Real-estate CRM: leads, listings and viewings in one dashboard

The real problem with real-estate CRMs: data entry

A CRM is only as valuable as the data inside it is current. In real estate that data is dozens of small facts an agent has to type in during the day: the customer's name, what they are looking for, their budget, the area they have in mind, the listings they have seen. For an agent juggling thirty WhatsApp chats at once, those records get postponed and then left half-done. A few weeks later the CRM is a list of names with empty “budget” and “area” fields.

The issue is not a missing feature; it is who the record is loaded onto. Any system that waits for the agent to fill it in runs on its most incomplete data on its busiest day.

In Realtiq, the record is born from the conversation

Nobody opens a lead record by hand in Realtiq. The moment a customer writes to your office's WhatsApp number, the AI assistant greets them and collects four criteria in the natural flow of the chat: transaction type (sale/rent), area, number of rooms and budget. As these are collected the lead card fills up: the lower and upper budget, the tolerance applied, the requested area and rooms each appear in their own field.

The card shows the journey, not just the result. Every session is recorded step by step: greeting, needs analysis, analysis complete, portfolio sent, awaiting viewing, viewing booked. When an agent opens a lead, the answer to “where did we leave off?” is already on screen.

What is in the dashboard

• Overview: the conversion funnel, the last 24 hours of system events and the latest leads.
• Leads: each lead's criteria, conversation flow, messages and past sessions.
• Appointments: pending and confirmed viewings, with outcome updates.
• Portfolio: active and inactive listings, filterable by transaction type and agent.
• Reports: conversion funnel, agent performance, most-matched listings, dead stock and a regional demand map.
• Error Log: messages caught by the protection shield, media messages and message floods — kept apart from the lead list.

Role-based access: everyone sees their own work

The dashboard works with three roles: administrator, office manager and agent. The manager sees every lead in the office; an agent sees only the leads assigned to them. When listings from several agents match one customer, the agent with the best-matching listing takes the lead and the others are only notified. No data is ever shared with another office. How that data is protected is covered on the Security & data page.

Portfolio: your spreadsheet is the single source

Most real-estate CRMs ask you to re-enter your portfolio into their own database, and before long the price in the spreadsheet and the price in the system drift apart. Realtiq never creates that duplicate: your portfolio stays in your Google Sheets spreadsheet and the system reads it. Every 30 minutes changed listings are reprocessed, new ones are added, and anything you deactivate stops being suggested to customers. We explain why in making Google Sheets the single source, and how to prepare the spreadsheet step by step in setting up your portfolio sheet.

Dead stock: making unseen listings visible

In an office with hundreds of active listings, some go months without being suggested to anyone — and nobody notices. The Dead Stock list on the Reports page shows active listings that have not matched any customer for more than 30 days. Read together with the regional demand map, it becomes easier to decide whether the problem is the price, the description or the demand in that area.

Where it stops

Realtiq's focus is taking the customer who arrives on WhatsApp all the way to a viewing, and making that process measurable. It is not an office-management suite that publishes to listing portals or keeps the books. That narrow scope is deliberate: with one channel and one data source, setup takes days rather than months — usually three business days.

Frequently asked

Is Realtiq a full CRM, or a bot that plugs into another CRM?

Realtiq is a CRM in its own right: leads, conversations, appointments, portfolio, reporting and the error log live in one dashboard. If you already use a CRM, we design the process together with you during early access.

Do I have to enter my listings into the CRM separately?

No. Your Google Sheets spreadsheet is the single source. The system reads it every 30 minutes, reprocesses changed listings, adds new ones and automatically deactivates the ones you have taken down.

Can agents see each other's leads?

No. The manager sees every lead in the office; an agent sees only their own. No data is ever shared with another office.

How long does setup take?

From scratch to live usually takes 3 business days: portfolio import, tuning to your office's voice and a live test with your agents. Depending on the state of your portfolio, this can vary.