Answer every enquiry, match buyers to the right listings and follow each deal through to the commission.
An agency's best leads arrive in a dozen places: listing portal emails, the contact form, a call from the yard sign. Buyers' wishes live in an agent's head, viewings are juggled in personal calendars, the documents sit in email threads and the commission split is worked out in a spreadsheet after closing. We set up one pipeline that every enquiry lands in, listings matched against what each buyer is looking for, viewings in a shared calendar, the paperwork filed on the deal and commissions calculated from the sale.
- Portal and website enquiries in one pipeline
- Buyers told when a matching listing comes up
- Commissions calculated from the closed sale
Every enquiry from the listing portals, your website and the yard sign lands in one pipeline with an agent and a next step on it.
A portal enquiry that waits until tomorrow has usually booked a viewing with another agency by then. Enquiry emails from the listing portals are read as they arrive and become an enquiry with the buyer's name, phone, message and the listing they asked about; the form on your website does the same, and a call is logged in seconds from a phone. Each one is assigned to an agent, shows its source, and moves through your own stages from enquiry to viewing, offer, contract and close, so the team sees which portals bring buyers who actually buy.
- Portal emails and website forms turned into enquiries automatically
- The listing, source and agent on every enquiry
- Stages that follow a sale, from enquiry to close
- Which sources bring closed deals, not just clicks
Record what each buyer wants once, and let a new listing find the buyers it suits before it reaches the portals.
The agent who took the call knows the Brennans want three bedrooms in Crestview and are pre-approved, but nobody else does, and when a matching house comes in the call never happens. Each enquiry keeps the buyer's budget, bedrooms, areas and finance status as fields of its own. We build the listings as records with their photos, details and status, published to your website with fast search, and a match that compares every new listing against the buyers on file. Matching buyers get an email with the listing, and the agent gets a list of people to call.
- Budget, bedrooms, areas and finance status on every buyer
- Listings with photos and details, published to your website
- New listings matched against the buyers on file
- Listing alerts by email to the buyers who match
Book viewings in a calendar the whole office shares, and keep every offer, disclosure and letter on the deal it belongs to.
Double-booked showings and the pre-approval letter nobody can find are small things that cost deals. Viewings, valuations, open houses and walk-throughs go in one shared calendar from the enquiry, with the address on the appointment and an invitation sent to the buyer. Everything that comes back, the pre-approval, the offer, the disclosures, the inspection report, is filed on the deal, in folders by property that you can share with the buyer or seller through their portal instead of another email attachment.
- Viewings booked from the enquiry, in a shared calendar
- Invitations with the address sent to the buyer
- Offers, disclosures and letters filed on the deal
- Folders by property shared with clients through their portal
When a sale closes, the commission invoice, the agent splits and the co-operating broker's share are calculated from the deal instead of a spreadsheet.
Closing day is when every agency rebuilds the numbers: the sale price, the commission rate, the marketing costs to recover, the split with the agent and the share owed to the other broker. With the sale recorded on the deal, the seller's commission and the marketing package are invoiced from it, each agent's commission is calculated from their plan, and the co-operating broker's share becomes a bill to pay. Settlements by agent and period come from the same records, and the money lands in books your accountant can close.
- Commission and marketing invoiced from the closed sale
- Agent commissions calculated from each agent's plan
- The co-operating broker's share as a bill to pay
- Settlements by agent and period from the same records
What we would set up for a real estate agency
The apps, add-ons and custom pieces behind the enquiries, the listings and the closings, and what each one does for the agency.
CRM
Every enquiry in one pipeline with your own stages, the buyer's criteria and the next step.
Built by AdomiListings and buyer matching
Listing records with photos and status, published to your website and matched against the buyers on file.
Website
Your listings and enquiry forms on your own site, with every form landing in the pipeline.
Calendar
Viewings, valuations and open houses in one shared calendar, with invitations to clients.
Email marketing
New-listing alerts to matching buyers and market updates to past clients, from your own records.
Commissions
Agent commissions calculated on each sale, settled by period, with bills for external brokers.
Document management
Offers, disclosures and reports filed by property and shared with clients through their portal.
n8n
Listing portal enquiry emails read and turned into enquiries with the listing and contact details.
Meilisearch
Fast listing search on your website by area, price and bedrooms.
Related
CRM
Every lead in one pipeline, with the company profile filled in and the next step scheduled.
See CRMEmail marketing
Campaigns to the right customers from your own records, measured in orders.
See email marketingCustom application development
The screens and workflows your business needs when standard software falls short.
See custom developmentAccounting
Bank feeds matched automatically, bills read for you, books your accountant can work in.
See accountingOther industries we set up
Software as a Service
Billing, books, logins, support and email behind your product, set up and connected.
See how we helpConstruction
Estimates, job costing, subcontractors, progress billing.
See how we helpManufacturing
Real lead times, known costs before you build, dates you can keep.
See how we helpWholesale and distribution
Purchasing, warehouses, deliveries, invoicing.
See how we helpSchedule a demo.
Tell us a little about your business and what you would like to see. We walk you through how this would work for a company like yours, at a time that suits you. The first conversation is free.