Key Features of Real Estate CRM Software Development

In the ever-changing world of real estate, where relationships are the lifeblood of business, tracking client interactions and property information is critical. The importance of technology in simplifying these procedures cannot be emphasized enough, and a well-implemented CRM can greatly improve client relationships, which translates into increased sales, improved client retention rates, and increased overall profitability. This article will examine custom real estate CRM software development, how systems revolutionize the real estate sector, and why they are vital for business success.

With a focus on innovation, we cover all bases. If you are looking for a comprehensive management system that your agents and clients will appreciate, you came to the right place. Continue reading to learn more about the development process, or request a free consultation to make your idea take off.

The significance of CRM

We are fine with outlining the many benefits of Customer Relationship Management (CRM) for small and medium companies. Where do real estate companies stand, however?

It might surprise some people, but customer relationship management software is essential for real estate companies.

Real estate statistics

According to Ruler Analytics, the average real estate lead conversion rate is 2.4%, although overall numbers vary greatly. Trust and relationship development need extra effort and time because real estate transactions are among the most important financial decisions that clients go through.

Using a real estate CRM to set up an efficient strategy for following up on real estate leads is essential, as managing follow-ups manually is tough. This is one of the reasons why in 2022 alone, the real estate software market was dominated by CRM systems, accounting for a 27.20% share.

Find out more: Real estate trends

There are many benefits of real estate CRM software. For starters, a regular CRM system helps real estate agents streamline their workflow and complete tasks more effectively. Agents can create reminders, plan follow-ups, and keep up with crucial deadlines with tools like task and activity monitoring. This guarantees that every client or opportunity is noticed.

Agile CRM has compiled impressive data to back up these claims. Implementing CRM methods in the real estate industry allows to:

  • Boost sales by 29%, efficiency by 34%, and accuracy by 42%;
  • Increase conversion rates by up to 300%;
  • Shorten sales cycles by 8–14%.

However, around 30% of commercial real estate firms have not used this tool yet, losing on these great perks.

More advanced CRM systems allow agents to manage client relationships better, and many businesses initially use ready-made CRM software. However, the needs of an organization change as it grows. Out-of-the-box solutions sometimes become too restrictive and no longer satisfy the needs. In the worst-case scenario, they can even disrupt workflows.

Real estate CRM features

Any real estate company should eventually implement a custom CRM system. At the same time, many business managers, regardless of their knowledge and experience, need help to define full functionality from the ground up. There are many features that CRMs can have, but most real estate agents will find this list of the top features most useful to make working with clients easier:

Real estate CRM features

Automated task management

A good customer relationship management system would streamline your operations by eliminating the need for human intervention in routine operations like data collecting, analysis, and marketing campaigns. It aids in the smooth streamlining of your operations and routing and provides easily accessible reporting. Find an automated system that lets you put your own spin on things.

Document management

Many people believe that document management is a negotiating point. We disagree. If you want to manage customers effectively, you need to organize your business records effectively.

A good CRM includes document management, which allows you to successfully store your documents digitally and preserve all of your information in a location that is both easily accessible and secure. Keeping your data in one place, protected, and easily accessible is a complete game changer for building campaigns that will have the desired impact.

Reports and analytics

One of the most important components of any CRM is sales analytics. Data analysis from social media, website traffic, and polls allows you to run more effective campaigns in the future. To streamline your operations and improve your client experience, you will also require a variety of various insights and analytics. More importantly, it would help if you had this data easily accessible and digestible so that all your employees, sales reps, and customer service representatives can grasp what's going on with a short scan.

Read more: How to make a real estate website

Reporting is ineffective when understanding it is impossible. This happens far more frequently than you may believe. A custom CRM system can provide easily digestible data analytics and insights from a straightforward interface. If done right, it makes reporting more transparent throughout your organization, allowing you and your staff to stay on the same page and, as a result, enhancing efficiency and confidence.

Contact management system

Clients, leads, and vendors can all be centrally managed using real estate CRM software. With a contact management system, you can create deeper relationships with clients and offer tailored services by storing their contact information, property preferences, transaction history, and other relevant data.

Marketing automation system

The ability to automate marketing tasks like social media postings, email campaigns, and targeted advertising is another important function of real estate software. Various customer segments can be targeted with personalized messages and campaigns, and the effectiveness of these campaigns can be monitored.

