How much does an estate agent CRM cost?

Systems start from £999 to build, plus £79 a month for hosting, security, daily backups and small improvements. A full sales CRM with matching, viewings and progression is usually more than a first step, so we give you a fixed price after a short call.

Have you built a CRM for an estate agency before?

Our agency work so far is in lettings: Highkept's founder built the CRM that Horizon Lettings, an independent letting agent, runs on every day. A sales CRM uses the same foundations, such as contacts, properties, tasks, reminders and documents, with the sales stages built around how your office works.

Do you carry out ID and anti-money laundering checks?

No. The CRM records which checks have been done, when and by whom, and stores the documents. The checks themselves are done by you or the ID check provider you use. Some providers let other systems connect to them, and where yours does, we can link it.

Can it send listings to the property portals?

Portals take listings through their own approved feeds, arranged with them as a member. Where your portal account allows a feed, we can send listings from the CRM. Where it does not, listings show on your own website and you keep posting to portals as you do now.

You do. Everything in the system is your business's data. You can export it as a spreadsheet whenever you like, and if you ever leave, you take a full export with you.

Should I just use estate agency software?

If you want portal feeds, a large set of ready-made reports and a system many agents already know, established agency software may suit you better, and we will tell you so. A custom CRM is worth it when you work in a way the packages do not support, or you run sales alongside lettings or another business and want it all in one place.

Custom CRM · Estate agents

An estate agent CRM that follows every sale

From the first valuation to completion day, every vendor, applicant, viewing and offer in one place, so the whole office can see where each sale is up to.

Talk about your systemFrom £999 + £79 a month

Free first call, no obligation
A fixed price for each step
Built around how you work

Sound familiar?

Where the week goes.

Valuations that go quietYou value a house, the vendor says they will think about it, and whether anyone follows up depends on someone remembering. Weeks later the board goes up outside with another agent's name on it.
Applicants who never hear about the right houseBuyers register what they want, then a new instruction comes on and nobody goes back through the list to match them. The best-placed buyer finds it on a portal, or not at all.
Chasing viewing feedbackThe vendor wants to know how the viewings went the same day. You are ringing applicants who do not pick up, and the feedback ends up in a notebook.
Sales progression by memoryAfter an offer is accepted, the work really starts: solicitors, searches, surveys, mortgage offers and the rest of the chain. Keeping track of who is waiting on whom is a full-time job.
Offer paperwork spread across emailsOffer details, proof of funds and ID check records end up in different inboxes, which makes it hard to see at a glance whether a buyer is ready to proceed.

What we build

The parts of your system.

Every system is built around how you already work, so you only get the parts you need. These are the ones most estate agents ask for.

Valuations and instructions

Win more of the valuations you go out to, and get each instruction ready for market without missing a step.

Valuation appointments with property details, notes and photos from the visit
Follow-up reminders after each valuation, so none go quiet
Instruction details: fee, agency agreement signed, EPC, photos and floorplan booked
A checklist for the material information you show on each listing

Applicants and matching

Every buyer's requirements kept in one place and checked against each new instruction.

Applicant register with budget, areas, bedrooms and must-haves
Buying position recorded: first-time buyer, cash, chain, sold or not yet on the market
New instructions matched against applicants as soon as they are added
New listings sent to matching applicants by email or text
A record of who was sent which property and when

Viewings and feedback

Viewings booked, confirmed and followed up, with feedback reaching the vendor without a round of phone calls.

Viewing diary for each negotiator
Confirmations and reminders to the applicant and the vendor
A short feedback form sent to the applicant after each viewing
A feedback summary ready to send to the vendor

Offers

Every offer recorded properly, with the buyer's position and checks next to it.

Offers logged with amount, conditions and buyer position
Proof of funds and ID check records stored against the buyer
The vendor told of each offer, with the time recorded
Memorandum of sale produced from the accepted offer

Sales progression

A clear view of every sale between offer and completion, and of who needs chasing today.

