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Estate agent CRM

Estate agent CRM for Irish agencies

An estate agent CRM is the system of record for your properties and the people attached to them. One listing carries the vendor who instructed it, the applicants, the viewings, the offers and the compliance file behind all of it. EstatePilot is that system, built for the Republic of Ireland rather than translated into it.

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One property recordEntered once
  • The listingentered once
  • The vendor who instructed iton the record
  • Applicants matched to iton the record
  • Viewings booked on iton the record
  • Offers received, and what became of eachon the record
  • The compliance file behind all of itas you work

What an estate agent CRM actually does

A general-purpose CRM is organised around a contact and a deal. An estate agent CRM is organised around the property. That sounds like a small difference. It is not.

The property is what the office refers to, what the vendor rings about, what the applicant asks to view, and what the offer is made on. It is also what a regulator asks you to produce a file for.

So one record has to hold all of it: the instruction, the marketing, the enquiries, the viewing diary, the bids, the correspondence and the compliance documents. Otherwise it scatters across a contacts database, a spreadsheet, a shared inbox and a folder on someone’s desktop — and nobody can say what happened without checking four of them.

Four obligations

What an Irish one has to carry

An Irish agency is answerable for these four. A CRM built for a sales team elsewhere will treat them as custom fields.

PSRA

A file you can produce

Letters of engagement in the specified form, and a record of every offer.

  • Carrying the agency licence number and the negotiator’s own.
  • The fee structure, and the advised market value.
  • The offers received other than at auction, and what became of each one.
AML

Documents with a reviewer and a clock

Identity, address, source of funds and beneficial ownership, held against the client record.

  • The name of the person who reviewed each one, and when they did it.
  • A retention floor that runs from the end of the relationship.
Portals

Listings that reach the market

Daft.ie and MyHome.ie carry the Irish market.

  • A listing entered once publishes out to both, and to your own site.
  • Without being re-keyed into three places.
Client money

An account that balances

Any agency holding client money needs it segregated.

  • Reconciled against the bank statement and balanced monthly.
  • With an accountant’s report at the end of it.

The first two are set out at length in the PSRA compliance guide and the guide to AML checks, both written against the Acts themselves. How EstatePilot records them is on the compliance page.

Where the CRM stops and the rest begins

The CRM is the core, and the other modules read and write the same records rather than syncing with them. Your website is fed by the CRM, or the Widget puts enquiries and private-treaty bidding into the site you already run. Live Auction takes bidding online and in the room on one lot. Lettings and client accounting sit on the same client records as the sales book.

That is the argument for one system over several subscriptions, and it is set out module by module on the auctioneer software page. If you are weighing EstatePilot against what you have now, the comparisons set each one out dimension by dimension, sourced from the other vendor’s own site — including where they are stronger.

Common questions

What the category means, and where EstatePilot sits in it.

An estate agent CRM is the system of record for an agency’s properties and the people attached to them. A general-purpose CRM tracks contacts and deals. An estate agent CRM is built around the listing instead: the vendor who instructed it, the applicants matched to it, the viewings booked on it, the offers received, and the compliance file the agency has to produce. One record, carrying everything that has happened to that property.

Four things, in practice. Records shaped around the Property Services (Regulation) Act 2011, including the letter of engagement in the PSRA’s specified form and a record of offers received other than at auction. Customer Due Diligence documents under the Criminal Justice (Money Laundering and Terrorist Financing) Act 2010, with a retention period. Listings that reach Daft.ie and MyHome.ie. And, for any agency holding client money, a segregated client account that balances. A CRM designed for a sales team treats all four as custom fields.

They overlap and are not the same. An estate agent CRM is organised around selling and letting: instructions, applicants, viewings, offers and the compliance file behind them. Property management software is organised around an occupied property: tenancies, rent, maintenance and landlord reporting. An Irish agency doing both usually wants one system rather than two. That is why EstatePilot ships lettings and client accounting against the same records as the sales book.

No. The Widget module embeds enquiries, viewing bookings, valuation requests and private-treaty bidding into the site you already run, and everything lands on the client record. The hosted Website module is there if you would rather EstatePilot ran the site itself, but moving to it is optional.

There is no published rate card. EstatePilot is priced per agency, shaped by the modules you switch on, plus usage — such as a per-listing charge when online bidding runs. The pricing page sets out how that works, and a written quote follows a 30-minute call on your own listings. Other Irish vendors publish either a per-user price or no price at all; the comparisons say which is which.

See it on your own listings

A 30-minute demo using real workflows, not slides — and a written quote at the end of the call. Or read how pricing works first.

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