Best practices for real estate CRM software development

There is no better tool for real estate companies than custom CRM software. It offers many advantages, including keeping stakeholders informed and facilitating easy collaboration. Within minutes, you can organize your calendar, handle real estate leads, manage contacts, keep tabs on lead generation campaigns, and complete document work.

However, developing custom CRM software is a significant investment, and certain practices must be followed to ensure business growth. You can also optimize the benefits of custom CRM software for your real estate business by following these best practices:

To select the best solution for customized real estate CRM software, extensive study on current industry trends, development cost, installation, and market research are required.

Read more: How to conduct a competitor analysis

Choose the features you need

To make the choice easier, create a checklist to stay in touch with clients, determine their needs, and update the plan regularly to meet those demands. It's also crucial to identify the benefits of real estate CRM software by filtering them based on your company's needs.

Compare features and conduct tests

To guarantee that you choose the best software for your needs, compare features and costs and go through a comprehensive trial and testing period.

Improve your reporting and lead capture

Some of the additional practices for custom real estate CRM software include strengthening company analytics with reporting, anticipating client needs to boost lead capture, optimizing channel partner communication, and delivering bulk emails promptly.

Centralize data collection

An efficient real estate CRM software centralizes data collection, making it an ideal tool for analytics.

Invest in mobile accessibility

Accessing lead data and managing it on mobile devices is critical for real estate professionals constantly on the go. A tailored real estate software should be responsive and user-friendly across multiple devices, allowing agents to access critical information and manage activities while on the go.

Ensure scalability for expansion

Your real estate CRM can be scaled to accommodate a greater workload and new features as your company grows. This versatility ensures that your CRM system stays a valuable tool throughout your expansion journey.

Consider data security

You should implement best practices to reduce hazards and improve the security of the CRM for real estate investors. These include routine software updates and patches, strong authentication techniques, user access controls, and sensitive data encryption.

Cloud-based real estate CRM solutions offer cost-effective and convenient access to data from any device with an internet connection. However, investing in extra data security solutions is important to protect sensitive information.

That said, don't rely solely on marketing claims; discuss data security with your team or vendor for a professional conclusion. Consider selecting a CRM vendor that allows you to choose the storage location, but be prepared for potential pricing changes if you don’t want to invest in your own data storage.

Challenges and solutions in CRM software development

It is a smart idea for a real-estate company to develop industry-specific CRM software at first. Many organizations, especially in the US, are considering increasing CRM investment to comply with GDPR. And as more businesses pursue a deeper understanding of what their customers want, the global CRM market is expected to grow by 13.9% CAGR between 2023 and 2030. Businesses will invest more in customer service, marketing automation, knowledge management, and sales force automation, all through CRM investment.

Another similar study shows that CRM usage will increase over the next few years. According to Fortune Business Insights, the global CRM market was valued at $64.41 billion in 2022, and it is projected to grow from $71.06 billion in 2023 to $157.53 billion by 2030.

Nevertheless, it is important to recognize the difficulties of the CRM development and integration process. Many real estate companies encounter the following problems when using a customer relationship management system:

Challenges of CRM software development

Besides the common challenges above that can be conquered with ample research and a bit of charisma, we can also name some others that might be trickier to solve. Let's talk about them in detail:

Data migration

Data synchronization is one of the most common issues firms face when adopting CRM integration, which can lead to data discrepancies and errors.

Data inconsistencies might develop due to a lack of automation, poor data quality, security and compliance concerns, and other factors. For example, manually transferring data between multiple systems can increase the risk of data inconsistency since human errors may occur during the process.

Furthermore, when merging different software systems to consolidate customer data, data formats and structures, such as naming standards, can differ, resulting in data inconsistency. These inconsistencies might complicate and lengthen the data translation and mapping procedure. Finally, inconsistency in data might stem from ineffective decision-making and result in unsatisfactory integration outcomes.

Data migration errors and conflicts can be mitigated by enhancing data quality. You want your data migration to go smoothly? Do your research, standardize formats, map fields carefully, set proper ownership rules, and perform rigorous testing.

