REAL ESTATE CRM SYSTEMS · 不動産 CRM システム

Japanese real estate CRM needs to integrate with REINS (the Japanese MLS), manage the 重要事項説明 disclosure workflow, and support the Japanese property transaction timeline — which is fundamentally different from Western real estate processes

Japanese real estate transactions follow a legally defined process that differs from Western property markets at every stage. The 重要事項説明 (Jūyō Jikō Setsumei) must be delivered and acknowledged before contract execution. REINS is the mandatory listing database for most transactions involving a licensed agent. The major property portals — Suumo and At Home — generate the majority of enquiries. Japanese addresses follow a format that most Western CRM platforms do not support correctly. A generic CRM configured for a Western property market does not cover any of these requirements. It stores contacts, tracks pipeline stages, and sends emails. The Japan-specific compliance workflow, the REINS data layer, the portal lead automation, and the address format sit outside the system and are managed manually. Ignited Nepal builds real estate CRM configurations for Japanese agencies that address these gaps directly: REINS synchronisation, 重要事項説明 workflow tracking, Suumo and At Home lead import, and correct Japanese address field structure.

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This is for you if

This is for Nepal property brokers, agencies, and developers who:

Receive buyer enquiries across multiple personal WhatsApp numbers with no central record

Maintain property listings in a shared Google Sheet or Excel file with no buyer matching

Coordinate site visits through informal WhatsApp messages with no confirmed scheduling

Do not track where buyer enquiries are coming from — HamroBazaar, Facebook groups, referrals, or the website

Lose deal history when a broker leaves or changes their phone

This is relevant for individual property brokers in Kathmandu and other urban centres, small property agencies, land and apartment developers selling directly to buyers, and property management businesses looking to build a more systematic buyer pipeline.

What's broken

Problems We Solve

No REINS (レインズ) integration

Japanese real estate agents registered with one of the four regional REINS (Real Estate Information Network System) databases are required to list properties on REINS within a defined period after instruction. Properties on REINS must be updated when status changes. Most agencies maintain their REINS records and their CRM records separately, updating each manually. When a property goes under contract, the REINS status must be updated and the CRM pipeline must also be updated. These are two separate manual actions, and they frequently fall out of sync. Ignited Nepal builds the synchronisation layer between REINS and the CRM. When a property status changes in the CRM pipeline, a REINS update prompt or automated trigger fires. When REINS data is exported, it is imported into the CRM without manual re-entry. The two systems reflect the same status at the same time.

重要事項説明 (Jūyō Jikō Setsumei) document delivery not tracked

Japanese real estate law (宅地建物取引業法) requires a licensed agent to deliver and explain the 重要事項説明 document to the buyer before contract execution. The delivery must be confirmed, and there is a required timing gap between delivery and contract signing. In practice, most agencies track this process in a paper file or a separate document management system. The CRM deal record does not reflect whether the document has been delivered, whether acknowledgement has been received, or whether the required timing gap has been observed. Ignited Nepal adds a 重要事項説明 workflow to the CRM deal record: document preparation status, delivery date, acknowledgement receipt date, and a calculated field showing whether the required timing gap between delivery and contract execution has been met. The pipeline stage for contract execution is blocked until the workflow fields are completed. Compliance is embedded in the deal process rather than tracked separately.

Suumo and At Home leads not imported automatically

Suumo and At Home are the dominant property portals in Japan. Both generate buyer and renter enquiries that are sent to the listing agency by email or portal notification. Most Japanese real estate agencies receive these notifications and manually transfer the lead information into their CRM. The manual transfer introduces delay, data entry errors, and a gap in the response timeline. Enquiry response time is one of the primary conversion factors for portal leads. Ignited Nepal configures email parsing or portal API connections (where available) to import Suumo and At Home lead data into the CRM automatically. The lead record is created, the property enquired about is linked, and the responsible agent is assigned without manual data entry. Response time is reduced. Lead data is complete and consistent.

No Japanese address field format

Japanese addresses are structured from largest to smallest administrative unit: prefecture (都道府県), city or ward (市区町村), district or neighbourhood (丁目), block and lot number (番地), and building name and unit number where applicable. A CRM with a single address field or a Western-format address field (street number, street name, city, postcode) cannot store a Japanese address in a structured way. Properties recorded with an unstructured address field cannot be used for area-based reporting, map visualisation, or accurate matching against REINS records. Ignited Nepal configures the CRM address fields to match the Japanese address structure, with separate fields for each administrative level. Property records stored with correctly structured addresses can be queried by area, used in REINS matching, and exported to mapping tools accurately.