Milestones per sale: solicitors instructed, searches, survey, mortgage offer, enquiries, exchange, completion
Chase reminders when a milestone has not moved
The chain recorded on each sale, so you can see what it depends on
Notes from every call, visible to the whole office

Listings on your own website

Properties go from the CRM onto your website, so details are entered once.

Listings with photos, floorplans and key details
Viewing request form on every listing, feeding straight into the CRM
Under offer and sold labels updated from the sale record

A day with it

What changes on a normal day.

An example of how the system fits into the day. Yours is built around your own routine.

8:30Applicants who registered on your website overnight are already in the system and have been matched against your current instructions.
10:00At a valuation you type notes and add photos on your phone. A follow-up reminder is set for later in the week without you doing anything.
12:30This afternoon's viewings were confirmed by text this morning. After each one, the applicant gets a short feedback form.
15:00An offer comes in by phone. You log it with the buyer's position, the vendor is told, and once it is accepted the memorandum of sale is produced from what you entered.
17:00The progression list shows which sales have not moved this week and who to chase first thing tomorrow.

Always included

Lives on your own website behind a private login, and works on your phone
Login protected with a one-time code; encrypted connection and automatic backups
Your data stays yours: export it any time, and we hand it over if you leave
Hosting, security updates and small improvements in the £79 a month
A fixed price for each step, agreed before we start

Not sure what you need?

Tell us how your business runs today. We will suggest the smallest system that saves you the most time, and whether an off-the-shelf app would do the job instead.

Get a free quote

Our promises

Our promises to you.

No surprises on price, no locking you in, and no going quiet once the site is live.

The price on your quote is the priceFixed and agreed in writing before we start. Anything extra only happens if you approve its price first.
Pay the rest when you are happyHalf to start. The other half only when you have approved the site and it goes live.
Two rounds of changes includedBefore launch, you get two full rounds of changes to the design and words at no extra cost.
30 days of free fixes after launchIf anything we built does not work as it should in the first 30 days, we fix it free.
A reply the same working daySend a message Monday to Friday and you hear back the same day, from someone who knows your project.
Leave when you like and keep everythingNo minimum term on monthly plans, just 30 days' notice. Your site, files and domain stay yours, and we help you move.

The full details are in our terms.

Estate agents: questions about a custom system

How much does an estate agent CRM cost?: Systems start from £999 to build, plus £79 a month for hosting, security, daily backups and small improvements. A full sales CRM with matching, viewings and progression is usually more than a first step, so we give you a fixed price after a short call.
Have you built a CRM for an estate agency before?: Our agency work so far is in lettings: Highkept's founder built the CRM that Horizon Lettings, an independent letting agent, runs on every day. A sales CRM uses the same foundations, such as contacts, properties, tasks, reminders and documents, with the sales stages built around how your office works.
Do you carry out ID and anti-money laundering checks?: No. The CRM records which checks have been done, when and by whom, and stores the documents. The checks themselves are done by you or the ID check provider you use. Some providers let other systems connect to them, and where yours does, we can link it.
Can it send listings to the property portals?: Portals take listings through their own approved feeds, arranged with them as a member. Where your portal account allows a feed, we can send listings from the CRM. Where it does not, listings show on your own website and you keep posting to portals as you do now.
Who owns the data?: You do. Everything in the system is your business's data. You can export it as a spreadsheet whenever you like, and if you ever leave, you take a full export with you.
Should I just use estate agency software?: If you want portal feeds, a large set of ready-made reports and a system many agents already know, established agency software may suit you better, and we will tell you so. A custom CRM is worth it when you work in a way the packages do not support, or you run sales alongside lettings or another business and want it all in one place.

Tell us how your estate agents business runs. We'll show you what can run itself.

Two minutes to fill in. You'll see a first look at your website straight away, and we reply the same working day.

Get a free quote See prices

Free and no obligation
A fixed price, not an estimate
Half up front, the rest when you are happy
You own everything we build