Estate agent setup programme

From enquiry to the notary, all in one system.

Enquiries auto-matched to the right listing, viewings coordinated, pipeline and commission tracked through to close.

  • Enquiries matched to the listing in minutes, not hours
  • Exposés, floor plans and contracts on the listing, not the inbox
  • Pipeline and commission transparent through to the notary
Book a discovery call Open the Workflow Planner Response time: same day
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Transformations

What we changed for real businesses.

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Case study·Germany

Real Estate

A German real-estate investor needed a unified platform for investor onboarding, portfolio tracking and lifecycle accounting.

Pain
  • Investor data scattered across Excel, mailboxes and notes
  • Manual KYC with paper forms and duplicate data entry
  • Email-based meeting coordination with double-bookings and friction
  • No single view on capital calls, distributions and investor communication
Gain
  • Every investor visible in CRM with full history and portfolio
  • KYC, meetings and bookkeeping mesh automatically
  • Clean migration of legacy data into a normalised model
  • Every email and conversation per investor auditable on record
Project Duration ~1 month
Built with
Zoho OneZoho CRMZoho FormsZoho BookingsZoho MailZoho Books
Case study·Germany

Lead Generation

A German lead-generation platform had web leads, bookings and CRM deals running in separate worlds.

Pain
  • Web leads landed in mailboxes and got lost in day-to-day work
  • Bookings appointments without an automatically linked deal
  • Every sales rep invented their own approach
  • No reliable numbers on where conversions actually came from
Gain
  • Every lead becomes a structured deal immediately
  • Standardised process from inquiry to closure
  • Deluge scripts performant, maintainable and documented
  • Marketing ROI clear per source and funnel stage
Project Duration ~2 months
Built with
Zoho CRMZoho FlowZoho Analytics
The problem

Bought a CRM, and still living in your inbox?

At estate agencies the process usually breaks between enquiry and matching. Zoho isn't the problem, the way it was rolled out is.

  • Enquiries flood in

    Dozens of buyer emails per listing, and matching each one to the right property is pure manual work.

  • Documents scattered

    Exposés, floor plans and paperwork sit in inboxes, on drives and across portals instead of on the listing and the buyer.

  • No overview

    Which buyer is in which stage, which viewing is coming up, which commission is still open? No one sees it at a glance.

The solution

One system for the entire estate-agent process

From enquiry to close, every buyer follows the same flow. Nothing gets lost in the inbox, and no listing match slips through.

Estate agent presenting a bright contemporary apartment to a young couple

Enquiries auto-matched to the listing

New buyers and their search criteria land straight in the CRM and are matched automatically to suitable listings, no more manual sorting.

Auto-matchingSearch profilesListing database
Estate agent photographing a stylish empty modern apartment with a smartphone for a listing

Viewings coordinated and followed up

Schedule appointments, send confirmations and follow up automatically after each viewing, all logged on the buyer and the listing.

SchedulingAuto follow-upCalendar sync
Estate agent handing over keys to a smiling couple in a sunlit flat

Exposés, pipeline and commission in one place

Exposés generated in one click, every deal in a clear pipeline through to the notary, including an overview of open and earned commissions.

Exposé generatorDeal pipelineCommission tracking
Zoho · configured for estate agents

Your Zoho apps, tailored to the estate-agent process.

No off-the-shelf CRM. We configure every app around your workflow: from enquiry through viewing to the notary appointment.

Zoho CRM Search… + Add
Enquiry2
Sale
Apartment Kreuzviertel
€ 420.000
Rent
Commercial unit Hafen
€ 2.400/mo
Viewing1
Sale
Townhouse Aplerbeck
€ 535.000
Closed1
Sale
Villa Gartenstadt
€ 720.000
Zoho CRM

CRM · Estate-Agent Pipeline

Every enquiry as a deal: sale or rental, listing value, stage and next step.

  • Pipeline by agent stages
  • Sale & rental separated
  • Auto-match to the listing
Zoho Books Search… + New
CommissionListingDateAmountStatus
PR-2025-031Villa Gartenstadt12.05.2025€ 25.200 Earned
PR-2025-034Townhouse Aplerbeck19.05.2025€ 18.700 Open
PR-2025-029Apartment Kreuzviertel05.05.2025€ 14.900 Part payment
PR-2025-037Commercial unit Hafen02.06.2025€ 8.640 At notary
Zoho Books

Commission overview

Earned and open commissions per listing in one place, from close to the notary appointment.