User adoption

CRM adoption is vital to business success but is riddled with difficulties. These include data entry, a lack of support, a lack of trust in the technology, and insufficient training. Data entry and manual tasks are frequently problematic with the new software, resulting in duplicate contacts, manual entry errors, poor activity logging, poor client data quality, and considerable time losses. Once the software has been deployed, a lack of support can lead to misuse, incorrect data production, and user dissatisfaction with the new software tools.

At the end of the day, inadequate training usually causes users to avoid the tool and its features.
To encourage the adoption of CRM, sometimes it is necessary to make management changes, provide specialized training, and establish consistent support. The personalization of training workflows and the provision of support on demand are all areas that can benefit from the appropriate training. It is also possible for a custom software solution to offer specific testing, communication, and feedback slots to align the team with their CRM performance.

System integration

Planning ahead and preparing for the complexity involved when integrating CRM systems is important. Insufficient understanding of the project's scope is one technical issue that may develop throughout integration and cause bugs, overruns, and additional expenses.

Budget overruns and delayed return on investment (ROI) can occur, for example, if the effort needed for integration, data migration, customization, and end-user training needs to be reconsidered. Data integrity issues and project delays can result when companies underestimate the amount and quality of CRM data that needs to be transferred to the new system.

It is critical to have a trained team with CRM system integration knowledge to mitigate these issues. They can assist with the detailed identification of requirements and adopt an agile project methodology that allows for the early discovery of difficulties. An agile methodology allows for continual improvements and the incorporation of input with each iteration, which can aid in the avoidance of delays and deliver swifter software.

Furthermore, a trained team can forecast the CRM system's costs and advantages, collaborate with various departments to predict how it will affect the business during and after deployment, and manage any production dips that can arise throughout the rollout.

Simply put, integrating CRM systems is a complex process, but having a trained team with CRM system integration experience can assist in alleviating the challenges and ensure a successful deployment.

Successful integration stories: Mind Studios' experience

Mind Studios has extensive experience developing apps that help reimagine CRM systems. Real estate CRM systems and rental services projects have taught our team how to design solutions that motivate people to adopt new management systems and technologies.

As a company with extensive experience in the real estate sector, we know creating a unique solution that attracts users even in a highly competitive market is practical if you have a worthy idea and talented staff. There are many successful real estate CRM examples, but here’s one of ours:

Mulki is a one-of-a-kind real estate management tool for the MENA region that automates time-consuming chores and helps real estate owners with everyday operations. Finance, scanning, calculation, calendar support for the Islamic Hijri calendar, analytics, and notifications are among the functions included in the app. Mind Studios worked with the client to create the app that features a mobile-only property management system and a standardized contract form. The app's user interface is focused on efficiency and simplicity, with an emphasis on Arabic.

Mind Studios’ Experience

Essentially, Mulki is a mobile app created for iOS and Android that caters to Saudi Arabia's substantial market share. The app includes smart contract scanning, machine learning for text recognition, and unique payment calendar algorithms. For property management, Mulki also features powerful filtering options. From the initial list of requirements, the features have upgraded the app from a simple payment schedule with reminders to a full-fledged task management system for landlords.

Working with Mulki was a unique experience for Mind Studios in many ways. After the discovery stage, the requirements for the final product changed rapidly, and the team learned how to adapt to these frequent changes.

Similarly, we learned much about how CRM system localization differs from simple language support.

To make this happen, our developers worked hard to create a highly flexible app architecture, allowing us to integrate new functionality seamlessly. Mulki, launched in September 2022, has experienced steady user growth and positive feedback. If you want to learn more about the project, you can read our case study here.

Final thoughts

Customized CRM systems are transforming the real estate industry by streamlining workflow, increasing client interaction, and ultimately boosting business success. Today, automated task management, document management, reports and analytics, mobile accessibility, and scalability are all important features of real estate CRM software.

While these features assist real estate agents in effectively managing client relationships, organizing business records, analyzing data, and accessing critical information on the go, it is important to understand the challenges associated with implementing a new CRM system. Data migration, user adoption, and system integration are common challenges during the development phase. However, they can be addressed with proper planning, training, and support. Investing in customized CRM software is critical for real estate firms to remain competitive and grow.

Do not hesitate to contact us for a free consultation if you have any particular tech issues you want to address or expansion potential that you would like to explore. No matter what your company needs, our business development team is here to assist you with developing a CRM system uniquely suited to your needs.