REAL ESTATE CRM SYSTEMS

UK estate agencies running Alto or Reapit on default settings are not using their real estate CRM — they are paying for a contacts database while letting Rightmove and Zoopla leads go unworked

Alto, Reapit, and similar UK property management systems arrive out of the box with generic pipeline stages, no portal lead routing, and no automated vendor communication. Most UK estate agencies go live, import their contacts, and then operate the CRM exactly as it was configured on day one. The result is a system that stores names but does not move deals forward. Rightmove and Zoopla send lead notifications by email. Without a configured CRM workflow, those emails land in a shared inbox and wait for someone to action them. The five-minute response window that determines whether a buyer enquiry converts to a viewing passes while the notification sits unread. Vendors expect weekly updates on their marketing and viewings. Without an automated sequence, negotiators send manual emails when they remember to. Right to Rent compliance sits in a spreadsheet that nobody updates consistently. Chain status exists in a negotiator's head and nowhere else. None of these are Alto or Reapit problems. They are configuration problems. Ignited Nepal builds real estate CRM workflows that connect portal leads to negotiators automatically, send vendor updates on a schedule, track letting compliance inside the deal record, and make chain status visible in the pipeline.

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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

Rightmove and Zoopla leads not automatically assigned to negotiators

UK estate agencies receive portal enquiries via email notifications generated by Rightmove and Zoopla. Without CRM automation, those notifications route to a shared inbox. There is no automatic entry of the lead into the CRM, no assignment to the negotiator responsible for that property, and no response timer. The five-minute response window that Rightmove's own data identifies as the threshold for buyer conversion closes while the enquiry sits unactioned. Portal lead volume is not the problem. The absence of a routing workflow is. Ignited Nepal configures email parsing or API connections (where available) to pull Rightmove and Zoopla lead data into the CRM automatically, create a contact record, assign the enquiry to the correct negotiator by property or postcode, and trigger a response reminder. Lead response time drops from hours to minutes.

No automated vendor update sequence

UK property vendors expect regular updates on their listing: how many viewings have been booked, what feedback came from those viewings, and what the negotiator recommends as a result. Without an automated CRM sequence, negotiators send these updates manually, inconsistently, and often only when a vendor calls to ask. The vendor experience suffers. Vendor retention suffers. Ignited Nepal builds automated vendor update sequences triggered by pipeline stage changes. When a viewing is booked, the vendor receives a notification. When viewings are completed, feedback is collected from viewers and a summary is sent to the vendor on a scheduled basis. When an offer is received, the vendor is notified with the relevant details. The negotiator does not write these emails individually. The sequence runs from the CRM based on what happens in the pipeline.

Right to Rent check status not tracked in CRM

UK letting agencies are legally required to conduct Right to Rent checks on every prospective tenant before a tenancy begins. The check requires sight of original documents, recording the document type, reference number, and expiry date, and following up before time-limited documents expire. Most letting agencies track this in a separate spreadsheet maintained alongside the CRM rather than inside it. The spreadsheet falls out of date. Compliance gaps are not visible in the deal record. Ignited Nepal adds Right to Rent check fields to the tenancy record in the CRM: check status, document type, document reference, check date, and expiry date with an automated follow-up reminder before the expiry date. The compliance record sits inside the tenancy deal, not in a separate file. Audits are answered from the CRM rather than from a spreadsheet.

No chain status visibility for sales pipeline

UK residential property sales are frequently part of a chain. The buyer has a property to sell. The vendor has an onward purchase to complete. Each link in the chain introduces a risk that the primary deal does not reflect. Most UK estate agency CRMs track the primary deal only. Chain status lives in the negotiator's notes or head. When a chain breaks, the agency learns about it from a phone call rather than from a pipeline flag. Ignited Nepal adds chain status fields to the sales deal record: buyer's property status, vendor's onward purchase status, and a chain risk flag that surfaces in the pipeline view. Negotiators update chain status as they receive information. Sales managers see chain risk across all active deals without calling each negotiator individually.

