CRM for Estate Agents: Win More Instructions and Close More Sales
Manage vendors, buyers, and properties without the complexity of enterprise systems.
The Challenges You Face
As a estate agents, managing client relationships comes with unique challenges:
- Keeping track of buyers, vendors, and properties
- Following up with leads quickly and consistently
- Managing long sales cycles with multiple parties
- Staying in touch with past clients for referrals
- Competing with larger agencies
- Coordinating between team members
How Kabooly Helps
Kabooly CRM is designed to solve these problems:
- Organised database of all contacts and properties
- Pipeline tracks every deal from valuation to completion
- Task management ensures timely follow-up
- Email campaigns to nurture your database
- Team collaboration on shared clients
- Track where your best instructions come from
Key Features for Estate Agents
Everything you need to manage your estate agents business effectively.
Contact Management
Keep all your customer information in one place, accessible to your whole team.
Deal Pipeline
Track every opportunity from first contact to closed deal with visual pipelines.
Email Campaigns
Create and send professional email campaigns to your contacts and marketing lists.
Workflow Automations
Automate repetitive tasks with visual, trigger-based workflows.
Booking System
Let clients book appointments directly with you, synced to your calendar.
Lead Attribution
Understand exactly where your leads come from and which marketing channels work.
Simple Pricing for Estate Agents
Choose the plan that fits your business. No hidden fees, no surprises.
Starter
Perfect for small teams getting started with CRM.
Get Started- 1,000 contacts
- 3 team members
- 5 marketing lists
- 10 email templates
- 10 active deals
- 3 forms
- 3,000 emails/month
Professional
For growing businesses that need more capacity.
Get Started- 7,000 contacts
- 10 team members
- 10 marketing lists
- 20 email templates
- 20 active deals
- 10 forms
- 10,000 emails/month
Enterprise
For larger teams with high-volume needs.
Get Started- 30,000 contacts
- Unlimited team members
- Unlimited marketing lists
- Unlimited email templates
- Unlimited active deals
- Unlimited forms
- 100,000 emails/month
CRM Questions for Estate Agents
Can I track buyers, vendors, and properties together?
Yes, create contact records for buyers and vendors, and use notes and tags to link them to properties. Your pipeline tracks deals from valuation through to completion.
How do I manage long sales cycles?
Use the deal pipeline to track every opportunity through your sales process. Set reminders for follow-ups, and never let a deal go cold because you forgot to chase it.
Can I follow up with leads quickly?
Website enquiries create contacts automatically. See new leads in your pipeline and respond quickly while they're still interested.
How do other estate agents use Kabooly?
Estate agents typically use Kabooly to manage buyer and vendor relationships, track deals through the sales process, stay in touch with past clients for referrals, and understand which marketing brings instructions.
Can my team share client information?
Yes, team members can access shared contacts and deals with appropriate permissions. Activity is logged so everyone can see the latest updates.
How do I stay in touch with past clients?
Create marketing lists of past clients and send periodic updates. Happy past clients are a great source of referrals and repeat business.
Can I track where my best instructions come from?
Lead attribution shows which marketing channels bring enquiries. Know whether vendors find you through Rightmove, Google, referrals, or local advertising.
Is Kabooly suitable for independent agents?
Yes, Kabooly is designed for small and medium businesses. You get professional features without the complexity or cost of enterprise estate agency software.
How an estate agency runs in Kabooly
Not a feature list. This is the part of the job that usually has no system at all.
It sits in front of your property software
Kabooly does not list properties or feed the portals. It handles everything before the instruction and around it: valuation enquiries, applicant records, follow up, and knowing which marketing produced the business.
Pipeline stages from valuation to instruction
Stages are yours to define. Agencies usually land on Valuation Requested, Valuation Booked, Valuation Done, Instructed, and Lost. The deals report then answers the question that matters: what proportion of valuations you convert, and which valuer converts them.
Vendors, landlords and applicants kept apart
Tags and custom fields cover the contact type, the area, the price bracket and the number of bedrooms, so a list of registered applicants for a specific bracket takes seconds rather than an afternoon.
A valuation request form that gets answered fast
Build the form, embed it on your site, and the submission creates the contact and can start an automation immediately. Valuation enquiries are won by whoever calls first, and that is very often not the best agency.
Valuations booked from real availability
Set up a booking type for a market appraisal, set each valuer's availability, and publish the booking widget. Kabooly sends the reminder email before the appointment automatically, which cuts out some of the wasted trips to an empty house.
Knowing which marketing produced instructions
UTM parameters are captured on form submissions, so the tracking and attribution reports connect valuation requests back to search, social, or a specific campaign. Leaflet spend gets defended on feel until somebody produces this report.
Three automations worth building in your first week
Each of these is a trigger, an optional wait, and an action. Nothing to code.
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The valuation request answered within minutes
When a form is submitted, send an email confirming you have it, with your recent local results, and create a task to phone. Vendors request valuations from three agencies in one sitting.
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The valuation that has not turned into an instruction
When a deal moves to your Valuation Done stage, wait two days, then send a follow up, and create a task to call. Two days is long enough to be polite and short enough to beat the competition.
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The instruction you lost to another agent
When a deal is marked lost, wait twelve weeks, then send a short, non gloating email. A meaningful share of those properties are still unsold, and the vendor is now willing to talk.
Ready to Grow Your Estate Agents Business?
Start your free trial today and see how Kabooly can help.