Crm software property management

Decide which relationship you are managing

Prospective tenants are many, short-lived and measured in hours to first reply. Property owners are few, last years and are measured by whether you can remember what was agreed. A leasing pipeline tool has nowhere to record a management agreement's fee basis or renewal date; an owner-relationship tool has no concept of a viewing. Write down which of the two costs you money today and buy for that first.

Test capture from every channel you actually use

Portal enquiries, your own website form, email, phone and whatever a listing site sends. If any channel does not land in the CRM automatically, it will be worked outside it and the pipeline figures will be wrong in a way nobody notices. During a trial, send an enquiry down each channel yourself and see what arrives, in what shape and how fast.

Test the handover into the tenancy

A prospect becomes an applicant, an applicant becomes a tenancy, and the tenancy belongs to an owner who has to be told. Ask specifically how a signed application moves into your property system, and whether documents move with it or only fields. Where that join is manual, it is where the data will go wrong and where the duplicate records will come from.

Price it against what it replaces, not per seat

A CRM's cost is per user per month and its benefit is a shorter response time and fewer lost enquiries. Work out what one extra letting a quarter is worth against the annual licence for everyone who needs access, including part-time staff. That comparison usually decides both whether to buy and how many seats to buy.