What we engineer

What we build for Nepal property brokers and agencies

Central buyer enquiry pipeline

that captures every lead regardless of source — WhatsApp, HamroBazaar, Facebook, website, or referral — with source tracking recorded at entry

Property inventory database

inside the CRM with filterable fields for property type, location, size, price, and current status, linked to buyer requirement profiles

Buyer-to-property matching workflow

that surfaces available properties matching a buyer's recorded requirements when new listings are added

Site visit scheduling module

with automated confirmation messages to buyer and property contact, and a reminder message 24 hours before the scheduled visit

Offer and negotiation stage tracking

per deal, recording all offers made, price counters, and final agreed terms in the deal record

Enquiry source reporting

that shows which lead channels are producing enquiries, site visits, and offers, so marketing budget decisions are data-backed

Team conversation history

stored against each buyer record so any broker can pick up a relationship knowing the full context

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What changes

What a Nepal property business looks like after a real estate CRM is in place

Before
After
Before Different brokers in the same agency receive enquiries on their personal WhatsApp numbers. When a buyer calls back, no one in the team knows what was said to them last time, which properties were suggested, or what the buyer's budget and requirements actually are. The conversation history is locked inside one broker's personal phone. If that broker is unavailable — or has left the agency — the enquiry history is gone. A buyer who enquired three weeks ago and is now ready to proceed is treated as a new contact, and the agency looks disorganised. Every serious buyer who does not feel remembered is a buyer who calls another broker next.
After Every buyer enquiry enters a central pipeline with the source recorded, assigned to a broker, and visible to the whole team
Before The property listing database for most Nepal property agencies is a Google Sheet shared across the team. When a new buyer comes in with specific requirements — say, a 3-anna residential plot in Budhanilkantha under NPR 1.5 crore — finding matching properties means manually reading through rows of a spreadsheet. There is no filter for buyer requirements, no automatic match against available listings, and no alert when a new property comes in that fits an existing buyer's criteria. The manual process is slow, inconsistent across team members, and depends on whoever is looking knowing the spreadsheet well enough to catch a match. Properties that should be shown to interested buyers sit unsold because the connection was never made.
After A new buyer's requirements are matched against the property inventory automatically, and a notification fires when a new listing fits an existing buyer's criteria
Before Site visits in Nepal are organised through a chain of WhatsApp messages between the broker, the buyer, and the property owner or caretaker. There is no shared calendar, no booking confirmation sent to all parties, and no reminder message sent the day before. The broker has to remember which visits are scheduled for which day, confirm with the property contact separately, and then chase the buyer if they do not show up. Visit no-shows are common. Double-bookings happen when two brokers schedule visits to the same property without knowing. Time is wasted driving to properties when the buyer cancelled two hours earlier through a message the broker did not see. A CRM with a site visit scheduling module and automated confirmation messages solves all of this.
After Site visits are confirmed to all parties via automated message and followed up with a reminder the day before
Before The agency does not know whether its buyers are coming from HamroBazaar listings, Facebook groups, referrals from past clients, or the website. Every buyer who enquires is treated the same regardless of where they came from. Without source tracking, there is no way to know which lead channels are producing buyers who actually progress to site visits and offers, and which are producing unqualified enquiries that waste broker time. Marketing budget decisions — whether to advertise more on HamroBazaar, spend on Facebook ads, or invest in referral relationships — are made without data. Source tracking in a CRM takes ten seconds per enquiry to record and produces decision-making data within 60 days.
After A weekly source report shows which channels — HamroBazaar, Facebook, referral, website — are producing buyers who progress to site visits and offers
How it works

How we build your Nepal real estate CRM

  1. 01

    Current process mapping

    We spend one session with the team mapping how buyer enquiries currently arrive, how properties are tracked, how site visits are organised, and how deals progress to offer. We identify the three to five highest-priority gaps — typically: centralising enquiries, building the property inventory database, and setting up site visit scheduling.

  2. 02

    CRM design

    We design the pipeline stages, property inventory fields, buyer requirement fields, source tracking categories, and site visit workflow. For Nepal property businesses, this typically includes a buyer pipeline with five to seven stages from initial enquiry through to offer accepted, a property database with fields relevant to Nepal market categories (ropani/anna/paisa for land area, municipality zone, road access, ownership type), and WhatsApp-compatible confirmation message templates.