  • Commission per close
  • Open items in view
  • Notary appointment tracked
WorkDrive · Sign Search… + Upload
Listings›Villa Gartenstadt›Documents
Expose.pdf 10.05 published
Floor-plan.pdf 10.05 filed
Sale-contract.pdf 14.05 awaiting signature
Energy-certificate.pdf — draft
WorkDrive · Sign

Document management

Exposés, floor plans and sale contracts right on the listing, incl. e-signature.

  • Everything filed on the listing
  • E-signature for contracts
  • Versions & access
Zoho Bookings Search… + Add
Viewing Kreuzviertel Mon
Follow-up prospects Tue
Viewing Aplerbeck Wed–Thu
Notary Gartenstadt Fri
Zoho Bookings

Viewing scheduling

Viewing appointments and follow-ups scheduled and assigned, timed through to the notary.

  • Appointments centrally planned
  • Auto follow-up after viewing
  • Timed through to the notary
Program & workflow

How we roll out Zoho One in your business

We think our way into your workflow and see ourselves as a long-term development partner. Here are the four phases.

  1. AnalysisWe review your workflow from listing intake through viewings to the close and find your biggest time sinks.
  2. ConceptWe design your processes in Zoho One and plan the Zoho architecture (business process mapping).
  3. ImplementationSetup, configuration, the automations and migration of your listing and buyer data.
  4. SupportTraining for your team, fine-tuning and ongoing support, so the system becomes a fixed part of your everyday work.
AI in practice

Where AI genuinely takes work off the agent's day.

Not a gimmick, concrete spots where we have built AI into real Zoho setups, so enquiries arrive sorted and no buyer slips through.

  • Sorting and routing enquiries by hand
    Enquiry scoring

    Serious buyers first

    Incoming portal and email enquiries are read, matched to the right listing by search profile and prioritised by Zoho Zia, so your team handles the serious buyers first.

  • Writing every exposé from scratch
    Exposé drafting

    Exposé and reply text in seconds

    From the listing data the AI suggests ready exposé and reply drafts in your tone. You review, add detail and just sign off.

  • Typing key figures by hand
    Document OCR

    Land register and energy certificate read themselves

    Key figures are extracted via OCR from the land register extract and energy certificate and written into the right field on the listing, no re-typing before the notary.

Contact

Ready to turn every enquiry into a close?

Let's find out in a free Zoho system review where your workflow holds the most potential. Non-binding, concrete and tailored to your brokerage. As an authorised Zoho partner we support you from setup to running operations.

● Free system review · no obligation

Open the Workflow Planner

We use your details only for the call. No spam.

Frequently asked

What you'll want to know before the call.

Can enquiries from portals like ImmoScout be matched to the right listing automatically?

Yes. Incoming portal and email enquiries land straight in the CRM and are matched to the right listing by search profile. You no longer sort by hand, and no enquiry gets lost in an inbox.

How are viewings and the follow-up afterwards handled?

Appointments are scheduled on the prospect and the listing, confirmations go out automatically, and after the viewing the system prompts the follow-up, documented on both records instead of in a calendar and someone's head.

How long does rolling out Zoho One take?

Depending on scope, typically a few weeks to a few months. After our first meeting we give you a rough estimate, and after the requirements meeting a realistic estimate for your specific business.

What does Zoho One cost?

Zoho One costs €37 per employee per month on an annual plan, or €45 per employee with monthly billing. That includes all 50+ Zoho apps. We show you which option fits your business in the consultation, including a comparison with your current tools if you like.

Do we have to re-enter our existing data?

No. We migrate existing customer, quote and job data into Zoho One as part of the implementation, provided it can be exported from your current system.

Can Zoho One connect to our existing tools?

In most cases yes. Google and Microsoft connect easily for email, calendar and drive, as do many other common applications. Beyond that, almost any system can be integrated individually via the Zoho API.

Does Zoho One suit smaller businesses and mobile teams?

Yes. Zoho One works for sole traders as well as growing teams. Your team accesses records, tasks and documents on the go via the app, even when out of the office.

Where is our data stored?

On request in Zoho's EU data centres, GDPR-compliant. Your data stays within the European legal space, an important point for businesses with sensitive customer and project data.

How much time does the project cost us day-to-day?

As little as possible. Your team is only involved at a few clearly agreed points, such as analysing the workflow, providing information and training, so your day-to-day work keeps running.