Real Estate CRM

What To Look For When Selecting A CRM For Property And Real Estate

A property CRM is not just a place to store contacts. In real estate, CRM becomes the central hub for enquiries, viewings, offers, tenancies, renewals, compliance reminders, and the day to day conversations that keep deals moving and tenants happy.

When it is chosen well, a CRM saves time, reduces missed tasks, and helps a team stay consistent even when they are busy. When it is chosen badly, it becomes another admin burden and people stop using it.

Below are the main things to look for when selecting a CRM for property and real estate, with a UK first mindset and practical points that work for landlords, estate agents, property managers, and service providers.

 1. A Real Estate CRM built for property workflows (not just generic sales)

A generic CRM can work, but property has its own stages and paperwork. A good property CRM should handle pipelines like:

Enquiry to viewing
Viewing to offer
Offer to progression
Tenancy set up to move in
Maintenance to completion
Renewal to re let

It should also support common UK property activities, such as managing mandatory documents and reminders (insurance, servicing, EPC and similar compliance).

If a CRM cannot model the way property really works, the team ends up using workarounds and spreadsheets again.

Useful related pages:
https://goqik.com/pages/manage-your-property
https://goqik.com/pages/set-your-property-alerts

 2. Strong lead capture, fast follow up, and clear source tracking

In property, speed wins. A good CRM should:

Capture enquiries from listings and websites
Automatically log calls, emails, and messages
Tag the lead source (portal, website, referral, social, board, walk in)
Assign follow ups so nothing is missed

This matters because marketing costs add up quickly. Even traditional approaches can be expensive. Estate agent fees can be around 6% to 10% of annual rent, so owners are right to want tools that improve enquiry handling and conversion.

Useful related pages:
https://goqik.com/pages/list-and-market-your-property
https://goqik.com/search-properties-to-let-or-for-sale

 3. Property first data fields and document storage

A property CRM should store more than names and numbers. It should comfortably handle:

Property address and type (residential, commercial, mixed use)
Tenancy details (start date, end date, rent, deposit, renewal date)
Viewing notes and requirements
Owner details and instructions
Documents (EPC, floorplans, inventories, inspection reports, invoices)

If a CRM makes document upload awkward, people will avoid it. The best systems make it easy to attach the right document to the right property and contact, then find it again in seconds.

Useful related page:
https://goqik.com/pages/manage-your-property-accounts

 4. Task management and automated reminders for UK compliance

Property teams do not just “sell” or “let”. They manage ongoing responsibilities.

A good CRM should support task lists and reminders that cover:

Insurance renewals
Boiler and heating servicing
Property repairs and scheduled maintenance
EPC reminders and other key due dates

Without reminders, it is easy to miss a date, especially across multiple properties. A property CRM should help users stay proactive, reduce unplanned costs, and keep tenant experience strong.

Useful related page:
https://goqik.com/pages/set-your-property-alerts

 5. Built in accounting signals (or clean integration with accounts)

Many CRMs stop at communication. In property, that is only half the story. A good property CRM should either:

Include basic financial tracking (rent, service charge, expenses, ROI), or
Integrate cleanly with accounting tools, with as little double entry as possible

A practical setup supports things like raising rent and service charge invoices, importing bank CSV files, tracking earnings, and categorising transactions without deep accounting knowledge.

Whether a business chooses built in tools or integrations, the goal is simple: reduce manual admin and keep numbers clear.

Useful related page:
https://goqik.com/pages/manage-your-property-accounts

 6. Collaboration across stakeholders (owners, agents, managers, service providers)

Property is a team sport. Even a single property can involve the landlord, agent, manager, tenant, and multiple contractors.

A CRM is far more useful when it supports collaboration, for example:

Giving the right people access to the right records
Logging requests and updates in one place
Keeping contractor details organised and easy to find

A streamlined workflow between property owners, estate agents, property managers and others becomes a win win for everyone involved.

Useful related pages:
https://goqik.com/search-estate-agents
https://goqik.com/search-property-managers
https://goqik.com/search-service-providers

 7. Mobile use and real world usability

A CRM can have every feature in the world and still fail if it is clunky.

In property, people are on the move. They are doing viewings, meeting owners, checking issues on site, and taking calls between appointments. A good CRM should:

Work well on mobile
Make it easy to add notes quickly
Support templates for common messages
Make follow ups visible and simple

If it takes 5 minutes to log a viewing note, it will not get done.

 8. Security, privacy, and access control

A property CRM holds sensitive data: tenant contact details, tenancy dates, sometimes identity documents, and financial information.

In the UK, a good CRM should take data protection seriously and support:

Role based access (so not everyone can see everything)
Two factor authentication
Clear security practices

 9. Pricing that makes sense in £ and scales with the portfolio

CRMs can get expensive fast, especially when priced per user per month with add ons for automation, reporting, or integrations.

A smart approach is to compare pricing against the value of a single avoided mistake or a single saved week of vacancy. Even small wins add up.

10. Support and onboarding that helps people actually use it

A property CRM should be adopted by the whole team, not just the person who bought it.

Look for:

Simple onboarding
Good help guides and support
Clear workflows that match how the business already works

Useful related page:
https://goqik.com/pages/support

Why not be proactive? 

A property CRM should help people list smarter, manage easier, and stay on top of the numbers, without adding more admin.

If a business wants an AI powered, UK focused platform that brings property marketing, property management, alerts, and property accounts into one place, they can start by registering and building their setup from there:

https://goqik.com/register