  3. 03

    Build and data migration

    We build the CRM in GoHighLevel or HubSpot, migrate the existing property inventory from the Google Sheet, and configure the automation — enquiry source tagging, site visit scheduling confirmations, and reminder messages.

  4. 04

    Team walkthrough

    We walk through the CRM with every broker in the team. We cover how to add a new buyer enquiry, how to record a property match, how to schedule a site visit, and how to progress a deal through the pipeline. We document the workflow so the team can train new brokers without our involvement.

  5. 05

    30-day review

    After 30 days we review the pipeline data: enquiries by source, site visits scheduled versus completed, deals by stage, and any process gaps the team has identified. We adjust fields, stages, and automations based on what has come up in practice.

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Common questions

FAQs

How do I integrate REINS with a real estate CRM for a Japanese property agency?

REINS does not provide a public API for direct integration with third-party CRM platforms. The most practical approach is a synchronisation workflow that triggers a REINS update prompt when a property status changes in the CRM, and an import workflow that pulls REINS export data into the CRM on a scheduled basis. Some property management platforms built for the Japanese market have REINS connectivity built in. For agencies using a generic CRM such as Salesforce or HubSpot, the integration is built using REINS export file parsing and webhook-based triggers for status change notifications. The goal is to ensure that a property status change entered once in the CRM results in a corresponding REINS update without the agent needing to log into both systems separately.

How do I track 重要事項説明 document delivery compliance in a Japanese real estate CRM?

Tracking 重要事項説明 compliance in the CRM requires adding a structured workflow to the deal record with the following stages: document preparation (started, completed), delivery method (in person, electronic), delivery date, acknowledgement receipt confirmation, and contract execution date. A calculated field should confirm whether the time gap between delivery and contract execution meets legal requirements. The pipeline stage for contract execution should be conditional on the completion of the compliance fields. This embeds the legal requirement into the transaction workflow rather than relying on a separate compliance checklist. Electronic delivery via IT-重説 (electronic 重要事項説明) requires additional fields for the electronic delivery confirmation method.

How do I import Suumo and At Home leads automatically into a Japanese real estate CRM?

Suumo and At Home send lead notifications by email when a prospective buyer or renter submits an enquiry through the portal. Email parsing workflows can extract the lead data from the notification email — name, contact details, enquiry type, and property reference — and create a contact and enquiry record in the CRM automatically. The property reference in the notification is matched against the property record in the CRM, and the enquiry is assigned to the responsible agent. Where portal API access is available, a direct connection provides more structured data. The configuration requires mapping the email notification format (which differs between Suumo and At Home) to the CRM fields and building the assignment logic.

How do I configure Japanese address field format in a real estate CRM?

Japanese address configuration in a CRM requires replacing or supplementing the standard address field with separate fields for: 都道府県 (prefecture), 市区町村 (city/ward/town), 丁目 (district/neighbourhood), 番地 (block and lot number), 建物名 (building name), and 部屋番号 (unit number). The fields should accept full-width Japanese characters as well as half-width numerals. Postcode (郵便番号) should be a separate field with auto-population of prefecture and city fields where the CRM platform supports it. Property records using this structure can be sorted and filtered by area, exported to mapping tools, and matched against REINS records by address component rather than requiring a full-string match.

What real estate CRM is most used by Japanese property agencies?

Japanese real estate agencies use a mix of property-specific platforms built for the Japanese market (including platforms with native REINS connectivity) and general-purpose CRMs configured for property workflows. Kintone is widely used by Japanese businesses including property agencies because it supports custom field structures, Japanese address formats, and workflow automation in a Japanese-language interface. Salesforce and HubSpot are used by larger agencies and developer groups, typically with significant customisation for Japanese property workflows. The platform choice depends on agency size, whether REINS integration is required at the workflow level, and whether the team operates primarily in Japanese. A platform with strong Japanese-language support and custom field flexibility is more important than brand recognition.

Start here

Start with a real estate CRM diagnostic

If your team is managing buyer enquiries on personal WhatsApp numbers and tracking properties in a shared spreadsheet, the first step is understanding exactly what the current process is costing — in missed follow-ups, unmatched buyers, and site visit no-shows. We offer a real estate CRM diagnostic for Nepal property businesses that maps the current enquiry and listing process, identifies the three to five highest-priority gaps, and recommends a CRM setup that fits how Nepal property transactions actually work — before any build begins.

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