PropTrack Realty — Property Listing & Agent CRM Platform
From scattered spreadsheets and Facebook posts to a searchable property database with a full agent pipeline and management dashboard.
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The challenge
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.
Before
- 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
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.
Core workflow connections:
- Agent → Listing Form → Photo Upload (Cloudinary) → Review → Publish
- Buyer → Search (location / price / type / size) → Property Detail → Save or Request Viewing
- Viewing Request → Lead Capture → Agent CRM Assignment → Follow-up Pipeline → Status Tracking
- CRM → Pipeline Stage Update → Follow-up Reminder → Activity Log
- Admin → Agent Performance Report → Lead Conversion Funnel → Top Listings by Inquiry Volume
300+ listings unified in one searchable platform
Every active listing is now in one place with consistent presentation, structured data, and a professional buyer experience — regardless of which agent manages it.
Leads no longer fall through the cracks
Every buyer inquiry is captured in the CRM with a full activity log, pipeline stage, and follow-up reminder. No more leads lost in WhatsApp threads or SMS inboxes.
Management sees the full pipeline
Agent performance, lead volume, viewing conversion rates, and listing engagement are visible in real time — giving management the data to coach agents and prioritize inventory.
Building a real estate platform or property CRM?
We design and build property listing platforms, agent CRMs, and buyer portals for real estate brokerages and developers across the Philippines.