Service
Real estate CRM for brokers, agents and developers in the Philippines
We set up a real estate CRM around how property is sold here: inquiries from Facebook and Messenger ads, listing sites and referrals, then viewings, reservations, documents, financing and turnover. Every buyer has one record, one owner and a next step.
- Built for
- Brokerages, agent teams and developer sales offices
- Delivered as
- A configured CRM account, or a custom-built CRM
- Staff role
- Work the pipeline, keep unit and buyer data current
- Price
- Request a quote
When property leads outgrow chats and spreadsheets
Property sales run on many small handoffs: an inquiry, a viewing, a reservation fee, a checklist of documents, a bank or in-house financing decision. When those live in Messenger threads and a shared sheet, buyers are forgotten, two agents call the same lead and nobody can say how many units are reserved.
- Brokerages and agent teams that receive leads from Facebook ads, Messenger and listing sites
- Developer sales offices tracking buyers against projects, units and reservation status
- Team leaders who need to see follow-ups and viewings per agent
- Owners comparing real estate CRM software and unsure whether to use a ready-made tool or build one
What a real estate CRM setup includes
Pipeline
Buyer pipeline
Stages from inquiry, qualified, viewing and reservation to documents, loan or financing, and turnover, with a clear owner on each buyer.
Capture
Leads with their source
Facebook and Messenger ad leads, web forms, listing inquiries and referrals are recorded with where they came from, so you can see which source produces reservations.
Inventory
Projects and units as records
Projects, towers, lots or units with status such as available, on hold and reserved, linked to the buyers interested in them.
Reservations
Reservation and payment schedule
Reservation date, amounts due and the due-date reminders for each buyer, so follow-up on payments does not depend on memory.
Documents
Document checklist
A checklist per buyer for IDs, forms and financing papers, with reminders for what is still missing.
Team
Agent and broker roles
Agents see their own buyers, team leaders see the team, and a commissions view shows which closed sales belong to which agent under your own rules.
From a Messenger inquiry to a booked viewing
- Buyer inquires about a unit (Messenger, ad form, listing), Automated
- Buyer record created with its source (Real estate CRM), Automated
- Agent assigned and alerted (Task + chat alert), Automated
- Agent qualifies and schedules a viewing (Staff step), Your staff
- Viewing reminder sent to buyer and agent (Reminder), Automated
- Outcome logged, next stage set (Pipeline), Automated
The stages most Philippine property sales follow
Your stages may differ. These are the starting point we adjust in the first conversation.
Stage 1
Inquiry and qualified
Budget, location, unit type and timeline captured on the record, so agents spend time on serious buyers.
Stage 2
Viewing
Site visit or virtual tour scheduled, reminders sent, outcome and feedback logged.
Stage 3
Reservation
Unit marked on hold or reserved, reservation details recorded, payment schedule created.
Stage 4
Documents
Checklist of required documents tracked per buyer, with the missing items visible to the agent.
Stage 5
Loan or financing
Bank, Pag-IBIG or in-house financing status tracked as a step, with the person responsible.
Stage 6
Turnover
Turnover date, inspection and handover tasks assigned, then the buyer moves to after-sales follow-up.
Follow-up and an assistant for listing inquiries
Automation
Follow-up that does not rely on memory
A new inquiry gets an acknowledgement, an unanswered buyer gets a reminder to the agent, and a viewing gets a confirmation. Messages are the ones you approve. See lead follow-up automation.
AI assistant
Answers to common listing questions
An AI assistant on Messenger or your website can answer questions about projects, location and viewing schedules from information you provide, collect buyer details and hand over to an agent. It states that it is automated. See AI automation for real estate and the AI receptionist.
Set up a ready-made CRM or build a custom one?
Both routes work for property sales. This is how the decision usually goes.
| Ready-made CRM (GoHighLevel, HubSpot, Zoho) | Custom real estate CRM | |
|---|---|---|
| Best for | Brokerages and teams with a standard pipeline who want to start with a proven tool | Developers with many projects and units, reservation rules and approvals |
| Units and inventory | Held as custom objects or records where the plan supports them; check the vendor's current plan | Built as part of the data model, linked to buyers and payment schedules |
| Cost shape | Vendor subscription, often per user or per account, plus our setup | Build cost, then hosting and support; no per-user licences |
| Fit to your process | Configured within the tool's fields and limits | Screens, stages and approvals built around your sales office |
| Data location | In the vendor's cloud under their terms | Hosting and database in your name |
Ready-made setups are covered under CRM automation, with pages for GoHighLevel, HubSpot and Zoho CRM. Custom builds are covered under custom CRM development. For small teams, see CRM for small business.
Example
Sample flow: a buyer asks about a condo unit
BuyerHi, is the 1-bedroom still available? What is the reservation process?
Assistant (automated)Hello. I am an automated assistant for the sales office. Unit availability changes, so I will have an agent confirm. May I have your name, preferred viewing date and budget range?
BuyerMaria, Saturday afternoon, around the 4 to 5 million range.
AgentThe CRM shows Maria's inquiry, source and requested viewing. The agent confirms the unit status and the viewing time in the record.
