What is the best real estate CRM for an Australian property agency — Rex CRM, VaultRE, or Agentbox?
Rex CRM is the most widely adopted platform for Australian residential agencies because of its depth of Realestate.com.au and Domain integration, its auction module, and its vendor reporting tools. VaultRE (now under MRI Software) is the stronger choice for agencies that need tight integration with property management software, particularly for combined sales and rent roll operations. Agentbox is preferred by some agencies for its user interface and its buyer matching functionality, but it has a smaller market share and fewer third-party integration options than Rex. For a pure sales agency starting fresh, Rex is the most established choice. For an agency with a significant rent roll or an existing MRI Software relationship, VaultRE warrants evaluation. For agencies that have outgrown a generic CRM like HubSpot or Salesforce, any of the three will provide significantly better workflow alignment with Australian real estate processes.
How do I set up automatic lead routing from Realestate.com.au and Domain into an Australian real estate CRM?
In Rex CRM, automatic lead routing is configured in the Leads settings section under the portal integration. You map each active listing to its responsible agent using the listing ownership field. When an enquiry arrives from Realestate.com.au or Domain for that listing, Rex assigns it to the listing agent and creates a follow-up task. You also set a fallback rule for enquiries that arrive outside business hours or for listings with no assigned agent — typically routing to a duty agent or a shared inbox with a team alert. In VaultRE, the routing logic is configured in the Enquiry Routing settings with similar listing-to-agent mapping. The routing rule should also apply to enquiries for sold or leased listings, routing them to the agency's general buyer or rental enquiry pipeline rather than dropping them.
How do I automate weekly vendor campaign reports in Rex CRM or VaultRE?
In Rex CRM, vendor reports are generated using the Vendor Report module, which pulls listing view data and enquiry counts from the connected portal integrations and formats them into a report template. You configure the report template with the fields the vendor sees — listing views by week, total enquiry count, open home attendance, days on market, and comparable sales context — and set a scheduled delivery that sends the report to the vendor's email address on a specific day and time each week. The agent can review the generated report before it sends if a review step is added to the workflow. In VaultRE, the equivalent is the Campaigns module with scheduled report delivery. The key configuration step is connecting the Rex or VaultRE portal integration correctly so that view and enquiry data is flowing in from Realestate.com.au and Domain accurately before the report template is built.
How do I configure an auction workflow inside Rex CRM for an Australian real estate agency?
Rex CRM's auction workflow is built around the listing record. You add the auction date to the listing, then use the Auction module to record buyer registration (name, contact, company if applicable, deposit receipt status), reserve price as a private field, bidding order and amounts during the auction, and the result — sold under the hammer, passed in, or sold post-auction. After the auction, a post-auction follow-up workflow can be triggered for all registered bidders who did not purchase, enrolling them in a sequence of follow-up tasks for the listing agent. The sequence typically includes a same-day call to unsuccessful bidders, an email the following morning with similar listings, and a 7-day follow-up task. This buyer cohort is among the highest-intent active buyers in the market and the post-auction follow-up sequence is the highest-return automation most agencies are not running.
How do I separate property management and sales workflows in the same Australian real estate CRM?
In Rex CRM and VaultRE, pipeline separation is achieved by creating distinct pipeline configurations for the sales team and the property management team, with separate deal stage definitions, activity types, and task templates. In Rex, the "Business" section separates commercial property management from residential sales, but for agencies needing a clean separation between their residential sales pipeline and their rent roll management workflow, custom pipeline templates with role-based access ensure each team only sees the activity relevant to their function. The key configuration change is filtering the main activity dashboard by pipeline type so a sales agent's daily task list does not include routine property management reminders, and the property management team's view does not surface buyer enquiry follow-up tasks. Reporting should also be separated so that sales team KPIs and property management team KPIs are drawn from their respective pipelines and not aggregated.
