PropTrack Realty

The challenge

Before

PropTrack was managing over 300 active listings across a team of 15 agents — each of whom maintained their own Excel file, Facebook post, and WhatsApp thread for leads. There was no central listing database, no consistent way for buyers to search properties, and no CRM to track where leads were in the pipeline. Management had no visibility on agent performance, no conversion data, and no way to know which listings were generating interest without asking individually. Photos were stored in personal Google Drive folders. Buyers who inquired on multiple properties had no continuity of experience.

• 300+ listings maintained individually by agents in Excel and Facebook posts
• No central property database — no search or filter experience for buyers
• Leads captured via SMS with no CRM — frequently lost or forgotten
• Listing photos stored in personal Google Drive folders with no management
• Management had no pipeline visibility or agent performance data
• No follow-up system — agents manually tracking next steps in notebooks
• No automated response to buyer inquiries outside business hours
• Inconsistent listing presentation across agents with no quality standard

The solution

What we built

We designed and built a property listing platform with structured listing management, advanced buyer search and filter (by location, price range, property type, size, and amenities), and an agent CRM for lead management and follow-up tracking. Agents upload listings through a guided form with Cloudinary-managed photo galleries and standardized fields. Buyers can save properties, request viewings, and receive automated follow-up messages. The CRM tracks every lead from first inquiry through viewing to closing, with pipeline stages and follow-up reminders. Management sees agent performance, lead conversion rates, and listing engagement in a single dashboard.

How the system flows

1. Agent→Listing Form→Photo Upload (Cloudinary)→Review→Publish
2. Buyer→Search (location / price / type / size)→Property Detail→Save or Request Viewing
3. Viewing Request→Lead Capture→Agent CRM Assignment→Follow-up Pipeline→Status Tracking
4. CRM→Pipeline Stage Update→Follow-up Reminder→Activity Log
5. Admin→Agent Performance Report→Lead Conversion Funnel→Top Listings by Inquiry Volume