The reply content, the budget question and the handoff rule come from you. Unit status is read from your CRM records, not guessed.
What brokers and developers ask us to track
Which source gave us the reservation?
Each buyer keeps the ad, listing site or referral that brought them in, so reports can show reservations by source.Who is following up this buyer?
Every record has one owner, and reassignment is logged when an agent leaves or a lead is moved.Which units are on hold or reserved?
Unit status sits on the unit record and changes when the reservation stage is reached.What is still missing for this buyer?
The document checklist shows what has been received and what is outstanding.
Where listing-site leads come from, and how they get in
Facebook and Messenger lead forms, website forms and chat inquiries connect to the CRM directly. Leads from listing portals depend on what the portal provides: some send inquiries by email, some offer an export, and an API is available only where the portal publishes one for your account type. Where only email or export exists, we set up parsing or a scheduled import so the lead still lands as a record. We confirm what each portal allows during scoping and do not promise a direct connection before then.
Buyer details are personal data. The CRM is configured under the Data Privacy Act of 2012 (RA 10173): access by role, a lawful basis for what you store, and a consent line on forms.
What we need from you and what we handle
We need from you
- Your sales stages and how a buyer moves from inquiry to turnover
- Your projects, units or listings, and their status rules
- Lead sources: Facebook and Messenger ads, listing portals, referrals, forms
- Agent and team structure, and how leads are assigned
- Document checklist and reservation or payment-schedule rules
- A named owner who keeps unit and buyer data current
We handle
- Mapping the buyer journey and the reports team leaders need
- Configuring pipelines, units, roles and the document checklist
- Connecting forms, Messenger, ad leads and listing-lead email or export
- Building reminders, assignment and viewing confirmations
- Importing existing contacts, a team walkthrough and written notes
What a first project includes and what it leaves out
Included
- One buyer pipeline with your stages
- Projects and units as records, in the CRM options where the plan supports it
- Up to three connected lead sources
- Core automations: assignment, tasks, reminders and viewing confirmations
- One dashboard and one contact import
Left out
- CRM licence fees, billed by the CRM vendor
- Direct listing-portal integrations where the portal offers no API
- Legal, tax or accounting handling of reservations and contracts
- Migration of long histories from legacy systems, which is scoped separately
Limits we state plainly
- Some CRM plans limit custom objects, API access or automation. The plan is checked before scoping.
- Listing-portal leads reach the CRM only through the routes each portal offers. Email parsing or export is used where there is no API.
- The assistant answers from information you supply and passes pricing, availability and contract questions to an agent.
- A CRM works when agents use it. Each setup names an owner and keeps data entry to what the reports need.
- No partner status with any CRM vendor is claimed.
What it costs
Cost depends on the number of projects and units, the pipelines and roles, the lead sources and whether you choose a ready-made CRM or a custom build. We quote in writing before work starts.
Real estate CRM
Request a quote
Quoted per project after a short review of your channels, volumes and systems.
Request a quoteWhat moves the price
- Projects, units and pipelines
- Agent and broker roles
- Lead sources and portals
- Reservation and payment-schedule rules
- AI assistant for listing inquiries
- CRM vendor plan or custom build
- Training and support
Questions we get asked
How much does a real estate CRM cost in the Philippines?
It depends on the factors listed under price: projects and units, roles, lead sources, and a ready-made tool versus a custom build. After a short review of your sales process we send a written quote. A ready-made CRM also carries its own vendor subscription, billed by the vendor.
Can the CRM track units and reservations?
Yes. Units can be records with a status, linked to the buyer who reserved them, with the payment schedule and reminders on the buyer record. In a ready-made CRM this depends on the plan, so we check it first. A custom build holds units in its own data model.
Can leads from Lamudi or other listing sites go into the CRM?
It depends on what the portal offers for your account. Some portals send inquiries by email, some allow an export, and a direct API exists only where the portal provides one. We can parse inquiry emails or import exports so the lead becomes a record. We confirm the route with you during scoping.
Do you set up Follow Up Boss, HubSpot, Zoho or GoHighLevel?
We set up GoHighLevel, HubSpot and Zoho CRM, and other CRMs that have an API. Which one fits depends on your team size, units tracking and budget. We compare them with you and do not push one tool.
Is the buyer data safe and compliant?
We configure access by role and a consent line on forms, and keep to the Data Privacy Act of 2012 (RA 10173). You remain responsible for having a lawful basis to hold buyer data, and the CRM account sits in your name.
Do agents each get their own login?
Yes. Agents see their own buyers, team leaders see the team and owners see everything. Roles are set in the first configuration.
Can it capture Facebook ad leads and track follow-ups?
Yes. Leads from Facebook lead forms and Click-to-Messenger ads land in the CRM with the campaign they came from, are assigned to an agent and get a follow-up task. If the agent does not update the record, the CRM sends a reminder and alerts the broker or sales manager.
Next step
Tell us how a buyer moves through your sales office today.
Describe your projects, your stages and where buyers get lost. We will say whether a ready-made CRM or a custom build fits, and what each would involve.