas in need of improvement, create a list of specific requirements for your CRM system. Do you need lead management capabilities? Customer segmentation and targeting? Integration with third-party applications? Define your requirements clearly to ensure that your custom CRM meets your business needs. Furthermore, think about scalability and future growth when outlining your CRM requirements. 

Setting goals for your CRM

Determine what you want to achieve with your custom CRM. Are you aiming to increase sales revenue? Improve customer satisfaction? Enhance operational efficiency? Setting clear, measurable goals will guide the development process and help you track the success of your CRM implementation. It’s beneficial to involve key stakeholders from different departments in the goal-setting process to gather valuable information. 

How to Build a Custom CRM for Real Estate in 4 Steps 

When delving into the development of a custom CRM, it’s essential to pay attention to the finer details that can make a significant difference in user satisfaction. 

Step #1: Define primary functionality and features 

Custom CRM features for real estate businesses may include lead management, contact management, email automation, document management, reporting and analytics, and more. Prioritize the features based on your business requirements and budget, and work with your software development partner to implement them effectively. It’s crucial to strike a balance between incorporating essential features and avoiding feature bloat, which can overwhelm users and hinder productivity.

Step #2: Think out of user interface 

An intuitive and user-friendly interface is crucial for ensuring user adoption and minimizing training time. Consider the needs of your team and design a user interface that is easy to navigate, visually appealing, and optimized for mobile devices. Collaboration with a software development partner, like Inoxoft, will ensure that the design aligns with your business requirements. Additionally, conducting user testing and gathering feedback during the design process can help identify any usability issues and refine the interface further.

Make sure to incorporate mobile responsiveness into your CRM interface, ensuring that it’s accessible and functional across various devices and screen sizes. This can help your sales managers respond more quickly, resulting in a 74% increase in customer satisfaction

Step #3: Choose the technology stack

Decide on whether to adapt an existing platform like Salesforce or Microsoft Dynamics which offers extensive support and customization options, or to develop a completely custom solution tailored from scratch. This decision impacts the project’s scope, cost, and timeline.

Also, choose a database that will best handle your data requirements and select server solutions that balance cost, performance, scalability, and security. Factors like data volume, growth projections, and access frequency should guide this choice.

Step #4: Come up with data migration strategies 

Ensure a smooth transition by carefully planning and executing the migration of your existing data into the new CRM system. Identify the data that needs to be transferred, clean up any duplicates or outdated information, and map the data fields in your existing system to the corresponding fields in the new CRM. Data migration is a complex process, and professional assistance will help ensure data accuracy and integrity.

Step #4: Train your team 

Provide thorough training to your team members on how to use the CRM effectively, including capturing and updating customer data, managing tasks and activities, and running reports. Regular training sessions and ongoing support from Inoxoft will help your team maximize the benefits of the custom CRM.

Have questions on building a custom CRM for your real estate business? Consult for free with our technical professionals. 

How to Evaluate the Success of Custom CRM for Real Estate Business 

After implementing your custom CRM, it is important to regularly evaluate its performance and make necessary updates to keep up with changing business needs. This involves more than just looking at the surface-level numbers; it requires a deep dive into the key components that drive its effectiveness.

Key performance indicators

Measure key performance indicators (KPIs) you set on the development stage and ensure they’re aligned with the goals you set earlier. These could include metrics such as conversion rates, customer retention rates, average response time, and revenue per client. Regularly monitor these KPIs to gauge the success of your custom CRM and identify areas for improvement. 

However, KPIs are not set in stone. As your business evolves, so should your KPIs. Be prepared to adapt and refine these indicators to reflect the changing landscape of your industry and business objectives.

Regular review and updates

Work closely with your software development partner to incorporate new features or enhancements that will further improve the efficiency and effectiveness of your CRM. Moreover, consider conducting regular user feedback sessions to gather insights on pain points and areas for improvement. Your team’s input is invaluable in shaping the evolution of your CRM to better serve your organization’s needs.

Consider Inoxoft as Custom CRM Development Partner for Real Estate 

The Inoxoft team has 10+ years of experience and numerous case studies of solutions made specifically for real estate businesses. Our custom CRMs are designed to streamline companies’ workflows as well as enrich customer interactions and outcomes. 

With us, you can be sure that your real estate CRM solution is: 

  • Highly customized. Our team excels in crafting CRM systems that are specifically designed to meet the unique needs of real estate businesses, ensuring that every feature and tool is aligned with the client’s specific operational goals.
  • Properly-integrated. CRMs developed by our team seamlessly integrate with existing real estate business ecosystems, connecting with MLS listings, email marketing tools, and other essential software to provide a unified and efficient workflow.
  • Data-driven. With a strong emphasis on analytics and data science, our CRMs help real estate companies gain deep insights into market trends and customer behaviors, empowering them to make informed decisions that drive growth.
  • Secure and compliant. We ensure that our real estate CRM solutions comply with relevant regulations and protect sensitive customer information against potential threats.
  • Scalably built. We understand that as real estate companies grow, their software requires changes. That’s why we develop CRMs that can be accommodated to increased demand without sacrificing performance or user experience.
  • User-focused. The CRM systems developed by the Inoxoft team prioritize user experience, featuring intuitive interfaces and streamlined processes that enhance usability for real estate professionals and their clients.

To ensure your custom real estate CRM solution meets the actual technical requirements, we use the latest technology stack, such as Python, JavaScript, and .NET.

Key Takeaways 

Implementing a custom CRM for your real estate business can improve customer satisfaction and retention. By having a system that is tailored to your business processes, you can provide more personalized services to your clients, leading to higher levels of satisfaction and increased loyalty. Additionally, a custom CRM can help you track customer interactions more effectively, allowing you to address their needs promptly and efficiently.

Are you looking to differentiate your real estate business with a bespoke CRM solution? Inoxoft, acclaimed as Top Web Developers by Clutch and operating globally with offices in Philadelphia, Tallinn, Lviv, and Tel Aviv, is poised to bring your unique vision to life. 

Let’s start building your custom real estate CRM to move your business forward. 

Frequently Asked Questions

Is it possible to integrate a custom real estate CRM with other systems and tools? 

Yes, a custom CRM can be integrated with other systems and tools used by real estate businesses, such as email marketing software, property management systems, and listing platforms. Integration ensures seamless data flow and improves operational efficiency.

How long does it take to build a custom real estate CRM?

The time required to build a custom CRM depends on various factors, including the complexity of the requirements, the size of the business, and the availability of resources. It is best to consult with a reputable software development company like Inoxoft to get an accurate estimate based on your specific needs.

What are the advantages of a custom CRM for real estate businesses compared to generic CRM solutions?

Custom CRM solutions offer significant advantages for real estate businesses over generic ones. The primary cons are the following: 


  • Tailored features to address specific real estate workflows (e.g., property listings management, lead nurturing for buyers and sellers).
  • Integration with existing real estate tools and databases.
  • Scalability to accommodate growth and changing needs.
  • Enhanced data security and control.

What are the key functionalities a real estate CRM should have?

To build a custom real estate CRM, you need a mix of resources including skilled software developers, a project manager, data specialists, systems integration experts, and financial backing for development and testing. Additionally, resources for training and ongoing support are essential for successful implementation and adoption.