In this guide 6 sections
The common mistakes are importing contacts without requirements, leaving the site-visit log optional, letting listings go stale, checking property papers too late and tracking brokerage from memory. Each keeps the old leaks alive in new software. GullySystem’s Real Estate CRM holds an agency’s enquiries, visits, follow-ups and partner commission in one place.
Importing contacts without requirements
A phone list is not a buyer record. Moving five hundred numbers into a CRM changes nothing if the budget and locality stay in someone’s head. The lead is still lost when that person leaves.
Record what each buyer or tenant asked for. Then a fresh listing can bring up the families who wanted it. Flag repeat numbers before anyone dials them twice.
- Budget and locality asked for
- Size and type, such as a 3BHK or a plot
- Move-in or purchase date
- Source of the lead
- Last message and next follow-up date
Leaving the site-visit log optional
Without a visit log, two executives can show the same buyer the same flat. The brokerage split then turns into a fight. Trust inside the office drops.
Make the log the habit, not the exception. Record who showed which property to whom, and when, from the phone at the door. It only works if logging takes less time than a WhatsApp message.
Letting listings go stale
A flat let out last week is still being pitched. Buyers lose patience when they ask about it. Each listing needs the owner’s last confirmed status and the date it was confirmed.
Set a weekly round of calls to owners whose listings have not been confirmed recently. Mark closed listings on the same day. Portals and broadcast groups still need updating by hand.
Checking papers when the buyer is ready
Khata status, the encumbrance certificate, the OC and the approved plan are often read only at the end. Weeks of work can rest on a file with a problem. Note them when the listing comes in.
Attach the scans to the listing and mark what is pending. This is a record, not a legal opinion. The buyer’s lawyer still verifies the title.
Tracking brokerage from memory
Brokerage comes from more than one side. Part comes from the owner, part from the buyer or tenant, and sometimes a share goes to a co-broker. None of it should depend on a notebook.
Record the token advance, agreement date and registration date against the deal. Mark each brokerage amount as due or received. Review the due list every week.
- Token advance and its date
- Agreement and registration dates
- Brokerage due from each side
- Co-broker share, if any
- Due or received, with the date paid
Agency lead and listing audit sheet
A two-tab sheet. The first lists your last fifty leads with requirement, visit logged and next follow-up date filled or blank. The second lists active listings with the date the owner last confirmed status.
Open a blank worksheet to printQuestions owners ask
Can the CRM post our listings to 99acres or MagicBricks?
No. Leads from portals can usually be picked up, since most send them by email or allow an export. Posting listings out to portals stays with your team.
Is a free CRM app enough for a small agency?
Often it is, if a contact list is all you need. It stops fitting when you want requirements matched to listings and a visit log that settles who brought the buyer.
Will executives actually use it in the field?
They will if logging a visit is quicker than typing a message. Design the phone screens with your busiest executives, because slow screens get abandoned.
Does the CRM confirm that a property’s papers are clean?
No. It records the status of each document and holds the scans. Checking title and approvals is work for the buyer’s lawyer.