/ What we engineer

What we build for Nepal property brokers and agencies

Each workstream is built by the team that audits it, and wired into the rest of your growth system.

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

Request a Real Estate CRM Diagnostic

/ What changes

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

Before
After
BeforeDifferent 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.
AfterEvery buyer enquiry enters a central pipeline with the source recorded, assigned to a broker, and visible to the whole team
BeforeThe 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.
AfterA 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
BeforeSite 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.
AfterSite visits are confirmed to all parties via automated message and followed up with a reminder the day before
BeforeThe 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.
AfterA 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. 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. 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. 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. 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. 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.

Request a Real Estate CRM Diagnostic

/ Common questions

FAQs

Straight answers on scope, timelines and cost. Anything else, ask us directly.

Ask us directly
What is the best real estate CRM for a UK estate agency — Alto, Reapit, or a generic CRM?

Alto and Reapit are built specifically for UK estate agency workflows and include property management, portal integrations, and letting compliance features that generic CRMs do not have out of the box. The right choice depends on your agency's size, whether you do sales only or lettings as well, and what integrations you need. Alto suits smaller to mid-size agencies. Reapit is more commonly used by larger multi-branch agencies. Generic CRMs such as HubSpot work well when combined with a property data layer, but require significantly more configuration to reach the same baseline functionality. The platform matters less than whether it is configured correctly for how your agency operates.

How do I set up automatic Rightmove and Zoopla lead routing in a UK real estate CRM?

Rightmove and Zoopla both send lead notifications by email. The most straightforward approach is email parsing: a rule-based workflow reads the notification email, extracts the lead data (name, contact details, property enquired about), creates a contact record in the CRM, and assigns it to the negotiator responsible for that property. Some CRM platforms also support direct API connections to portal lead feeds. The configuration requires mapping portal fields to CRM fields, setting assignment rules by property or postcode, and building a response reminder trigger. Without this configuration, portal leads default to a shared inbox with no assignment, no record, and no follow-up prompt.

How do I automate weekly vendor updates in Alto or Reapit for a UK estate agency?

Vendor update automation in Alto or Reapit works through pipeline stage triggers and scheduled email sequences. When a viewing is booked, the CRM triggers a vendor notification. When a viewing is completed, the system sends a feedback request to the viewer and compiles the response into a vendor summary. Weekly marketing update emails are triggered on a schedule rather than manually. The content of each email is drawn from pipeline data: number of viewings booked, number completed, feedback themes, and negotiator recommendation. Setting this up requires configuring the pipeline stages correctly, building the email templates, and connecting the trigger logic to the right stage changes.

How do I track Right to Rent check status and expiry dates in a UK letting agency CRM?

Right to Rent tracking in a CRM requires custom fields on the tenancy record: check status (not started, in progress, completed), document type (passport, residence permit, etc.), document reference number, check date, and expiry date for time-limited documents. An automated reminder is set to trigger a configurable number of days before the expiry date so the letting team can conduct a follow-up check before the document expires. These fields need to be added to the CRM record directly rather than tracked in a separate spreadsheet. When a letting agency is audited, compliance status should be visible in the CRM against each tenancy rather than requiring a separate file to be produced.

How do I add chain status tracking to a UK property sales pipeline in a CRM?

Chain status tracking requires custom fields added to the sales deal record: buyer's current property status (no chain, listed, under offer, exchanged), vendor's onward purchase status (not found, found, under offer, exchanged), and a chain risk rating. A formula or manual flag can surface high-risk chains in the pipeline view so sales managers can see which deals are most vulnerable to falling through. The fields are updated by negotiators as they receive updates from solicitors and other agents in the chain. Without these fields, chain risk is invisible in the pipeline and surfaces only when a deal collapses.

/ Our team

The people behind the work.

Not a black box. Real specialists you can call, with their names on the work.

About us
Hawrry Bhattarai

Hawrry Bhattarai

Google Ads Expert

LinkedIn

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.

Request a Real Estate CRM Diagnostic View the evidence